1. 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