Factors in Selecting Office Premises
The following points should be kept in mind while
office premises:
1.Safety of Records and Staff:
The safety and security of
office records and of the personnel employed in an
office building is most desirable. The office should
have the advantage of a fire construction, fire
escapes, automatic safety devices, etc.
2. Working Conditions: The office building must
provide good and satisfactory working conditions.
Facilities of water, lighting and ventilations should
be available. The building should be free from dust,
noise, fumes, and obnoxious smells.
3. Adaptability to Proposed Layout: It should be
capable of being modified or altered so that
different sections of the office mat be properly
housed in it.
4. Office Fittings: It should be adequately provided
with electricity, power, telephone, water
connections and other fittings.
5. Future Expansion: It should offer enough scope
for future expansion. When a building is owned or
constructed by the organization, provision should
be made for additional floors for future expansion
requirements.
6.Type Of Building: " It may not be advisable to
take a building divided into rooms which, even if
suitable when taken, will not lend itself to
reorganization." The most suitable type of office
building is that which provides completely open
space other than the supporting columns, and
temporary partitions which can be removed, if
required.
OFFICE LAYOUT
According to little field, "Office layout may be
defined as the arrangement of equipment within
the available floor space." It can be described as
the arrangement of different departments,
equipment and men within a given floor space with
a new view to make optimum utilization of space
and ensure maximum efficiency of the office.
G.R. Terry defines Office Layout as, "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 considered necessary for the execution of
the office work within reasonable cost".
According to Hicks and Place. "The problem of
layout relates to the arrangement in the space
involved so that all the equipment, supplies,
procedures and personnel can function at
maximum efficiency". The object of an office layout
is to make arrangements for the placing of men,
materials, machines, furniture, and equipment
within the available floor space of the office in such
a way that everything can be utilized in the best
possible manner.
The shape of the office is an important
consideration. The building or office space may be
square, rectangular, ling and narrow or L or J
shaped. It should be remembered that a square or
rectangular space always better than long or
narrow one, for the latter will necessarily require
much floor crossing and back-tracking by the office
staff and may nit for the most efficient utilization of
space.
Principles of the Office Layout In order to reap the
advantages of an efficient layout, an Office
Manager should bear in mind the following
principals:
1. Location of Department: He should identify the
various departments in the organization and their
relations with one another. Each Department
should be allotted a convenient area, taking into
consideration the possibilities of its expansion.
Departments which are closely inter-related should
be placed adjacent to each other. Office services
should be located in a place which is equidistant
from the departments that served by them.
2. Flow of work: This is the most important
principle of an office layout. Its object is to ensure
that the flow of work is as regular as possible: the
layout, therefore, should be in the form of a
straight-line, a circle or a U shape Such a layout
would restrict the movements of employees and of
papers to the minimum, and make for maximum
control on the part of the management. The layout
should ensure a continuous flow of office work;
desks, equipment, and men, should be no criss
crossing or back tracking. The flow of work must be
ensured, keeping in mind the office systems and
routines which have been devised for the
performance of office activities. 3. Space
Requirements for Staff and Equipment: Each
employee should be allotted sufficient space to
handle his work efficiently. Congestion in the office
may impair the efficiency of the staff.
4. Number of Private Office: These are separate
rooms, cabins or cubicles which are partitioned off
from the other parts of the office. Provision for a
private office should be discouraged and restricted
as far as possible. Private offices generally take two
to five times more space er employee in the
general office work areas. They require more
space, and increase the expenses om lighting,
ventilation, heating, and do not easily lend
themselves to a programme of expansion.
5. Use of Partitions: The use of partitions is
becoming more popular these days, for they
provide flexible substitutes for private offices.

6. Special Purpose Rooms: All good offices provide
for a reception room and a conference room. A
reception room should be attractive and well-
decorated, and should be located near the
entrance or the main gate. The conference room
should be provided for business executives to hold
meetings for group discussion, conduct interviews,
etc. Such rooms should be located either in the top
floor or at some distance from the general office.
7. Safety : A good office layout should eliminate
office hazards. It should provided for an adequate
number of exits. There should be no obstruction to
the flow of work, to exits or in the passage.
Obsolete equipment, open drawers, over-
crowding, unguarded or unfenced machine may
cause office hazards (accidents): but these can be
eliminated with proper care and precautions.
8. Provisions for Amenities: While planning the
office layout, provision of amenities or facilites for
the employees should be made. These amenities
and facilities include telephone, lifts,
washingrooms, toilets, rest rooms, cool drinking
water, canteen, etc: These facilities should be
provided at a central or convenient place for all the
employees.
