The document discusses different office layouts including cellular offices and open plan offices. It outlines the advantages and disadvantages of each layout. It also covers office furniture, storage units, ergonomics, and how technology has impacted work practices and office organization with trends like hot desking, job sharing, and flexitime. Managing changes to the office layout involves considerations like equipment, training, and employee needs.

1. Office Layout Working Environment

2. Cellular Office A collection of rooms in which employees work on their own or in small groups It has: Partitions Doors Windows

3. 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

4. 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

5. Open Plan Office Also known as landscaped A large area where many employees work together Activities are grouped so to reduce time being wasted

6. 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

7. 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

8. Deciding Office Layout Depends on: Size of organisation – number of employees Organisation expanding or contracting? Type of work involved Space available Financial resources available

9. 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

10. 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

11. Aims of Office Ergonomics Improve employee morale and commitment Increase output and efficiency Reduce accidents and injuries Reduce sickness, absenteeism and stress

12. Office Furniture - Desks Work surface should suit work to be done Non-reflective work surface Ability to combine with other office furniture

13. Office Furniture - Workstations L-shaped desk offers versatility Be careful of cables and wires Variety of desks allow for different layouts

14. Storage Units - Bookcase Used for holding: Reference books Publications Reports Manuals

15. Storage Units – Vertical Filing Cabinet Used for holding: Correspondence Other business documents

16. Storage Units – Lateral Filing Cabinet Used for holding a wide range of business documents

17. Storage Units – Multi-Drawer Cabinet Used for storing: Loose papers Forms Thick files Odd-sized documents manuals

18. Storage Units – Storage Cabinet Used for storing: Stationery supplies Box files folders

19. Storage Units – Mobile Pedestal Used for storing: Stationery Stapler Paper punch scissors

20. Storage Units – Card Index Box Used for holding: Index cards on customers, suppliers, employees etc.

21. Storage Units – Cardboard Box File Used for storing papers which have not been fully dealt with

22. Storage Units – Metal Box File Used as a mini-filing cabinet Also used when transporting files

23. Office Furniture - Chairs Adjustable seat Swivel action Adjustable height Arm rests Cushioned for comfort Sloping seat Stable 5-star base castors

24. 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

25. Organising a workstation Workstations should: Have cable management system Free from clutter Close at hand materials Easy phone access Storage drawers available

26. 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

27. 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.

28. 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

29. 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

30. 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

31. Organising Work Job-sharing Flexitime

32. 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

33. Flexitime Flexible start/finish times Core time Should improve timekeeping Avoid gridlock Clock in and out Reduction in overtime pay Credit hours

34. 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

35. 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