Standard Grade Administration - Office Layout


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Standard Grade Administration - Office Layout

  1. 1. The Working Environment Office Layout Standard Grade Administration
  2. 2. What are the main types of Office Layout? <ul><li>These are traditional types of offices, which are usually small. </li></ul><ul><li>The office is shared by only a few employees. </li></ul><ul><li>Each employee has their own desk and equipment. </li></ul><ul><li>There are permanent walls which separate each office, and doors that can be locked. </li></ul>
  3. 3. Cellular Offices ~ the advantages & disadvantages <ul><li>Supervision of staff is more difficult since staff members operate ‘behind closed doors’ </li></ul><ul><li>More space is required for the building as a whole because of partitioning, doors and windows etc </li></ul><ul><li>Employees may feel isolated from other employees, their supervisor/manager etc </li></ul><ul><li>Communication may be less efficient – time may be wasted passing information from one room to the next </li></ul><ul><li>They are easily locked – good for confidentiality and security </li></ul><ul><li>They are private – good for holding meetings etc </li></ul><ul><li>They are much quieter to work in – employees are less likely to be distracted </li></ul><ul><li>Noisy equipment can be kept in a separate room </li></ul><ul><li>Employees can personalise their workspace – temperature setting, layout of furniture etc </li></ul>Disadvantages Advantages
  4. 4. Flexible Offices <ul><li>These are modern offices, and are usually open-plan. </li></ul><ul><li>The office is shared by many employees. </li></ul><ul><li>Employees may share working areas – desks and equipment. </li></ul><ul><li>The office space can be divided through the use of screens, filing cabinets and plants. </li></ul>                                      
  5. 5. Flexible Offices ~ the advantages & disadvantages <ul><li>There is more noise due to the lack of walls </li></ul><ul><li>There are more distractions because of constant office noise and people moving around </li></ul><ul><li>Security is reduced due to lack of lockable doors </li></ul><ul><li>Privacy is difficult to maintain </li></ul><ul><li>Infections can be spread more easily </li></ul><ul><li>It is difficult to suit heating, lighting and ventilation for all tastes </li></ul><ul><li>There are fewer areas for holding meetings and interviews </li></ul><ul><li>Supervision of staff is easy because all staff are in view of the manager </li></ul><ul><li>Communication between staff and sections is easier </li></ul><ul><li>Flow of work is faster since it is from desk to desk instead of office to office </li></ul><ul><li>There is more economical use of space, and heating, lighting and cleaning are more straightforward </li></ul><ul><li>Layouts can be quickly changed when required </li></ul><ul><li>There is a more relaxed atmosphere since employees and managers work in the same </li></ul>Disadvantages Advantages
  6. 6. What factors should be considered when deciding on an office layout? <ul><li>The size of the organisation – how many employees are there? </li></ul><ul><li>What type of work does the organisation do? </li></ul><ul><li>What accommodation is available? How much space is there? </li></ul><ul><li>How much money is available? What can the business afford? </li></ul>Whichever layout the organisation decides upon, the chosen layout should: <ul><li>Be adaptable to future changes </li></ul><ul><li>Provide enough work space and storage space </li></ul><ul><li>Take account of the flow of work and the time taken to pass information from one person/section to another </li></ul><ul><li>Provide easy access to equipment </li></ul><ul><li>Provide security for equipment and information </li></ul>
  7. 7. Office Furniture
  8. 8. What features of Office Furniture are important? <ul><li>There should be a large table suitable for meetings </li></ul><ul><li>Access to audio/visual equipment </li></ul><ul><li>Tea/coffee making facilities </li></ul><ul><li>Should be adjustable – back and height </li></ul><ul><li>Swivel action to allow the operator to turn easily </li></ul><ul><li>cushioned for comfort </li></ul><ul><li>Bookcases – for storing reference books </li></ul><ul><li>Filing cabinets – for holding correspondence and other business documents </li></ul><ul><li>Mobile pedestal – for storing stationery and small items </li></ul><ul><li>L-shaped desk so that staff can carry out computer tasks on one part and turn to the other to do paperwork </li></ul><ul><li>Desks of different shapes and sizes can be bought and joined together </li></ul><ul><li>The size and shape must suit the work being done </li></ul><ul><li>Mobile Pedestal Units may be placed beneath the work surface </li></ul><ul><li>Must consider height, depth, width, mobility etc </li></ul>Large Tables Chairs Storage Units Workstations Desk
