1 Office Layout Chapter 4 2 People Machines Procedures The Office is a System of Networks

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Office LayoutOffice Layout

Chapter 4Chapter 4

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• People

• Machines

• Procedures

The Office is a System of Networks

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 NetworksThe Office System of Networks

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• 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 ResourceSpace is an Economic Resource

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New Work-Arrangement Concepts ImpactingOffice Layout and Design

Telecommuting

Work-Based Teams

Hoteling

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TelecommutingA work arrangement thatallows employees to performsome or all of their workoff the premises.

Layout Impact

Employees will not needa full-fledged office on the premises

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Work-Based Teams A work arrangement in whichemployees do much of theirwork 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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HotelingA work arrangement that involves employees who spenda significant amount of theirtime off premises.

Layout Impact

These employees can often function using a work carrelwhen on the premises

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Work Flow

The flow of work through anoffice affects the placement of

employees and the equipment theyuse to carry out their work.

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Factors to Consider in Undertaking PreliminaryPlanning for Layout

(1 of 8)

Factors to Consider in Undertaking PreliminaryPlanning for Layout

(1 of 8)

Tasks The work employees perform hasa significant role in determiningthe type of office facilities theyneed. MAXIMIZE PRODUCTIVITY

Work flow Refers to the movement of information either vertically or horizontally

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Factors to Consider in Undertaking PreliminaryPlanning for Layout

(2 of 8)

Factors to Consider in Undertaking PreliminaryPlanning for Layout

(2 of 8)

OrganizationChart

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

Projection ofEmployees Needed in theFuture

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

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Factors to Consider in Undertaking PreliminaryPlanning for Layout

(3 of 8)

Factors to Consider in Undertaking PreliminaryPlanning for Layout

(3 of 8)

CommunicationNetwork

The nature of telephone, e-mail, and face-to-face contactbetween individuals.

DepartmentalOrganization

The location of departments inrelation to each other and within the organization affects organizational efficiency.

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Factors to Consider in Undertaking PreliminaryPlanning for Layout

(4 of 8)

Factors to Consider in Undertaking PreliminaryPlanning for Layout

(4 of 8)

Private andGeneralOffices

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

SpaceRequirements

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 PreliminaryPlanning for Layout

(5 of 8)

Factors to Consider in Undertaking PreliminaryPlanning for Layout

(5 of 8)

SpecializedAreas

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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SafetyRequirements

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

Factors to Consider in Undertaking PreliminaryPlanning for Layout

(6 of 8)

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Factors to Consider in Undertaking PreliminaryPlanning for Layout

(7 of 8)

Barrier-FreeConstruction

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 PreliminaryPlanning for Layout

(8 of 8)

Factors to Consider in Undertaking PreliminaryPlanning for Layout

(8 of 8)

EnvironmentalConditions

Such conditions as color,lighting, air conditioning, and noise control must be considered.

Equipmentand 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 OfficeConcept

Is based on the nature of the relationship between theemployee and his or her jobduties.

Involves ErgonomicsInvolves Ergonomics Involves CyberneticsInvolves Cybernetics

Helps ensure that employees’ tasks, tools and equipment, and thephysical environmentclosely match needs.

Means information flowor processes are con-sidered when designing layout.

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Benefits of Open Office Concept(1 of 2)

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)

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 createindividual work areas.

Is especially suited to situations that require considerablestorage 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 dayaway 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 modularand cluster workstation approaches.

Makes abundant use of plants and foliage and usesa minimum of private offices.

Regardless of approach used, 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 LayoutTools Used in Preparing Layout

Templates

Cutouts

Plastic Models

Magnetic Board

Computer-Aided Design (CAD)