CHAPTER 4

MANAGEMENT OF THE OFFICE

ENVIRONMENT
Planning for an office involves many
details including these key concerns:

• Spatial design and Layout

• Electrical Requirements
• Lighting
• Ergonomics

Office Design/Layout

1. Strip
2. Corner
3. L-Shaped
4. U-Shaped w/ Peninsula
 Spatial Design and Layout

1. Establish primary and secondary work areas for these task

2. Plan for accessible file systems
3. Allocate space for storage of office supplies

Electrical Requirements

1. Outlets
2. Telephone Lines
Lighting

Lighting is critical. Consider three key sources:

1. Ambient light (overhead)

2. Task light (on work stations)
3. Natural light (sunlight/moonlight)

Ergonomics

• is the scientific discipline concerned with the understanding of

the interactions among human and other elements of a
system, and the profession that applies theory, principles,
data and methods to design in order to optimize human well-
being and overall system performance.
Following is a list of consideration that can be addressed when establishing a
work-station or area for employees:

• The eyes need to be approximately 24-36 inches away from the

screen, where the neck is bent within a 15 degree angle, up or down.
The top of the screen should be just below the eye level.

• The back and shoulders need to be relaxed and in a natural position,

with the worker sitting firmly against the back of their chair.

• Elbows need to rest comfortably on arm rests, yet closely to the side
of the body; in a 90 degree angle. Wrist need to extend from the arms
at this angle as well. Fingers are slightly curved upward, where the
keying motion is gentle and comfortable.

• Knees need to also be at 90 degree angle with the feet securely on the
floor or a footrest.
 Building an Office Layout

• Improved office layout, right place of personal computers and thermal

control revealed the largest impact on productivity.

• Optimizing worker productivity has moved up to become an

important as building location.

• Optimizing workforce productivity, organizational needs an building

location are equally important.

• The key to unlocking productivity may lie in office facilities.

Know the Costing of Office Space

It is important that you know exactly what you want o don’t want
in a lease before you begin looking for office space or initiate the
negotiating process.
 An Open Office Concept
Advantages
• Open plan offices are more economical. You
are able to provide more work spaces and
place more employees in an office.
• Communication is easier between work
stations and departments.
• Things are easier for the supervisors, as
everyone is in centralized area.
• Managers and senior managers are in
constant contact with the staff.
• Expenditures are economical when it comes
to money that is put out for air conditioning
and electricity.
• If the layout of the office needs to be
changed, it can be done quickly and with
minimum effort.
Disadvantages
• Open space offices are noisier and can be
more chaotic than closed plan offices.
• People passing to and fro can also cause
distraction of employees.
• In an open space, security is reduced.
• Privacy is difficult to obtain with an open
office plan.
• Sicknesses and infections can spread like
wildfire in an environment like an open office
plan.
• Lighting, heating and air conditioning to suit
all of the employees tastes can be difficult to
achieve.
• Senior staff or employees which have been
with the company longer than most will most
likely feel as if they are entitled to a private
office.
 Office Environment and Health

• Temperature

• Humidity

• Ventilation

• Contaminated Air

• Smoking

• Ozone and Photocopiers

• Lighting

Suitable light level standard for interior lighting

 General background 200 Lux
 Routine Office Work 400 Lux
 Work with poor contrast (proof reading) 600 Lux
 The contributions of Color

• Color
 White reflects 75% or more of light
 Light colors 50%-75% (subdued cool colors)
 Medium colors 20%-50% (bright warm colors)
 Dark colors 20% or less

• Office Floor Space

• Welfare Facilities
• Cleanliness
New Demands In an Office Environment
• The increasing vast array of mains and signals cables needs to be
managed
• Extra heat from the equipment needs to be controlled or removed
• New health and safety risks include electrical hazards, sitting
positions, eyestrains, lack of breaks and RSI (repetitive strain injury)
• Information security needs to be considered amongst other security
needs
• Constantly changing business and processes demand flexible
accommodation.
• Cabling

• Furniture

• Noise

• Breaks

• Eyesight
THANK
YOU!