  9. 9. Implications of making changes to the office layout Health & Safety ~ Any changes in office layout must meet health and safety requirements, eg ventilation, lighting, etc. Staff Welfare ~ Staff must be kept in mind. Staff must:  feel that they have been consulted  be able to work efficiently  be able to use the correct equipment and facilities – this may show a need for training . Managing Change ~ Managers must maintain good communications as staff may feel insecure during times of change. Insecurity may result in illness and increased absenteeism . Cost ~ When changing office layout, management must consider the cost of change. This may include the cost of new buildings, training, new equipment and furniture
  10. 10. Working Practices
  11. 11. Flexi-time <ul><li>This system allows employees to start work early/late and finish early/late </li></ul><ul><li>Employees must be in the office working during CORE TIME, eg 10 am – 12 noon and 2 pm –4 pm. </li></ul><ul><li>If employee builds up extra hours (by coming in early and working late) they may be able to take the time off at a later date. </li></ul>There are many benefits of introducing a flexi-time system: <ul><li>Flexi-time allows employees to avoid ‘rush hour’ traffic, and be able to take children to and from school etc </li></ul><ul><li>The employee will be able to fit in appointments, eg doctor, gas, car repairs </li></ul><ul><li>The company may be able to cut down on overtime payments </li></ul>
  12. 12. Hot-Desking <ul><li>A hot-desk is a spare desk/workstation which may be booked in advance for use by any employee. They are most likely to be used by employees visiting from another branch or staff who normally work from home. </li></ul><ul><li>Each hot-desk will have a standard layout and equipment – usually a large work area with a computer, chair and phone. </li></ul>Carrels <ul><li>Similar idea to hot-desking. A carrel is a small booth which can be booked to work in. </li></ul><ul><li>Carrels provide more privacy and fewer distractions for employees </li></ul>
  13. 13. Touchdown areas <ul><li>A touchdown area may be provided for employees who require to make a brief visit to the office – to send faxes/emails </li></ul><ul><li>Unlike hot-desks, touchdown areas are not bookable and are meant to be used only for short periods of time on a drop-in basis </li></ul>Job-Sharing <ul><li>Two or more employees share ONE full-time job between them. Each employee is paid in proportion to the number of hours they work. </li></ul><ul><li>Suitable for employees who do not wish to take on a permanent full-time job, eg mothers </li></ul><ul><li>If one job share partner is ill or on holiday then the other employee might be available to cover the hours. </li></ul>
  14. 14. Tele-working <ul><li>This system allows employees to work from home some or all of the time </li></ul><ul><li>Information and Communications Technology is required by the employee to carry out the tasks and communicate with the office, eg PC, laptop, Fax, mobile phone etc </li></ul><ul><li>It is suitable for employees who live far from the office </li></ul>There are many benefits of introducing tele-working: <ul><li>Employees save time and money on travelling to work – should be less stressful </li></ul><ul><li>The employee may be able to look after their children and work at the same time. </li></ul><ul><li>Employees can work in a relaxed environment and have greater flexibility about their hours of work </li></ul>There are some problems of introducing tele-working: <ul><li>Employers lose control over employees </li></ul><ul><li>There are purchase and maintenance costs associated with the IT </li></ul><ul><li>Employees will miss out on the social aspects of work – may feel isolated </li></ul><ul><li>It is more difficult for the employer to ensure that the employee is following health and safety legislation. </li></ul>