Office accomdation and work environment

1. OFFICE ACCOMODATION
AND
WORK ENVIRONMENT

2. MEANING OF OFFICE ACCOMMODATION
• It is the process of selecting appropriate building in a favorable location,
establishing different sections and departments, proving or arranging
resources in a scientific way.
• The purpose of office accommodation is to create sound working
environment and to bring efficiency and rapidness in office work.
• It is important for both employees and outsider. Office employees spend a
long time office.
• Bad accommodation can cause boredom and frustration among
employees. Bad environment also may cause bad impression to outsiders.

3. SELECTION OF OFFICE BUILDING
1. Shape and size of office building-
It is one of the major factors that should be considered while selecting
office building. It should have adequate space to accommodate all
machines, equipment, and employee with furniture and enough space
for flexibility. It should be considered taking the base of both present
and future needs.
2. Lighting and ventilation-
An office building should have adequate lighting and ventilation. It helps
a lot to increase efficiency and enhance worker’s morale. Well lighted
and ventilated accommodation puts less pressure on the employees and
also reduces the physical and mental strain and consequently the
efficiency is higher.
3. Convenience to customers and employees-
While selecting office building it should consider the convenience of
customer and employees. It should not be far from the related trade
center, must have proper toilet and canteen services and food hospitality
and utilities.

4. 4. Cost-
The cost of building affects on total budget of organization. The building
purchased or built must be within the budget of organization. There
should be balance between requirement of space, capacity of the
organization and the cost for covering the expanses.
5. Flexibility-
Flexibility of office building in its shape and size should be considered
while selecting the office building. It must also match the nature of
organization.
6. Layout facility-
The efficiency of men and machine depend upon the layout. The proper
layout makes office attraction. For this furniture, machine and other goods
are necessary. This also helps in the internal arrangement of office.

5. SELECTION OF OFFICE LOCATION
• Nearness to customer: The office should be accessible to customers. They
do not like long distances to make business inquiries. The office should be
accessible to other parties who are in regular contact.
• Nearness to related business: It is desirable to locate the office near the
offices of related business. It should be established in the same line of
trade.
• Availability of infrastructure: The infrastructure should be available in
office location. It consists of transport, communication, power, water and
parking facilities.
• Nature of business: The nature of business affects location of office.
Office of manufacturing business in located near the source of raw
materials, labor and service facilities. Office of trading and banking
business is located in commercial centers near the customers. Office of
perishable goods business is located near the market for such goods.

6. • Availability of human resources: Needed human resources should
be available for office. They can be skilled, semi-skilled and
unskilled. All facilities must be available for employees .
• Environment: The office location should have healthy environment.
It should not be near polluted rivers or waste disposal sites. It
should be free from noise, dust and pollution.
• Cost of space: Sufficient space should be available at reasonable
cost for the office. Space should be available for future expansion.
• Government laws: The selection of location should comply with
government laws and regulation at national and local levels

7. OFFICE LAYOUT
• It is systematic arrangement of office amenities. It is
arrangement of staffs, machines, equipment, furniture
and other physical facilities within the limit of available
floor space.
• Its purposes are to utilize space in the best possible
manners, to make the outlook of the office attractive
and to increase efficiency of the staff.
• t is defined as arrangement and placing of men,
material, machines and money to the optimum level.

8. MAIN AIMS ARE OF OFFICE LAYOUT
• To utilize the floor space properly
• To run the office work smoothly
• To help for the motivation of person.
• To help for the minimization of physical hazards and
accident
• To make proper supervision
• To maintain the attractiveness for impressing the
customers and visitor.
• To try for the provision of comfort and satisfaction of
employees
• To help to provide security

9. PRINCIPLE OF OFFICE LAYOUT
• Principle of flow of work
• Principle of free movement and observation
• Principle of effective supervision:
• Principle of departmental relationships
• Principle of flexibility
• Principle of maximum utilization
• Principle of pleasing appearance
• Principle of good ventilation
• Principle of good lighting
• Principle of safety
• Principle of service facilities
• Principle of providing private offices

10. OFFICE ENVIRONMENT
• By office environment we mean “Working Environment”. The
environment, in which the office employee performs office
services is known as office environment.
• OFFICE ENVIRONMENT INCLUDES:
– Working place
– Working condition
– Working hours
– Working equipments
– Training facilities
– Incentive payment system etc.

11. Advantages of a good office environment to the employees
• Ease in work
• Simplicity in work
• Improvement in mental and physical fitness
Advantages of a good office environment to the concern
• Increase in production
• Increase in profits
• Increase in efficiency
• Improvement in employee relations
• Reduction in employees turnover
• Reduction in employees absenteeism
• Increase in the goodwill

12. Physical Conditions
• Lighting- The most important physical conditions in the office is
lighting. The lighting should be suited to the requirements of every
individual office. The requirements vary according to the size of the office,
the height of the ceiling, the type of work being performed there, the
number of people in the office, and the positions of desks, machines etc.
• Ventilation-Ventilation refers to supply of free air at the right
temperature and of right humidity. Ventilation is one of the most common
office problems; draughts can cause more strong feeling than any other
aspect of the environment. The requirements of good ventilation are that
there should be a constant flow of fresh air to remove staleness without
causing draught.

13. Colour Conditioning-
• Colours convey feelings.
• Different colour combinations not only add to the appearance of a room,
but also has a psychological effect on the people who are working in it.
• Bright and cheerful colours have a cheering effect on them resulting in
more and better work.
• Soft, cool colours are the most suitable for offices
• Colour can also be used to provide some degree of individuality; each
section, department or entire floor of an office can be given its own
colour scheme.

14. Air-Conditioning-
• Air-conditioning is usually the most suitable form of ventilation.
• It contributes to mental activity and boost the efficiency of
employees.
• It is a costly system, but it eliminates the problems of cleanliness,
heat, ventilation, humidity and noise, etc.
• Air-conditioning system controls the circulation, temperature and
humidity of air and removes foreign substances of an enclosed
area.
• The great benefit of air-conditioning is that it keeps the
temperature at a uniform level all throughout the year.
• Air-conditioning systems fall into two categories – package and
central. Central systems serve the entire building while Package
units are commonly used in small offices.
• Air-conditioning offers the following advantages:
• It helps to protect the product or equipment in the plan.
• It helps safeguard their health.
• It helps to keep production costs low.
• It helps maintain employees’ efficiency.

15. • Reduction of Noise- Noise affects the efficiency of the average office
worker. Clerks may be unconscious of the noise, but they cannot get away
from its effects. Noise may be either internal or external depending upon the
area from which it is generated.
• Cleanliness- It is the office manager’s task to see that the offices are
kept clean, the cleaners employed are properly supervised and that they
are provided with adequate equipment.
• Safety Provisions- The Office Manager should make safety
provision in the office. The reason is that employees can meet with
accidents and injure themselves. Most of the accidents in the office occur
due to:
1. Slipping or falling
2. Collision obstructions
3. Handling of equipments
4. Fire
5. Bad light fittings