9. Flexibility and Expansion: An office layout should
be capable of being adjusted and expanded
according to the requirement of the organizations.
Provision for the maximum workload rather than
an average workload should be made from the very
beginning.
Template: A template is a plastic or a metal device
with certain areas cut-out to indicate the size an
shape of various type of desks, chairs, cabinet, files
and other office equipment. This device permit you
to draw office furnishing and equipment on the
scale drawing on the office floor plan.
(b) Cut-outs: Cut-outs are paper or plastic shapes
cut to scale size that represent the space required
by each item of office furniture and equipment.
Cut-outs may be purchased in packages or they can
be made by hand. They are normally pasted onto
scale layout.
(c) Plastic Models: Plastic models are scaled models
of various pieces of office furniture and equipment.
These models may be easily repositioned on the
floor plan. Their use facilitates the exploration of
the various layout possibilities on a layout board.
Re-layout Re-layout means changing the existing
layout, i.e., Planning the layout afresh. A re-layout
may become necessary for the purpose of
improving the existing layout or adjusting it to the
changed environment.
Advantages of good Layout A good offers the
following advantages:
(1) Increase in Efficiency: A properly laid-out office
promotes efficiency as it follows the flow of work.
The movement of employees and paper follow the
shortest route and this allows for smooth flow of
work.
(2) Reduction in Cost: A good layout aims at making
the most economic and effective use of the
available floor space. Thus, it leads to cost
reduction in the office.
(3) Effective Supervision: In a good laid-out office,
the amount of supervision needed would be
reduced to the minimum, thereby reducing the
burden of the supervision and saving in the cost of
supervision.
(4) Optimum use of Machines and Equipment: A
good layout provides for joint use of machines and
equipment. This is turn, reduces the amount if
investment in machines and equipment.
(5) Better and Speedy inter-communication: In a
good laid-out office , activities are placed in a
sequence and flow the flow the shortest route. This
speeds up inter-communication.
(6) Lesser Costs of Office System: A properly laid-
out office tends to reduce the cost of cooling,
heating, airconditioning systems as well their
running and maintenance costs.
(7) Better Morale: A badly planned office office
increases employees' fatigue and tension, whereas
a well planned office in conductive to their comfort
and morale. Good layout has a positive impact on
employees' morale.
(8) Improves Goodwill: A well-planned layout
projects an image of efficiency to the outsiders
visiting the office. This results in better goodwill.
An open refers to a large rooms where all the
departments, men and equipment are housed
under a single rooms without partitions or walls
separating them. Each department or section is
allotted a separate space in the same room, which
is often demarcated by placing filling cabinets
between them. One or more gangways throughout
the whole floor may be provided and desks may be
arranged facing one way so as to facilities
supervision and easy access. It should be noted,
however, that private office are provided for top
executives whose work calls for top executives
whose work calls for secrecy and concentration.
Advantages of Open Offices: Open offices offer the
following advantages:
(1) Economical: Since unnecessary partitions and
corridors are avoided, open offices make better
utilization of office space possible. It is common
experience that nearly 25 to 33 percent of the
office space is taken up by walls and partitions.
Open offices enable the management to effect
savings in rent and reductions in the cost of office
operation.

(2) Better Lighting and Ventilation: With the
removal of unnecessary walls and partitions, open
offices allow a free flow of air and natural light,
which step up the efficiency of the office staff.
(3) Better Supervision: Open offices encourage
better work through better supervision and easier
operations. Only a few supervisors are required to
supervise the staff. The worker faces the supervisor
and therefore he cannot waste time without being
found out.
(4) Better Communication: Open offices facilitate
better inter-department communication. A worker
is not required to go to another room for
consultation, advice or instruction. It also facilities
better coordination of office activities.
(5) Flexibility: There is a greater flexibility in
planning the layout of an open office, which ensure
a more effective placement of office machines and
equipment. Further, Changes in the layout can be
effected without much difficulty.
(6) Other Advantages: The other advantages of an
open office are: (
a) In an open office, the sharing of machines and
equipment become possible;
(b) In an open office the cost of decoration,
cleaning and maintenance is lower
(c) It wears a smarter look and, to that extent, is an
advertisement for the same room;
(d) It makes for democratic set-up because all
grades of staff are placed in the same room; (e) It
makes better working conditions possible.
Drawbacks: The drawbacks of open offices are:
(1) Absence of secrecy: When secrecy of work is
desired, an open office is not a good choice. Privacy
cannot be maintained in an open office for work is
done in full view of all the staff.
