Lecture 4

Office Layout

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Benefits of Efficient Layout 1. Provides effective allocation and use of floor space. 2. Creates a pleasant working environment. 3. Has a positive impact on clients. 4. Facilitates efficient work flow. 5. Provides efficient, productive work areas. 6. Facilitates future expansion when needed.

7. Facilitates employee supervision.

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New Work-Arrangement Concepts Impacting Office Layout and Design

Telecommuting

Work-Based Teams

Hoteling
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Telecommuting

A work arrangement that allows employees to perform some or all of their work off the premises. Layout Impact

Employees will not need a full-fledged office on the premises.

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Work-Based Teams

A work arrangement in which employees do much of their work in a team environment.

Layout Impact
Requires an open environment that facilitates ready communication and a greater number of small conference areas.
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Hoteling

A work arrangement that involves employees who spend a significant amount of their time off premises. Layout Impact

These employees can often function using a work carrel when on the premises.
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Factors to Consider in Undertaking Preliminary Planning for Layout (1 of 7)

Tasks

The work employees perform has a significant role in determining the type of office facilities they need.
The flow of work through an office affects the placement of employees and the equipment they use to carry out their work.
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Work flow

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Factors to Consider in Undertaking Preliminary Planning for Layout (2 of 7) Organization Chart

It is used to assess the lines of authority in the organization as well as to identify the job relationships among employees. This helps determine the type and amount of additional office space that will be needed in the future because of growth.
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Projection of Employees Needed in the Future

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Factors to Consider in Undertaking Preliminary Planning for Layout (3 of 7)

Communication The nature of telephone, eNetwork mail, and face-to-face contact between individuals.

Departmental Organization

The location of departments in relation to each other and within the organization affects organizational efficiency.
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Factors to Consider in Undertaking Preliminary Planning for Layout (4 of 7) Private and General Offices
Space Requirements Installing more private offices and fewer general offices presents greater challenges for designing layout. The space requirements of individuals and/or departments help determine the total amount of office space to provide.
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Factors to Consider in Undertaking Preliminary Planning for Layout (5 of 7)

Specialized Areas A variety of specialized areas within the organization have their own layout requirements. The layout needs to facilitate the efficient movement of employees from one area to another.
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Safety Requirements

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Factors to Consider in Undertaking Preliminary Planning for Layout (6 of 7) Use of federal funds in office Barrier-Free building projects requires that Construction they be accessible to individuals with disabilities.
Expansion Because organizations generally expand in size, the ability to accommodate this growth must be planned for in designing layout.
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Factors to Consider in Undertaking Preliminary Planning for Layout (7 of 7) Environmental Such conditions as color, Conditions lighting, air conditioning, and noise control must be considered.
Equipment and Furniture

Because equipment and furniture consume space and affect work efficiency, they must be considered in designing layout.
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Open Office Concept

Is based on the nature of the relationship between the employee and his or her job duties.

Involves Ergonomics Helps ensure that employees tasks, tools and equipment, and the physical environment closely match needs.
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Involves Cybernetics
Means information flow or processes are considered when designing layout.
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ERGONOMICS
This is the study of the problems of people in adjusting to their environment; the science that seeks to adapt working conditions to fit the worker. It is the fit between people, the tools they use, and the physical setting in which they work
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ERGONOMICS contd
Important elements to consider in the physical environment are:
Colour Lighting Acoustics Floor Plan Furniture and Equipment

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Common Injuries
Because of the amount of time people sit at their computers, several common injuries can occur. The name given to these injuries is Repetitive Stress Injuries (RSI) or cumulative trauma disorders (CTDs). These impact workers health and cost organizations dollars in lost work time and insurance claims.
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Common Injuries contd.

Injuries include:
Carpal tunnel syndrome (CTS) Computer vision syndrome Back pain Headaches

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SAFETY & HEALTH ISSUES

In 1970 the Occupational Safety & Health Act was passed to ensure American workers a safe and healthy workplace. OSHA (Occupational Safety and Health Administration), established by the act was directed to encourage states to develop and operate their own job safety and health programmes.
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LOCAL SAFETY AND HEALTH ISSUES

In Jamaica, the Ministry of Labour has responsibility for ensuring employees health and safety. The Factories Act, 1943 Subsequent amendments 1963, 1965, 1968, etc. Draft of new comprehensive act done in 1993 - Jamaica Occupation Safety and Health Act.
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HEALTH AND SAFETY ISSUES contd

Health issues such as carpal tunnel syndrome, eyestrain, and fatigue are becoming common in the technological office. Smoking and substance abuse are hazardous to your health and can cause absenteeism and illness.

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SECURITY
The office should be a safe and secure environment. Security efforts should be cooperative ones between managers and employees. Security issues involve:
Personnel Equipment and information Emergency procedures

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