OBJECTIVES OF OFFICE LAYOUT

The main objectives of office layout are as follows:

 Effective utilization of available floor space and smooth flow of

work.
 Both power and telephone service is made available whenever
necessary .
 Office supervision is made more easy and convenient.
 Good working conditions should be provided to teach employee.
 The reception room should be very near to the main gate or
entrance so that the visitors may feel easy and convenient.
 A sense of belonging and loyalty should be made in the minds of
office employees.
 Employee’s satisfaction should be the outcome of proper office
layout.
 There should be a free flow of communication among employees.
 There must be an adequate space between desks, tables and
chairs for free movement of employees.
 Noise and disturbing operations should be segregated within the
office.

SOME SECTIONS REQUIRE PRIVACY.

 The sections may be interview section and inquiry section.

Interview section is dealing with recruitment of staff and inquiry
section is dealing with progress and performance of the existing
staff.
 The room of the manager should be arranged in such a manner
that he can easily observe the activities of staff for exercising
control on them.
 The external noise and disturbance should be avoided by fixing
double glazed windows and doors.
 Changes may be made in the office layout if the volume of work is
increased in future and requires facilities.
 Staff doing confidential work should be provided adequate privacy.
 There must be sufficient, natural or artificial light.

PRINCIPLES OF OFFICE LAYOUT

1.EFFECTIVE SUPERVISION

As far as possible, employees should face the supervisor whose seat

should be placed towards the near of the working group.
2. FLOW OF WORK

The manager has to make the flow of work as regular as possible, a

straight line, circle or U-shape. Regular flow of work minimizes the
bottlenecks and easily performance.

3. EXPANSION

The additional equipment need to cope with the additional staff members
and the expanded activity.

4. PROPER LIGHTING

Placement of desks and chairs should be in such way that no employee

faces an objectionable light source.

5. BALANCE

Balancing gives a sense of responsibility. Pleasing appearance improves

the image of the office in the eyes of the customers and the general
public.

6. EMPLOYEE MORALE

Office layout should ensure job satisfaction and morale of employees.

Employees whose work requires close concentration should be provided
with partitions. Cloak rooms and toilets should be within the easy reach
employees.

7. VENTILATION

Fresh air is necessary for efficient performance of work. Special attention

should be devoted when the office is not air conditioned and there is a
mixed male and female.

8.SPECIAL PURPOSE ROOMS

All good offices provide a space for reception room and a conference
room. A reception room should be attractive and well decorated and
should be allotted a space very nearness to entrance. A conference room
is necessary for conducting Board Meeting, Group Discussion,
conducting interview and the like. The conference room is located far
away from the entrance and general office and preferable on the top floor.

9. SERVICE FACILITIES

Drinking water, wash rooms, canteen, lifts, telephone, fax, rest rooms,
telephone, computer and internet are the service of an office. Proper
provision should be made in office layout for the physical comfort and
well being of the employees.
10. SAFETY An office should provide an adequate number of exists.
Space is allotted for maintaining old records and files.

OPEN OFFICE & PRIVATE OFFICE

OPEN OFFICE

An office refers to a large room where all the departments and

equipment are housed under a single roof without partitions of walls
separating them. Some business prefer open floor plans because they
encourage communication and teamwork.

ADVANTAGES TO THE MANAGEMENT

 Supervision is easier, as it requires fewer officers to oversee to

others.
 Flow of information is enhanced as all workers receive information
at once.
 Reduces case of corruption among employees because actions are
easily monitored.
 Unauthorized absenteeism is easily detected.

WORKER RELATED ADVANTAGES

 Workers can easily consult each other which promotes teamwork.

 It is easy to locate workers since they are all in one room.

DISADVANTAGES

 Machines in use and workers talking may distract others.

 There is lack of privacy.
 Workers with contagious diseases may infect others.
 Quality ventilation and light is a challenge due to overcrowding
 It is difficult to keep the office clean and tidy.
 Secrecy cannot be maintained.

PRIVATE OFFICE

Also known as close. Small room occupied by department. Each

department will be placed in each room. Rooms are allotted considering
the nature confidential mature.

