1. Part of the Organizing function of management
Work Space Planning
Part of the Organizing function of management

2. Work Space Planning Organizing and managing space
Includes arranging work space so that procedures can be accomplished efficiently
Creating a comfortable and productive work area

3. Things to consider: Work flow Traffic patterns
Functions performed in the work space
Need for confidentiality
Shift workers sharing work space
Flexibility for the future
Personal needs
Safety needs
Social needs
Esthetics

4. Work Flow
The most important consideration in planning an office layout
Well designed work flow is critical to achieving optimal efficiency and productivity
Considerations
Smooth transition from one task to another
Little duplication of effort

5. Traffic Patterns Consider both employees and visitors
Location of entrances
Look at teams and work groups
Employees should be close to the equipment and materials that they use most often
Employees who work together should be in close proximity to one another for ease in communication
Supervisors close to the staff they supervise

6. Traffic Patterns Trip Frequency Chart
Look at employees who move around often and have to leave the area
If the chart shows much movement between two groups, those employees should be located next to each other
Helps decide which functions should be close to one another
See example in your assigned reading this week.

7. Functions Performed Reception area Attractive, neat, uncluttered
Out of the way of the work flow
Functions that create a lot of noise or activity vs. functions that need quiet
Transcription
Coding
Doctor’s chart completion/dictation area
Functions that are related should be located close together

8. Need for Confidentiality
Controlled access
For example, the file room
Privacy for conversations
Privacy for dictation/transcription
Fax machine
Computer screens

9. Shift Workers
Shift workers often share a desk with the person who works the shift before or after them
Consider personal space needs
Personal drawer, lockable
Own bulletin board, etc.
Adjustable chair and other equipment
Each employee can adjust to fit as needed

10. Flexibility Modular furniture
Partitions, cubbies, instead of permanent walls
Power strips and outlet locations

11. Personal Needs Territoriality We are creatures of habit
We want to have the ability to control the areas where we work
Privacy
Age
Medical conditions/disabilities

12. Safety Needs Fire extinguishers Step stools, non-slip surfaces
Wheeled carts
Counters to lay things on

13. Social Needs Positive environment
Motivates people, fewer sick days and increased productivity
Team approach
Work stations in clusters enable employees to easily ask questions and discuss their work
Social opportunities

14. Esthetics Color Lighting Temperature Auditory impacts
Sound conditioning, soundproofing
What do you think about music?

15. Effective Space Planning
Has the following characteristics:
Keeps costs to a minimum
Contributes to the quality of the work
Contributes to employee satisfaction
Contributes to services provided by the department

16. Space Need Can Change
Space and layout should be reevaluated periodically to determine any needs for changing the layout

17. Ergonomics
The science concerned with the relationship of people to their work environment
Good ergonomics helps to prevent injury
Affects performance and morale
Considers the following:
Adjustability of furniture
Breaks and changes in jobs with repetition
Equipment and tools within reach

18. Poor Ergonomics
Can result in cumulative trauma disorders and repetitive strain (or stress) injuries
CTD: cumulative trauma disorders
RSI: repetitive stress injuries
Common injuries or disorders
Carpal tunnel syndrome
Upper back and neck strain
Eyestrain

19. Ergonomic Management Education of staff
Hourly stretch and eyestrain breaks
Simple and inexpensive equipment modifications

20. Recommended Activity
Perform a Web search to find out more information about ergonomics
This will also help you to successfully complete this week’s Professional Practice Activity