Work Space Planning Part of the Organizing function of management * Work Space PlanningOrganizing and managing spaceIncludes arranging work space so that procedures can be accomplished efficientlyCreating a comfortable and productive work area Things to consider:Work flowTraffic patternsFunctions performed in the work spaceNeed for confidentialityShift workers sharing work spaceFlexibility for the futurePersonal needsSafety needsSocial needsEsthetics Work FlowThe most important consideration in planning an office layoutWell designed work flow is critical to achieving optimal efficiency and productivityConsiderationsSmooth transition from one task to anotherLittle duplication of effort Traffic PatternsConsider both employees and visitorsLocation of entrancesLook at teams and work groupsEmployees should be close to the equipment and materials that they use most oftenEmployees who work together should be in close proximity to one another for ease in communicationSupervisors close to the staff they supervise Traffic PatternsTrip Frequency ChartLook at employees who move around often and have to leave the areaIf the chart shows much movement between two groups, those employees should be located next to each otherHelps decide which functions should be close to one anotherSee example in your assigned reading this week. Functions PerformedReception areaAttractive, neat, unclutteredOut of the way of the work flowFunctions that create a lot of noise or activity vs. functions that need quietTranscriptionCodingDoctor’s chart completion/dictation areaFunctions that are related should be located close together Need for ConfidentialityControlled accessFor example, the file roomPrivacy for conversationsPrivacy for dictation/transcriptionFax machineComputer screens Shift WorkersShift workers often share a desk with the person who works the shift before or after themConsider personal space needsPersonal drawer, lockableOwn bulletin board, etc.Adjustable chair and other equipmentEach employee can adjust to fit as needed FlexibilityModular furniturePartitions, cubbies, instead of permanent wallsPower strips and outlet locations Personal NeedsTerritorialityWe are creatures of habitWe want to have the ability to control the areas where we workPrivacyAgeMedical conditions/disabilities Safety NeedsFire extinguishers Step stools, non-slip surfaces Wheeled carts Counters to lay things on Social NeedsPositive environmentMotivates people, fewer sick days and increased productivityTeam approachWork stations in clusters enable employees to easily ask questions and discuss their workSocial opportunities EstheticsColorLightingTemperatureAuditory impactsSound conditioning, soundproofingWhat do you think about music? Effective Space PlanningHas the following characteristics:Keeps costs to a minimumContributes to the quality of the workContributes to employee satisfactionContributes to services provided by the department Space Ne.

1. Work Space Planning
Part of the Organizing function of management
*
Work Space PlanningOrganizing and managing spaceIncludes
arranging work space so that procedures can be accomplished
efficientlyCreating a comfortable and productive work area
Things to consider:Work flowTraffic patternsFunctions
performed in the work spaceNeed for confidentialityShift
workers sharing work spaceFlexibility for the futurePersonal
needsSafety needsSocial needsEsthetics
Work FlowThe most important consideration in planning an
office layoutWell designed work flow is critical to achieving
optimal efficiency and productivityConsiderationsSmooth
transition from one task to anotherLittle duplication of effort
Traffic PatternsConsider both employees and visitorsLocation

2. of entrancesLook at teams and work groupsEmployees should be
close to the equipment and materials that they use most
oftenEmployees who work together should be in close proximity
to one another for ease in communicationSupervisors close to
the staff they supervise
Traffic PatternsTrip Frequency ChartLook at employees who
move around often and have to leave the areaIf the chart shows
much movement between two groups, those employees should
be located next to each otherHelps decide which functions
should be close to one anotherSee example in your assigned
reading this week.
Functions PerformedReception areaAttractive, neat,
unclutteredOut of the way of the work flowFunctions that create
a lot of noise or activity vs. functions that need
quietTranscriptionCodingDoctor’s chart completion/dictation
areaFunctions that are related should be located close together
Need for ConfidentialityControlled accessFor example, the file
roomPrivacy for conversationsPrivacy for
dictation/transcriptionFax machineComputer screens
Shift WorkersShift workers often share a desk with the person
who works the shift before or after themConsider personal space
needsPersonal drawer, lockableOwn bulletin board,
etc.Adjustable chair and other equipmentEach employee can
adjust to fit as needed

3. FlexibilityModular furniturePartitions, cubbies, instead of
permanent wallsPower strips and outlet locations
Personal NeedsTerritorialityWe are creatures of habitWe want
to have the ability to control the areas where we
workPrivacyAgeMedical conditions/disabilities
Safety NeedsFire extinguishers
Step stools, non-slip surfaces
Wheeled carts
Counters to lay things on
Social NeedsPositive environmentMotivates people, fewer sick
days and increased productivityTeam approachWork stations in
clusters enable employees to easily ask questions and discuss
their workSocial opportunities
EstheticsColorLightingTemperatureAuditory impactsSound
conditioning, soundproofingWhat do you think about music?
Effective Space PlanningHas the following
characteristics:Keeps costs to a minimumContributes to the
quality of the workContributes to employee

4. satisfactionContributes to services provided by the department
Space Need Can Change
Space and layout should be reevaluated periodically to
determine any needs for changing the layout
ErgonomicsThe science concerned with the relationship of
people to their work environmentGood ergonomics helps to
prevent injuryAffects performance and moraleConsiders the
following:Adjustability of furnitureBreaks and changes in jobs
with repetitionEquipment and tools within reach
Poor ErgonomicsCan result in cumulative trauma disorders and
repetitive strain (or stress) injuriesCTD: cumulative trauma
disordersRSI: repetitive stress injuries
Common injuries or disordersCarpal tunnel syndromeUpper
back and neck strainEyestrain
Ergonomic ManagementEducation of staffHourly stretch and
eyestrain breaksSimple and inexpensive equipment
modifications
Recommended Activity
Perform a Web search to find out more information about
ergonomics

5. This will also help you to successfully complete this week’s
Professional Practice Activity