Chapter 4 Office Layout Quibble

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Nov 30, 2013 (3 years and 9 months ago)

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Office Layout

Chapter 4

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People


Machines


Procedures


The Office is a System of
Networks

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Space in which to work


People to perform the work


Office ambiance (environment)


Efficient furniture and equipment


Adequate facilities


Appropriate records and information


Adequate controls to achieve department
goals

The Office System of Networks

4


Cost factor


Probably there is never enough space


Effective utilization of space is the “key”


Space needs for personnel


Working space for each employee
assigned to the department



Space is an Economic Resource

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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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Work Flow

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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Factors to Consider in Undertaking Preliminary

Planning for Layout

(1 of 8)

Tasks


The work employees perform has

a significant role in determining

the type of office facilities they

need.

MAXIMIZE PRODUCTIVITY


Work flow

Refers to the movement of
information either vertically
or horizontally



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Factors to Consider in Undertaking Preliminary

Planning for Layout

(2 of 8)

Organization

Chart

Used to assess the lines of
authority in the organization
as well as identify the job
relationships among
employees

Projection of

Employees

Needed in the

Future

Helps determine the type and
amount of additional office
space that will be needed in the

future because of growth

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Factors to Consider in Undertaking Preliminary

Planning for Layout

(3 of 8)

Communication

Network

The nature of telephone, e
-
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 8)

Private and

General

Offices

Installing more private offices
and fewer general offices
presents greater challenges for
designing layout.

Space

Requirements

The space requirements of

individuals and/or departments
helps determine the total
amount of office space to
provide.

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Factors to Consider in Undertaking Preliminary

Planning for Layout

(5 of 8)

Specialized

Areas

A variety of specialized areas
within the organization have
their own layout
requirements.


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Reception Area


Board or Conference Room


Computer Room


Mailroom


Printing and Duplicating Room


Central Records Area



Specialized Areas


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Safety

Requirements

The layout needs to facilitate
the efficient movement of
employees from one area to
another.

Factors to Consider in Undertaking Preliminary

Planning for Layout

(6 of 8)

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Factors to Consider in Undertaking Preliminary

Planning for Layout

(7 of 8)

Barrier
-
Free

Construction

Use of federal funds in office
building projects requires that
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

(8 of 8)

Environmental

Conditions

Such conditions as color,

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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Offices are designed to ensure that
the workflow proceeds in an
uninterrupted manner and passes
through as few hands as possible

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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

Involves Cybernetics

Helps ensure that

employees’ tasks, tools

and equipment, and the

physical environment

closely match needs.

Means information flow

or processes are con
-

sidered when designing

layout.

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Benefits of Open Office Concept

(1 of 2)

1. Cost of changing layout is much less than


changing conventional layout.

2. Initial cost of installing open office layout is


much less than conventional layout.

3. Elimination of permanent walls and private


offices increases amount of usable floor space


by as much as 15
-
20 percent.

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Benefits of Open Office Concept

(2 of 2)

4. Improves office productivity by


--
increasing efficiency of work flow


--
improving communications


--
improving worker morale


--
enhancing feeling of worker involvement


--
creating a more comfortable work environ
-



ment.



5. Helps conserve energy because systems are


not impeded by permanent walls.

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Advantages of the open plan


Lower construction and energy costs


More usable floor space available


Flexibility of arrangements

Fewer communication barriers

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Modular Work Station Approach

Uses panel
-
hung furniture components to create

individual work areas.

Is especially suited to situations

that require considerable

storage space.

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Cluster Workstation Approach

Uses clustering of work areas around a common

core, such as a set of panels that extends from a


hub.

Is especially suited to situations in which

employees spend a portion of their work day

away from their work area or to arrange for
efficient work flow.

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Landscape

Approach

To a certain extent, is a blend between the modular

and cluster workstation approaches.

Makes abundant use of plants and foliage and uses

a minimum of private offices.

Regardless of approach used,

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All employees must have a
place to work for
performing the work
assigned

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Tools Used in Preparing Layout

Templates

Cutouts

Plastic Models

Magnetic Board

Computer
-
Aided Design (CAD)