1. Chapter 4
Office Layout

2. The Office is a System of Networks
People
Machines
Procedures

3. The Office System of Networks
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

4. Space is an Economic Resource
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

5. New Work-Arrangement Concepts Impacting Office Layout and Design
Telecommuting
Work-Based Teams
Hoteling

6. Employees will not need a full-fledged office on
A work arrangement that
allows employees to perform
some or all of their work
off the premises.
Telecommuting
Layout Impact
Employees will not need
a full-fledged office on
the premises

7. Work-Based Teams
A work arrangement in which
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 conference areas

8. These employees can often function using a work carrel
A work arrangement that
involves employees who spend
a significant amount of their
time off premises.
Hoteling
Layout Impact
These employees can often
function using a work carrel
when on the premises

9. Work Flow The flow of work through an office affects the placement of
employees and the equipment they
use to carry out their work.

10. Factors to Consider in Undertaking Preliminary
Planning for Layout
(1 of 8)
The work employees perform has
a significant role in determining
the type of office facilities they
need.
MAXIMIZE PRODUCTIVITY
Tasks
Work flow
Refers to the movement of information either vertically or horizontally

11. Factors to Consider in Undertaking Preliminary
Planning for Layout
(2 of 8)
Used to assess the lines of authority in the organization as well as identify the job relationships among employees
Organization
Chart
Projection of
Employees
Needed in the
Future
Helps determine the type and amount of additional office space that will be needed in the
future because of growth

12. Factors to Consider in Undertaking Preliminary
Planning for Layout
(3 of 8)
Communication
Network
The nature of telephone, , and face-to-face contact
between individuals.
Departmental
Organization
The location of departments in
relation to each other and within the organization affects
organizational efficiency.

13. Factors to Consider in Undertaking Preliminary
Planning for Layout
(4 of 8)
Private and
General
Offices
Installing more private offices and fewer general offices presents greater challenges for designing layout.
Space
Requirements
The space requirements of
individuals and/or departments helps determine the total amount of office space to provide.

14. Factors to Consider in Undertaking Preliminary
Planning for Layout
(5 of 8)
Specialized
Areas
A variety of specialized areas within the organization have their own layout requirements.

15. Specialized Areas Reception Area Board or Conference Room
Computer Room
Mailroom
Printing and Duplicating Room
Central Records Area

16. Factors to Consider in Undertaking Preliminary
Planning for Layout
(6 of 8)
Safety
Requirements
The layout needs to facilitate the efficient movement of employees from one area to another.

17. Factors to Consider in Undertaking Preliminary
Planning for Layout
(7 of 8)
Barrier-Free
Construction
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.

18. Factors to Consider in Undertaking Preliminary
Planning for Layout
(8 of 8)
Environmental
Conditions
Such conditions as color,
lighting, air conditioning, and noise control must be considered.
Equipment
and Furniture
Because equipment and furniture consume space and affect work efficiency, they must be considered in designing layout.

19. Offices are designed to ensure that the workflow proceeds in an uninterrupted manner and passes through as few hands as possible

20. Open Office
Concept
Is based on the nature of the
relationship between the
employee and his or her job
duties.
Involves Ergonomics
Involves Cybernetics
Helps ensure that
employees’ tasks, tools
and equipment, and the
physical environment
closely match needs.
Means information flow
or processes are con-
sidered when designing
layout.

21. Benefits of Open Office Concept
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 percent.

22. Benefits of Open Office Concept
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.

23. Advantages of the open plan
Lower construction and energy costs
More usable floor space available
Flexibility of arrangements
Fewer communication barriers

24. Modular Work Station Approach
Uses panel-hung furniture components to create
individual work areas.
Is especially suited to situations
that require considerable
storage space.

25. 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 or to arrange for efficient work flow.

26. Regardless of approach used,
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.
Regardless of approach used,

27. All employees must have a place to work for performing the work assigned

28. Tools Used in Preparing Layout
Templates
Magnetic Board
Computer-Aided Design (CAD)
Cutouts
Plastic Models