Office Layout


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Office Layout

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