ADVANTAGES

 There is privacy and confidentiality

 Little disturbance hence efficiency
 Enhances motivation of staff hence increases
  Misuse of resources is easily detected and so workers are
responsible.
 Provide security to the valuables of the workers.
 Lightning, heating and air conditioned can be controlled

DISADVANTAGES

 Supervision is poor due to enclosures

 It is expensive to build and maintain.
 The flow of information is poor
 Encourages laxity and absenteeism
 Time is wasted in movement
 Extra subordinate staff must be employed
 Difficult to monitor facilities

QUESTIONS:

1. Why do we must know about the objectives of the office layout?

A. Because we have to know how it works.
B. In order to make the office neat, proper and well maintained
and friendly to the employees needs.
C. In order to become a better office.
D. In order to become a successful office firm.

2. What must be need in the power and telephone service in the

office?
A. Availability whenever necessary.
B. Availability in the weekends.
C. Availability during unimportant situations.
D. Power and telephone service is not available.

3. In order to achieve a proper office layout, what should be the

communication between employees should have?
A. Direct flow
B. Messy flow
C. Free flow
D. No flow
4. Do we need privacy in some sections of the office?
A. Yes
B. No
C. Maybe
D. I do not know

5. What should be the outcome of the proper office layout?

A. Reliefness of an employee.
B. Improvement of the customer’s health
C. Employee’s satisfaction
D. Anger of the employee

6. What should be need between office furnitures such as desks,

tables and chairs?
A. No space
B. Wide space
C. Small space
D. Adequate space

7. What should be the room that should be arrange that can easily
observe the activities of the staff?
A. Office of the CEO
B. Office of the staff
C. Office of the manager
D. Lobby office

8. Which of the objectives is NOT included in the office objectives?

A. Staff doing confidential work should be provided with adequate
privacy.
B. There should be a free flow of communication among the
employees.
C. There should be no availability of the power and
communication.
D. Employee satisfaction is the outcome of proper office layout.

9. Where the reception office should be located?

A. Very near the main gate.
B. Very far the main gate.
C. Above the main floor.
D. There should be no reception.
10. What should we avoid when fixing the double gaze windows
and doors?
A. Nothing
B. The appearance
C. Noise and disturbance
D. The trust between the hinges

11. An office refers to a large room where all the departments

and equipment are housed under a single roof without partitions of
walls separating them.
A. Open Office Layout
B. Private Office Layout
C. Cubicle Office Layout
D. Hybrid Office Layout

12. Also known as close Office.

A. Open Office Layout
B. Private Office Layout
C. Cubicle Office Layout
D. Hybrid Office Layout

13. Why does an open office design save money?

A. People are more productive
B. It’s cheaper to build, heat and cool.
C. Data is more secured.
D. Employees can communicate effectively.

14. In the examples below, which office is best for a private

office layout?
A. A government office handling secure data.
B. A company that is growing exponentially every year.
C. A company that needs to keep costs of construction and utilities
down as much as possible.
D. A company looking to create ease of communication between
employees.

15. Where the reception office should be located?

A. Near the entrance
B. Near the general office
C. Above the main floor.
D. On the top floor
16. Proper provision should be made in office layout for the
physical comfort and well being of the employees.
A. Safety
B. Service Facilities
C. Balance
D. Effective Supervision

17. Here are the benefits of good ventilation in the workplace,

except one.
A. Create a pleasant space for customers and clients
B. Improve comfort for employees.
C. Absence of fresh air inside the workplace.
D. Control Humidity

18. As far as possible, employees should face the supervisor

whose seat should be placed towards the near of the working
group.
A. Effective Supervision
B. Balance
C. Employee Moral
D. Safety

19. Why it is important to have a great facilities in the

workplace?
A. It has small impact on you and your employees.
B. Having great office facilities makes you comfortable and happy.
C. Making yourself and your employees uncomfortable whilst at
work.
D. It also gives a good and bad impression to any visitors to your
premises.

20. Below are the advantages of having good lighting in the

workplace, except one.
A. Good lighting improves workers health.
B. Good lighting improves workers health.
C. Good lighting helps in aging eyesight.
D. Good lighting lessen employee productivity.