Calming spaces

You and your team can use the following guide to create a calming space tailored to the unique needs and circumstances of your college, department or unit. This worksheet may help you to create a proposal. 

If you have questions or need additional guidance to create your shared calming space, reach out to us for a consult.

The first step in creating a calming space is to match your space to your desired experience. Multiple factors will influence each. 

You can determine the location and size of the space you have available by considering these questions:

• What rooms or areas are currently available? 
• Will the proposed calming space be private, semi-private or in the open? 
• Do you need a portable kit for creating pop-up calming spaces or something that individuals could borrow for their office space? 

Once you have chosen your space, you can match the activities and overall experience to what you have available. If you have multiple spaces available, this can help you decide which to choose. If you are unable to locate a space, contact us!

Consider the following:

• Will it be a quiet place for activities like meditation, reflection or yoga? 
• Do you want to include technology, like a calm video? Or do you want a space for activities like reading, writing or coloring? 
• Which sensory elements are most important to incorporate?
• How do you want people to feel when they spend time in this space?

Knowing the purpose of your space will help guide your budget, design and visuals in the space.

When choosing a budget for your department, it’s important to consider how much is necessary and available for this project. You want to be sure you focus on the essentials for your space to contribute to the overall calming experience. Here are a couple of questions to consider:

• What can you realistically afford? Look at your department’s budget and see what you can comfortably spend. Match your budget to the space and desired experience. You can also consider where you might be able to reuse or repurpose items to save money.
• Will you need to break the budget up across multiple fiscal years? You might not have the funds for the perfect space right now, which is OK. It can be an evolving space, so focus on progress over perfection. 

Creating a calming space doesn’t have to be expensive. Prioritize your spending on elements that will most impact the calm experience you want. With creativity and resourcefulness, you can create a peaceful environment that promotes relaxation and well-being without a financial burden. 

Research on calm spaces emphasizes the importance of the senses, so consider how you can incorporate multiple senses into the space. For example, you could choose items such as essential oils for smell, a noise machine for sound, battery-powered candles for sight or accessories like soft blankets and cushions for touch.

As you begin the process of choosing items to include in your calming space, here are some things to consider:

• How do you want the space to feel – energizing, invigorating, calming, restful, soothing, refreshing? For example, you can provide a desk for reading and writing if you want to allow for more creativity. If rest is the focus, incorporate comfortable cushions and soothing items.
• What can you fit in your space? Some items may not work in your available space. For example, meditation cushions may not be appropriate for a higher-traffic open area.
• Who are the stakeholders that need to be involved in this process? You’ll want to purchase items that add value and meaning to the space. Gather input and feedback from your colleagues, leadership and building managers.

Choose items that include as many senses as possible. If you need ideas for purchasing items, click here for a few ideas. These lists might spark creativity in your design process and help you determine a budget.
 

Having a clear vision for your space, the experience you want to create and your available budget can help keep you on track as you plan your items. So, use steps one and two to inform your wish list.

You and your team are ready to submit your proposal to the appropriate person or group.

Several key decision-makers may need to approve the plan before moving forward. These may include:

• College or department leadership. It is vital to communicate the potential benefits of a calming space, such as increased productivity and employee well-being. Providing a plan and possible costs for the space can be useful.
• Facilities Management. The facilities team and building administrator are often responsible for the physical aspects of your building. They may need to approve the proposal to ensure the calming space can be safely and efficiently integrated into the existing space.
• Other employees. An informal discussion during a team meeting or a survey can ensure that the proposed changes meet their needs.

Once your plan is approved, you can purchase your items. There are several things to consider before purchasing your items:

• UK-approved vendors. The university provides a list of approved vendors. You can work with your business officer or other authorized departmental staff to search for and purchase your items.
• Supplier diversity. The University of Kentucky is committed to serving as an advocate for diverse businesses.
• Purchasing procedures. Certain goods and services must be purchased in a specific manner. Your business officer or other authorized departmental staff can help you with this as well.  
• UK Surplus. UK Surplus Property receives numerous items and supplies from departments. These items are made available on a first-come, first-served basis. This is a great way to reduce waste and save on your budget!

This is a good time to begin preparing your space by cleaning the area and recycling or sending items to surplus that are longer needed.

As you receive your items, there are additional things to consider as you set up and maintain your calming space:

• Facilities Management. As in step 4, you may need to work with Facilities Management or your building administrator to prepare your space or install items. 
• Promotion. How will you communicate your new calming space? Email, Teams chats, word-of-mouth, flyers or announcements during meetings are good strategies. If you have a communications specialist in your college or department, seek additional help.
• Usage procedures. Who will be allowed access to the space? When will the space be available for use? What process will be used for reserving or using the space, if any? These are important items to consider as you begin using the space. You could print guidelines or procedures to post in the room.
• Maintenance. Who will maintain or clean the space? Will items need to be restocked, and who will check? Consider designating a colleague or colleagues to perform routine checks and maintenance requests.

Need additional help? Reach out to us for a consult. And, please share your finished space with us! We'd love to see what your team creates.