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Office Layout
 

Office Layout

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    Office Layout Office Layout Presentation Transcript

    • Office Layout Working Environment
    • Cellular Office
      • A collection of rooms in which employees work on their own or in small groups
      • It has:
      • Partitions
      • Doors
      • Windows
    • Advantages of Cellular Office
      • Rooms can be locked
      • Less distractions for employees
      • Offices can be used for meetings
      • Each room designed for employee
      • Noisy office equipment can be housed elsewhere
      • Infections and illnesses less easily spread
      • Employees can personalise their environment
    • Disadvantages of Cellular Office
      • Harder for manager to supervise staff
      • Communication may be more difficult
      • Time lost moving from room to room
      • Employees may feel isolated
      • Overheads are higher due to individual rooms
      • Harder to change work area layout
      • Less friendly or relaxed atmosphere
    • Open Plan Office
      • Also known as landscaped
      • A large area where many employees work together
      • Activities are grouped so to reduce time being wasted
    • Advantages of Open Plan Office
      • Easier for managers to supervise staff
      • Easier to organise meetings of groups of workers
      • Less time wasted passing information/work
      • Overheads cost less
      • Work area size can be changed
      • Equipment can be shared more easily
    • Disadvantages of Open Plan Office
      • Employees may find it hard to concentrate
      • Employees may be distracted
      • Difficult to restrict access
      • Fewer areas for confidential meetings
      • Infections and illnesses can be more easily spread
      • Less wall space for departmental information
      • Lighting, heating and ventilation may not suit everyone
    • Deciding Office Layout
      • Depends on:
      • Size of organisation – number of employees
      • Organisation expanding or contracting?
      • Type of work involved
      • Space available
      • Financial resources available
    • Office Layout
      • Be adaptable to meet volume changes
      • Provide enough work and storage space
      • Take account of flow of work
      • Allow easy access for employees
      • Economical to maintain
      • Easy access to services
      • Easy access to equipment
      • Provide security for equipment and information
    • What is Ergonomics
      • Ergonomics deals with how the working environment affects the work of the employees.
      • It is user-centred in its approach
      • Studying people using equipment
      • Talking to them
      • Asking them to test objects
    • Aims of Office Ergonomics
      • Improve employee morale and commitment
      • Increase output and efficiency
      • Reduce accidents and injuries
      • Reduce sickness, absenteeism and stress
    • Office Furniture - Desks
      • Work surface should suit work to be done
      • Non-reflective work surface
      • Ability to combine with other office furniture
    • Office Furniture - Workstations
      • L-shaped desk offers versatility
      • Be careful of cables and wires
      • Variety of desks allow for different layouts
    • Storage Units - Bookcase
      • Used for holding:
      • Reference books
      • Publications
      • Reports
      • Manuals
    • Storage Units – Vertical Filing Cabinet
      • Used for holding:
      • Correspondence
      • Other business documents
    • Storage Units – Lateral Filing Cabinet
      • Used for holding a wide range of business documents
    • Storage Units – Multi-Drawer Cabinet
      • Used for storing:
      • Loose papers
      • Forms
      • Thick files
      • Odd-sized documents
      • manuals
    • Storage Units – Storage Cabinet
      • Used for storing:
      • Stationery supplies
      • Box files
      • folders
    • Storage Units – Mobile Pedestal
      • Used for storing:
      • Stationery
      • Stapler
      • Paper punch
      • scissors
    • Storage Units – Card Index Box
      • Used for holding:
      • Index cards on customers, suppliers, employees etc.
    • Storage Units – Cardboard Box File
      • Used for storing papers which have not been fully dealt with
    • Storage Units – Metal Box File
      • Used as a mini-filing cabinet
      • Also used when transporting files
    • Office Furniture - Chairs
      • Adjustable seat
      • Swivel action
      • Adjustable height
      • Arm rests
      • Cushioned for comfort
      • Sloping seat
      • Stable 5-star base
      • castors
    • How should office furniture be set out?
      • Suited to type of work
      • Maximise space available
      • Allow for changing needs
      • Attractive working environment
      • Safe working conditions
      • Keep noise and distractions to a minimum
      • Good use of heating, lighting & ventilation
    • Organising a workstation
      • Workstations should:
      • Have cable management system
      • Free from clutter
      • Close at hand materials
      • Easy phone access
      • Storage drawers available
    • Impact of ICT on work practices and workstation layout
      • Employees can now work:
      • At home
      • Travelling
      • On customers’ premises
      • In hotel rooms
      • Employees can use:
      • Laptop
      • Mobile phones
      • Voicemail
      • Fax machines
      • Pagers
      • videoconferencing
    • Homeworking/Teleworking
      • Homeworking is when employees spend contracted time at home
      • Depends on type of work
      • Not suitable for face-to-face jobs
      • Teleworking is when work at home is transmitted via ICT to workplace
      • Writers, journalists, researchers etc.
    • Advantages of Homeworking
      • Less space needed at employer’s
      • Less time wasted commuting
      • Transport and parking costs eliminated
      • Aids disabled staff
      • Motivation may increase due to own time management
      • Less stressful for employees
      • More flexibility in arranging hours
    • Disadvantages of Homeworking
      • Work unsupervised
      • ICT purchase costs
      • Harder to satisfy Health & Safety
      • Harder to provide ICT support
      • Harder to conduct training
      • Less social interaction
    • Hot Desking
      • Hot Desks are terminals provided for employees who occasionally need them
      • Saves costly ICT equipment
      • Booked in advance
      • Hot Rooms – bookable meeting areas
      • Carrels – small booth for solo work
      • Touchdown Areas – areas for drop-in staff
    • Organising Work
      • Job-sharing
      • Flexitime
    • Job Sharing
      • Employees share a full-time job
      • Salary paid as proportion
      • Suitable for non-commitment to full time work
      • Not suitable for all jobs – senior managers
    • Flexitime
      • Flexible start/finish times
      • Core time
      • Should improve timekeeping
      • Avoid gridlock
      • Clock in and out
      • Reduction in overtime pay
      • Credit hours
    • Office Layout – Managerial Implications
      • Change in heating, lighting cabling etc…
      • Purchase of additional equipment
      • Provision of hot desks, touchdown areas
      • Provision of staff training
      • Safety & security of equipment & information
      • Health, safety & welfare of staff
    • Implementing Change
      • Plan introduction of changes
      • Introduce change gradually
      • Let employees know
      • Involve employees at each stage
      • Explain how changes will affect employees
      • Consult & negotiate with employee reps
      • Provide apt training