Office Layout and Safe Working Practices and Procedures

1. Unit 2a/2b Office Layout and Safe Working Practices and Procedures

2. Open Plan (Flexible) layout Features • large open office area divided by screens/dividers to provide some privacy • shared by many people • provides lots of space for work activities

3. Cellular Layout • (Traditional or enclosed)Features • consists of smaller individual rooms • only a few people work in them • often cluttered as less space for storage/equipment

4. Open-plan • Advantages • more space for work activities • easier to access and share equipment • easier for people to communicate • easier to supervise • encourages team spirit • Disadvantages • lack of privacy • security of valuables can be a problem • can be noisy and cause distraction • security of confidential information can be a problem

5. Cellular Advantages • easier to have privacy • more personal as staff can organise the office/heating/lighting to suit them • easier to secure confidential information • easier to secure valuables Disadvantages • staff can feel isolated • less space available for storage • larger expense for machinery for more than one cellular office • communication more difficult and time consuming

6. What factors influence the layout of an office? • the number of employees in the organisation • the type of work to be undertaken • the accommodation available • the resources available • how adaptable the workspace should be • how accessible equipment is • how secure the area will be

7. Unit 2bSafe Working Practices and Procedures

8. The main Health and Safety regulations • Health and Safety at Work Act 1974 (HASAWA) • Health and Safety (First Aid) Regulations 1981 • The Health and Safety (Display Screen Equipment) Regulations 1992 • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR)

9. Health and Safety at Work Act 1974 (HASAW) • Employers to ensure the health, safety and welfare at work of their employees by providing • safe entrance and exit • safe methods of working • safe working conditions • safety of equipment

10. Continued……… • safe use and storage of hazardous substances • protective clothing • information and training on Health and Safety • policy which is kept up to date • a safety representative

11. Employees to ensure…….. • they take care of their own Health and Safety and that of others • they cooperate on Health and Safety matters • don’t misuse or interfere with the provision made

12. Health and Safety (First Aid) Regulations 1991 • Employers must provide • qualified first aid people • a suitably stocked first aid box • a record of all incidents • information and training on first aid procedures

13. Health and Safety (Display Screen Equipment) Regulations 1992 • Employers’ are responsible for ensuring • workstations and equipment meet minimum requirements • breaks or changes in activity are planned • training is given on use of equipment • safety checks are made • eyesight tests are given and glasses provided if required

14. Health and Safety (Display Screen Equipment) Regulations 1992 • Employees responsibilities • adjust VDUs • adjust chairs • sit correctly • use anti-glare screens • take breaks

15. Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) • If there is an occurrence of death or major injury • or an incident preventing someone doing their job for more than three days • or an employer becomes aware that an employee suffers from a reportable work related disease then the employer must forward an accident or disease report within ten days

16. Continued……. • If there is a dangerous occurrence which could have resulted in a reportable injury then the employer must notify the authority and forward an accident report within ten days • All records must be kept for 3 years detailing • date and method of reporting • date, time and place of event • personal details of those involved • description of the event

17. Why might management re-evaluate office layout? • to encourage more efficient working ie. teamwork v individual • due to staff changes • restructuring of business • movement of premises • new equipment • new H&S regulations

18. Considerations when planning layout • Health and Safety regulations • staff welfare - consultation and training • managing change to ensure staff are informed and secure • costs - building, training, equipment, furniture • organisation of workspace