Office Layout and Working Practices

1. Office Layout and Working Practices Unit 2a

2. Cellular Office Layout • Traditional method of organising the office area • Each employee has their own usually small office area

3. Advantages/Disadvantages of the Cellular Office Advantages Disadvantages Privacy for confidential meetings Employees may feel isolated from colleagues Fewer distractions May not feel part of the team Noisy equipment can be put in separate room Difficult to supervise employees Rooms can be locked to restrict access Time wasted passing work around

4. Open-plan/flexible Office Layout • Modern method of organising workplace • Large number of employees work together in a large, open area

5. Advantages/Disadvantages ofthe Open-plan Office Disadvantages Advantages Lack of privacy for confidential meetings Team-working encouraged Easy to supervise all employees Many distractions from employees and equipment Equipment can be shared saving organisation money Difficult to restrict access to information and belongings Less space wasted – fewer doors and walls Heating and lighting may not suit everyone

6. Layout will depend on Number of employees Type of work being done Amount of money available If organisation growing or getting smaller The layout should Be adaptable Provide storage Allow easy movement Provide security Management must consider… Credit only

7. Office Furniture • Chair: • Adjustable to suit individual • Must meet Health and Safety Law • Desks: • Should suit activity • Lockable drawers • Workstation: • L-shaped to allow computer and paperwork • Cable management • Storage • Organised and tidy • Lockable drawers • Storage: • Should be lockable • Should prevent damage eg flood

8. ICT in the Workplace and for at home, travelling, in hotels, in customer premises PDA: Combines computer, phone, internet PDA: Combines computer, phone, internet Laptop: useful for working away from office Laptop: useful for working away from office Fax: Allows exact copies of written documents to be sent and received Computer: Allows communication from home via e-mail Pager: To contact someone out of the office Video-conferencing: Allows employees to take part in face-to-face conversations without the expense or time involved in travelling to meetings Mobile: Keep in contact when away from office Voicemail: Can receive messages when unavailable to answer

9. Different Working Practices Teleworking – an employee doing their job away from the office Homeworking – an employee doing their job from their own home

10. Good and Bad things about Homework and Teleworking Advantages Disadvantages For Employee For Employee For Employer For Employer Miss social aspects Less space required Cost of equipment Less travel time Less travel cost Distractions at home Less absenteeism Difficult to arrange meetings Happier employees Flexible hours Difficult to supervise Lack motivation

11. Other working practices Hot Desk – bookable spare desk with computer and phone Hot Room – may be booked in advance for holding meetings Touchdown area – for brief visits to the office Chillout area – separate from work area for taking a break Carrel – small booth allowing privacy and fewer distractions

12. Working Hours Flexitime – employees arrange own start and finish times. Must work core time. Keep record of hours worked JobShare – one full time job split between 2 people. Share wage and holidays. Often used by teachers ShiftWork – employees work different times of the day/night to ensure the organisation is always open

13. Implications of Changes in Working Practices • Health and safety – any changes must meet health and safety requirements • Staff welfare – consult with staff and provide training if necessary • Managing change – communicate with staff about changes • Cost – eg purchase of equipment and furniture; training of staff Credit only

14. Cellular office layout Open-plan office layout Management considerations on layout Office furniture ICT in the workplace Home working Teleworking Other working practices Working hours Implications of changes to working practices To sum up, we have covered… Click on the link to go back to the slide if you need to revise any of the above!!!