Administrative Office

Management

HRM 2113

Chapter 2 – Typical Office Set-up

Prepared By
HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan
Learning Objectives & Outcome

Learn the importance of office accommodation

Identify the good environment to establish an office

Understands the types of interior decorations to be made in an office

and how it reflects towards employees.

Prepared By
HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 2
Introduction

Typical Office Set-up

Office Layout Environment

Location Building Lighting Ventilation

Furniture Safety

Decoration

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HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 3
Introduction to Office Accommodation

Office manager is concerned about getting office work

performed with the maximum efficiency and at minimum cost.

A good working environment, and properly equipped with suitable

accommodation can ensure efficiency of office staff in any
organization.

Modern equipment and proper working conditions are important

factor in improving efficiency and reducing costs.

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HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 4
Principles of Office Accommodation

The office must be located at some convenient place so that it

may serve the entire organization in the best possible manner.

Office space should be sufficient from the point of view the

present and future needs of the organization

Due provision should be made for the conveniences and amenities

required for the comfort and well-being of the staff, e.g. washing
room, rest room, water coolers , canteen, etc.

Service facilities like telephone, lift, internal communication, etc,

should be available in the office, while other like banking,
transport, market, post office, etc, should be available near the
office premises.
Prepared By
HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 5
Location of Office

Location or site is an important consideration

An unsuitable location may result a waste of resource and

efforts and result in loss of time, inconvenience

Prepared By
HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 6
Problems of Office Locations

Facilities
provided in the
original
location plan
are no longer
sufficient
Increased The lease for
volume of the office
work-location premises has
not sufficient expired.

At the time of
starting a
business
enterprise. Shifting of the
business by the
business
enterprise
from one place
or one state to
another.

Prepared By
HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 7
Office Building

Getting a proper and suitable building to accommodate is as

complicated as finding appropriate location.

Office building should have proper size, shape, and able to serve
the purpose and needs of an organization.

Prepared By
HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 8
Office Layout

Office layout is nothing but the selection and arrangement of

physical equipment within the available space. The main
objectives of office layout is to enhance the productivity and
effectiveness in an organization at minimum cost .

“The determination of the space requirements and of the detailed

utilization of this space in order to provide a practical arrangement
of the physical factors considering necessary for the execution of
the office work within reasonable cost.” – G.R. Terry, President of
Academy of Management, 1961.

Office space planning, also known as Office Layout Planning is

very important as well.

Prepared By
HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 9
Why Office Layout?

To utilize the available space properly

To ensure the smooth and efficient flow of work

To facilitate movement of persons and paper

To minimize physical hazards

To facilitate inner communication

To facilitate an attractive look to an office so as to impress customers and visitors

To facilitate effective supervisions

To provide motivation, satisfaction and improve the moral of employees

To provide security, secrecy and safety whenever required

Prepared By
HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 10
 Office Layout

It is essential to have good But in practice it is found

office layout in order to to be quite difficult to
attain the objectives of obtain an ideal office
organization. layout.

Principle of flow of work Principle of Maximum Utilization

Principle of free movement and observation Principle of pleasing appearance

Principle of effective supervision Principle of equipment placement

Principle of Flexibility

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Office Environment

Office lighting. Freedom from noise and dust

Ventilation and temperature control Safety

Interior decoration and furnishing Sanitary arrangement

Office furniture. Security

Secrecy

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HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 12
Lighting

Lighting is most important physical condition

Sufficient quantity No Glare

Intensity No contrasts

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HRM 2113 - Administrative Office Management
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Ventilation

Refers to the supply of clean and fresh air in right amount, at the
right temperature and of the right humidity.

Natural Ventilation Artificial Ventilation

Electric Fans Air Coolers Air Conditioning

Exhaust Fans Room heaters

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Interior Decoration

The art of a careful decoration of interior of a room or a building

A tasteful colouring of walls, doors and windows

Placing of attractive art objects pictures, painting and informative

charts on the walls

Floor covering, curtains and wall hangings, etc

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Furniture

Office work mostly indoor desk work; suitable furniture should

therefore, be provided for office clerks so that they may be
comfortable enough to perform office work speedily and efficiently.

Is the working are

Can the job be supervised?
adequate?

Is the work adequately

Can the staff work protected against dust loss or
comfortably? damage?

Can the staff use both Is there suitable provision for

hands? the clerk’s personal effects?
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HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 16
 Any Questions…?

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HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 17
Introduction to Office

Office is an important segment to any organization, contributes to its

efficient and economical functioning. Office is the real brain behind
every business activity.

Information Centre Managerial Control

Channel of
Human Relation
Communication

Aids Coordination

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HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 18
Types of Office

Middle Office
Front Office

Electronic or E-Office
Virtual Office

Back Office

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Office Layout Concepts

Telecommuting

A work arrangement that allows

employees to perform some or all of
their work off the premises

Employees will not need a full-fledged

Impact
office on the premises.

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Office Layout Concepts

Work-Based
Teams

A work arrangement in which

employees do much of their work in a
team environment

Requires an open environment that

facilitates ready communication and a
Impact
greater number of small conference
areas.

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Office Layout Concepts

Hoteling

A work arrangement that involves

employees who spend a significant
amount of their time off premises.

These employees can often function

Impact using a work carrel when on the
premises.

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Office Layout Concepts

Open Office
Concept

Is based on the nature of the

relationship between the employee
and his/her job duties

Helps ensure that employees’

Ergonomics
tasks, tools and equipment, and
the physical environment closely
match needs.

Means information flow or

Cybernatics processes are considered when
designing layout.

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HRM 2113 - Administrative Office Management
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Coming Soon….

Office Layout Concepts

Elements of Office Environment in Detail

Office Furniture Designs

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HRM 2113 - Administrative Office Management
Sathish Sarma Sathianarayanan 24