Office Design and Workflow PowerPoint Presentation by Zane Quible

TOPIC 3 OFFICE DESIGN AND WORKFLOW Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 1 Upper Saddle Ri...

TOPIC 3 OFFICE DESIGN AND WORKFLOW Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 1 Upper Saddle River, NJ 07458  Benefits Benefits of of Efficient Efficient Layout 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. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 2 Upper Saddle River, NJ 07458  Resulting Resulting of of Inadequate Inadequate space space planning planning Future growth that is not accurately anticipated. Storage facilities and areas that are inadequate. Office furniture that fails to meet the needs of its users. Work flow patterns that are cumbersome and awkward. Traffic patterns that are inefficient. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. 3 by Zane Quible Pearson Prentice Hall 3 Upper Saddle River, NJ 07458  New Work-Arrangement Concepts Impacting Office Layout and Design Telecommuting Work-Based Teams Hoteling Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 4 Upper Saddle River, NJ 07458  A work arrangement that Telecommuting 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. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 5 Upper Saddle River, NJ 07458  A work arrangement in which Work-Based Teams 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 Administrative Office Management, 8/e conference areas. ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 6 Upper Saddle River, NJ 07458  A work arrangement that Hoteling 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. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 7 Upper Saddle River, NJ 07458 Factors Factors to to Consider Consider in in Undertaking Undertaking Preliminary Preliminary Planning Planning for for Layout Layout (1 (1 of of 7) 7) Tasks The work employees perform has a significant role in determining the type of office facilities they need. Work flow The flow of work through an office affects the placement of employees and the equipment they use to carry out their work. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 8 Upper Saddle River, NJ 07458  Factors Factors to to Consider Consider inin Undertaking Undertaking Preliminary Preliminary Planning Planning for for Layout Layout (2 (2 of of 7) 7) Organization It is used to assess the lines of Chart authority in the organization as well as to identify the job relationships among employees. Projection of This helps determine the type and Employees amount of additional office Needed in the space that will be needed in the Future future because of growth. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 9 Upper Saddle River, NJ 07458  Factors Factors to to Consider Consider in in Undertaking Undertaking Preliminary Preliminary Planning Planning for for Layout Layout (3 (3 of of 7) 7) Communication The nature of telephone, e- Network mail, and face-to-face contact between individuals. Departmental The location of departments in Organization relation to each other and within the organization affects organizational efficiency. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 10 Upper Saddle River, NJ 07458  Factors Factors to to Consider Consider in in Undertaking Undertaking Preliminary Preliminary Planning Planning for for Layout Layout (4 (4 of of 7) 7) Private and Installing more private offices General and fewer general offices Offices presents greater challenges for designing layout. Space The space requirements of Requirements individuals and/or departments help determine the total amount of office space to provide. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 11 Upper Saddle River, NJ 07458 Factors Factors to to Consider Consider in in Undertaking Undertaking Preliminary Preliminary Planning Planning for for Layout Layout (5 (5 of of 7) 7) Specialized A variety of specialized areas Areas within the organization have their own layout requirements. Safety The layout needs to facilitate the Requirements efficient movement of employees from one area to another. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 12 Upper Saddle River, NJ 07458  Factors to Consider in Undertaking Preliminary Planning for Layout (6 of 7) Barrier-Free Use of federal funds in office Construction 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. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 13 Upper Saddle River, NJ 07458  Factors Factors to to Consider Consider in in Undertaking Undertaking Preliminary Preliminary Planning Planning for for Layout Layout (7 (7 of of 7) 7) Environmental Such conditions as color, Conditions lighting, air conditioning, and noise control must be considered. Equipment Because equipment and furniture and Furniture consume space and affect work efficiency, they must be considered in designing layout. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 14 Upper Saddle River, NJ 07458  Open Office Is based on the nature of the Concept relationship between the employee and his or her job duties. Involves Involves Ergonomics Ergonomics Involves Involves Cybernetics Cybernetics Helps ensure that Means information flow employees’ tasks, tools or processes are con- and equipment, and the sidered when designing physical environment layout. closely match needs. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 15 Upper Saddle River, NJ 07458  Benefits Benefits of of Open Open Office Office Concept Concept (1 (1 of of 2) 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. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 16 Upper Saddle River, NJ 07458  Benefits Benefits of of Open Open Office Office Concept Concept (2 (2 of of 2) 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. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 17 Upper Saddle River, NJ 07458  Modular Work Station Approach Uses panel-hung furniture components to create individual work areas. Is especially suited to situations that require considerable storage space. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 18 Upper Saddle River, NJ 07458  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. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 19 Upper Saddle River, NJ 07458  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. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 20 Upper Saddle River, NJ 07458  3.1.4 PRINCIPLES OF EFFECTIVE LAYOUT 1. Interrelationships among equipment, information, and personnel in the flow of work should be analyzed. 2. Work flow should move in as straight a line as possible. Crisscrossing and backtracking should be avoided. 3. Work flow should revolve around major sources documents. 4. Hierarchical and communication relationship between individuals should be considered in planning layout. 5. Individuals or work groups performing similar or related duties should be located near one another. 6. Individuals or work groups with frequent public contact should be located near the entrance to the premises. 7. Individuals or work group whose tasks require considerable concentration should be placed in low Administrative Office Management, 8/e ©2005 Pearson Education, Inc. traffic, quiet area of the building. 21 by Zane Quible Pearson Prentice Hall 21 Upper Saddle River, NJ 07458 Cont.. 8. Space allocation should be based on the position of the individual, the nature of the work being performed and the amount of special equipment required. 9. Groups or individuals providing specialized services should be located near those who use the specialized services. 10. Furniture and equipment should meet user needs. 11. Aisles should be sufficiently wide to accommodate the rapid, efficient movement of employees. 12. Safety considerations should be given high priority in planning layout. 13. Large open areas are more efficient. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. 22 by Zane Quible Pearson Prentice Hall 22 Upper Saddle River, NJ 07458 Cont.. 14. Adequate provisions have to be made for lighting, decor., air conditioning, humidity control, and noise control. 15. Concern for future expansion is important. 16. Work should come the employees, not vice versa. Administrative Office Management, 8/e ©2005 Pearson Education, Inc. by Zane Quible Pearson Prentice Hall 23 Upper Saddle River, NJ 07458