Office Layout

Positions people, equipment, & offices.

Usually for maximum information flow.

Also can consider material flow.

Arranged by process or product.

Example: Payroll dept. is by process.

Different cultures have different

expectations for space.
Relationship (or proximity) chart used.

Relationship (Proximity) Chart

Uses 6 levels to express desired proximity.

A = Absolutely necessary
E = Especially important
I = Important
O= Ordinary importance
U = Unimportant
X = Not desirable

Relationship (Proximity) Chart

1 President
2 Costing
3 Engineering
4 Presidents Secretary
5 Photocopiers

O
E
U
A

U
I
E

A
U

Relationship (Proximity) Chart

1 President
2 Costing
3 Engineering
4 Presidents Secretary
5 Photocopiers

Can determine layout

using proximity diagram
O
E
U
A

U
I
E

A
U

X
E

Office Layout
1 President
2 Costing
3 Engineering
4 Presidents Secretary
5 Photocopiers

O
E
U
A

1
U
I
E

Locate 5 offices in a rectangular

space.
Offices 2-5 are to be same size.
Office 1 (Presidents) is twice as
large.

A
U

2
E

X
E

Office Layout
Photocopiers
(5)

Presidents
Secretary
(4)

Corridor
Engineering
(3)

Costing
(2)

President
(1)

Benefits of Efficient 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.
7. Facilitates employee supervision.

Flexible Work Practices Impacting

Office Layout and Design

Telecommuting

Work-Based Teams

Hoteling

Telecommuting

A work arrangement that

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.

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.

Hoteling

A work arrangement that

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.

Factors to Consider in Undertaking Preliminary

Planning for Layout
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.

Factors to Consider in Undertaking Preliminary

Planning for Layout
Organization Chart
It is used to assess the lines of
authority in the organization as
well as to identify the job relationships
among employees.
Projection of Employees
Needed in the Future
This helps determine the type and
amount of additional office
space that will be needed in the
future because of growth.

Factors to Consider in Undertaking Preliminary

Planning for Layout
Communication Network
The nature of telephone,
e-mail, and face-to-face
contact between individuals.
Departmental Organisation
The location of departments
in relation to each other and
within the organization
affects organizational
efficiency.

Factors to Consider in Undertaking Preliminary

Planning for Layout
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
help determine the total amount
of office space to provide.

Factors to Consider in Undertaking Preliminary

Planning for Layout
Specialized Areas
A variety of specialized areas
within the organization have
their own layout requirements.

Safety Requirements
The layout needs to facilitate
the efficient movement of
employees from one area
to another.

Factors to Consider in Undertaking Preliminary

Planning for Layout
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.

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 15-20 percent.

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 environment.
5. Helps conserve energy because systems are
not impeded by permanent walls.

Modular Work Station Approach

Uses panel-hung furniture components to create

individual work areas.
Is especially suited to situations that require
considerable storage space.

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.

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.

Office Ergonomics

What is Ergonomics?
Ergonomics involves designing:
tasks
jobs
information
tools
equipment
facilities and
the working environment so work can be performed
in a productive, comfortable and safe manner.

What are the benefits?

Potential benefits of good office ergonomics
practices include:
reduction in work-related injuries
increased productivity
increased quality of work
reduced absenteeism
increased morale.

Good Posture

(example - other examples may be

used)

Is critical to ensure the neck and spine are not

carrying more weight than necessary.
Poor posture for every inch (2.5cm) the head
moves forward, its an extra 4.5kg weight on the
spine.

5.4 kg

14.5 kg

19 kg

What are the risks?

Ignoring ergonomics
principles can lead to
musculoskeletal disorders

Musculoskeletal Disorders
are chronic disorders involving muscles,
tendon and nerves
can be caused by or aggravated by various risk
factors e.g.
repetitive motion
forceful exertion
awkward posture
environmental factors.

Your Workstation

Chair
What to look for in a good chair

Back rest easily adjustable in

height and angle
provides lumbar support
width is appropriate for the
individual user
seat depth is well fitted or
adjustable
five star castor base for stability
breathable fabric.

Work Surface/Desk

Frequently used items (keyboard, mouse, phone) should be located in

the usual work area.
Other items used should be located in the occasional work area.
Non-working area should contain items that are stored / referenced
occasionally. Change posture (e.g. stand if necessary) to retrieve these
items to avoid over reaching.

Keyboard
Keyboard should be 6 - 7 cm from the
edge of desk
Keyboard should lie flat or negatively
inclined
Short breaks of 30 - 60 seconds to relax
hands
Change activity after extended periods
of keying

Mouse
Position the mouse at the same
level as the keyboard
Changing the hand you use to
control the mouse provides some
variation for muscles
Use key shortcuts where possible

Computer Monitor
Position the monitor at least an
arms length from you
The monitor should be directly in
front of you and your keyboard
Position the top of the monitor just
below eye level and tilt
approximately 15 degrees
These parameters will differ dependent on individual
vision and comfort

Laptops
Use the same principles as for your workstation

Docking stations or a separate keyboard and

mouse are options to assist achieve these
principles

Accessories
Document Holder

situated either directly between keyboard and monitor or

to the side of monitor (at the same height as the screen)

Palm Rest/Wrist Support

designed to raise the palm and keep wrist in neutral

position
should be used when taking short breaks not whilst
keying or using the mouse

Telephone

kept within easy reach

use a headset if you use the telephone whilst keying or
writing