The Working Environment Office Layout

Cellular – this is a traditional layout Types of Office Layout Cellular – this is a traditional layout Small rooms Offices consist of 1 - 4 employees

Advantages Private meetings can be held More secure – rooms can be locked Fewer distractions from other staff Noisy equipment can be put in another room Staff can create their own environment

Disadvantages Staff can feel isolated (lonely) from other workers Staff may not feel part of a team Difficult to supervise staff Room size may be small and feel crowded

Open plan – modern and flexible way of organising work space Large work area shared by different departments Screen/dividers used to separate areas of work

Advantages Easier to communication with others Equipment can be shared eg printer Easier to supervise staff Team working can be encouraged – motivating staff Better use of space

Disadvantages Lack of privacy More distractions – area can be noisy Security – difficult to restrict access to information and equipment Heating and lighting may not suit all staff

Factors which affect layout choice Number of employees in the firm Is the firm going to grow or reduce in size The type of work carried out The amount of money available Can you explain how each factor affects the layout Points to consider

When chosen the layout should be: Adaptable – be able to change Provide enough storage for staff to use Allow employees to move around easily Provide safe access to equipment and resources (in line with Health and Safety) Provide security for belongings and information Pupil handout

Centralisation A specialist section for services used by the whole organisation Examples include: Reprographics Filing Mail

Advantage Disadvantage Staff are specially trained (experts) Noisy equipment is isolated Sharing equipment saves money Workload more evenly spread amongst staff Disadvantage Time wasted getting to centralised area Work can be repetitive for staff Loss of contact between staff in centralised area and other members of staff Pupil handout

Working Practices Not all members of staff need to work in the office. Other working practices include: Homeworking – an employee that does their job from their own home Teleworking – an employee that does their job away from the office using ICT equipment Equipment Quiz

Employee Time and money saved on travelling Advantages Time and money saved on travelling Flexibility in arranging hours Work around family commitments Disadvantages Miss the social aspect of work Distractions at home can interrupt work May lack motivation due to lack of supervision

Employer Smaller premises are required saving on rent Advantages Smaller premises are required saving on rent Staff tend to be more motivated Can reduce absenteeism Staff may stay with the firm if flexible working is offered Disadvantages Cost of purchasing equipment required Difficult to arrange meetings Difficult to supervise staff Difficult to ensure Health and Safety and ICT support

Employees that work from home will still need to come into the office Employees that work from home will still need to come into the office. The following areas are provided: Hot Desk – a spare workstation that can be booked in advance. Equipped with a computer and telephone. Hot Office – can be booked in advance and used for confidential meetings Carrel – a small booth which allows staff some privacy. Can have ICT equipment

Touchdown Area – used by employees making brief visits to the organisation. They have computer access but cannot be booked in advance. Café/Social Area – relaxed setting. Can be used for informal meetings.

Flexible Working This describes all kinds of employment which is not traditional full-time (9am – 5 pm, Mon-Fri) Part-time – someone who works fewer hours than a full-time equivalent Job-sharing – one full-time job is split between 2 or more people.

Shift work – employees work at different times of the day/night to ensure the organisation remains open longer Temporary Contracts – staff are employed for short periods of time (eg 6 months, 2 years). Saves wages – only employed for time required Outsourcing – organisations buy in services instead of employing staff. Eg cleaning, security, reprographics and computer repairs

Improved morale – staff make choices Flexitime – employee can choose their own start and finish times. But they must work core hours (eg 1000 -1200 hours and 1400 – 1600 hours). Advantages Improved morale – staff make choices Can fit in family commitments and appointments Extra hours “banked” which can be taken off at a later date Disadvantages Difficult to contact staff outwith core hours Meetings must be organised during core hours Requires clocking in/out system

Office Environment Changes Management must fully explain any changes to staff. Problems associated with change: Staff resistance – unwilling to adapt to changes Cost of changing the layout Training costs Loss of productivity until staff get used to new ways Health and safety issues to be considered