Office Layout

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Information about Office Layout
Design

Published on February 16, 2008

Author: Marcus9000

Source: slideshare.net

Office Layout Working Environment

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

A collection of rooms in which employees work on their own or in small groups

It has:

Partitions

Doors

Windows

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

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

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

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

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

Also known as landscaped

A large area where many employees work together

Activities are grouped so to reduce time being wasted

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

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

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

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

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

Depends on:

Size of organisation – number of employees

Organisation expanding or contracting?

Type of work involved

Space available

Financial resources available

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

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

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

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

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

Improve employee morale and commitment

Increase output and efficiency

Reduce accidents and injuries

Reduce sickness, absenteeism and stress

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

Work surface should suit work to be done

Non-reflective work surface

Ability to combine with other office furniture

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

L-shaped desk offers versatility

Be careful of cables and wires

Variety of desks allow for different layouts

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

Used for holding:

Reference books

Publications

Reports

Manuals

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

Used for holding:

Correspondence

Other business documents

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

Used for holding a wide range of business documents

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

Used for storing:

Loose papers

Forms

Thick files

Odd-sized documents

manuals

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

Used for storing:

Stationery supplies

Box files

folders

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

Used for storing:

Stationery

Stapler

Paper punch

scissors

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

Used for holding:

Index cards on customers, suppliers, employees etc.

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

Used for storing papers which have not been fully dealt with

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

Used as a mini-filing cabinet

Also used when transporting files

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

Adjustable seat

Swivel action

Adjustable height

Arm rests

Cushioned for comfort

Sloping seat

Stable 5-star base

castors

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

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

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

Workstations should:

Have cable management system

Free from clutter

Close at hand materials

Easy phone access

Storage drawers available

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

Employees can now work:

At home

Travelling

On customers’ premises

In hotel rooms

Employees can use:

Laptop

Mobile phones

Voicemail

Fax machines

Pagers

videoconferencing

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.

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.

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

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

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

Work unsupervised

ICT purchase costs

Harder to satisfy Health & Safety

Harder to provide ICT support

Harder to conduct training

Less social interaction

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

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

Organising Work Job-sharing Flexitime

Job-sharing

Flexitime

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

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

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

Flexible start/finish times

Core time

Should improve timekeeping

Avoid gridlock

Clock in and out

Reduction in overtime pay

Credit hours

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

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

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

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

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