(2) Concentration not Possible: Open offices are
not suitable for work which requires concentration
of mind, e.g., accounting and statistical work.
Moreover, distraction provided by visitors and the
general movement of office staff cannot be
avoided.
(3) Unbusinesslike Appearance: Too many people
working in the same room and moving about their
work make an open office look untidy, shabby and
unbusinesslike.
(4) Lowering of Morale: Apparent regimentation
and loss of individuality, reduced sense of
belonging to a well-defined group, and apparent
loss of status among senior staff tells on the morale
and efficiency of office workers.
(5) Impersonal Atmosphere: From the point of
view of the staff, the atmosphere in open office is
generally rather impersonal, For instance, instead
of working in a small room referred to as the
Accounts Department, a small corner of a general
office may be occupied. This adversely affects the
feeling of attachment of the worker to place of
work.
(6) Noisy: The efficiency of the staff may be
impaired by the noise of ringing telephone and
clicking typewriters.
(7) Unhealthy: A large open office is generally
objected to on grounds of health. That infectious
disease are more passed on and that there is
insufficient ventilation are two of the frequent
complaints against open offices. But these
advantage can be avoided to some extent by
segregating work which is confidential, noisy or
distracting. However, the psychological
disadvantage remain, for " many people do not like
working in an open office, "
Private Offices Private offices are small rooms or
cubicles which are separated from similar other
rooms or the open office by full or half partitions.
Advantage of Private Office: The advantage of
private offices are:
(1) Greater privacy is ensured for confidential work
and discussions.
(2) They promote a personal atmosphere and lend
a sense of prestige or importance to the concerned
staff.
(3) They increase the efficiency of the workers by
facilitating concentration of mind which is possible
because of the absence of noise.
(4) They are more congenial and less regimented.
(5) There can be better ventilation and
heating/cooling arrangements. They are also
preferred on ground of health.
Drawbacks: The disadvantage of private offices are:
(1) Uneconomical: On a rough estimate 25 percent
to 33 percent of the office space is wasted in
partitions and corridors. When an office is situated
in a rented building, the cost of office operations
increase considerably.
(2) Costly Supervision) Private offices make
supervision more difficult and costly. Supervision
also becomes less effective because the supervisor
loses personal contact with the staff. Besides, more
supervisors are needed to supervise effectively the
same number of workers. The cost of supervision is
thus stepped up.
(3) Adversely Affects Flow of Work: By Erecting
barriers and partitions, private offices adversely
affect intercommunication and free flow of work.
(4) Affects Lighting, Ventilation: Walls and
partitions also adversely affect free ventilation and
flow of natural light.
(5) Inflexible: Private offices make the task of office
layout more complicated ;and less flexible.
1. Landscaped Offices: A land scaped office is an
open office which avoids the arrangement of
straight-lines of desks divided by straight
gangways. Desks are arranged individually or in
groups and at different angles from one another.
2. Movable Partitions: Movable partitions are now
being used in setting up private offices. These
partitions are made of metal, wood, plastic or
glass.
3.Modular Units: Modular units are becoming
increasingly popular now. These units normally
consist of a combined desk and filling cabinet with
dwarfed partitions up to a height of four to six feet.
The most popular type of modular desk is the L-
pattern desk unit with a flat surface. It occupies
less floor space, helps to increase work efficiency,
provides easy access to working materials and, at
the same time, ensures an element of secrecy for
the employees.
ENVIRONMENT MANAGEMENT
Office environment has an important bearing on
the efficiency of employees. An office may be
properly laid-out and the best type of furniture and
equipment may be installed in it; but its efficiency
may be very low if the physical working conditions
are not good. Since office work is mainly mental
work which is more fatiguing than physical work,
adverse physical conditions increase the mental
strain on the staff.
The emotional response of workers is better if the
environment is good.
Office environment comprises of the following:
(i) Office Lighting;
(ii) Ventilation and Temperature Control
(iii) Interior Decoration and Furnishing
(iv) Office Furniture
(v) Freedom from Noise and Dust
(vi) Safety from physical hazards
(vii Sanitary Arrangements
(viii) Security
(ix) Secrecy
OFFICE LIGHTING
Lighting is perhaps the most important of office
physical conditions. Probably the best way to grasp
the importance of lighting to office management is
to realize that every office task is so important.
TYPES OF LIGHTING SYSTEM
1. Direct: In this type of lighting, approximately 90-
100 per cent of the light is directed downward to
the working surface. It provides a good intensity of
light. however, it casts dark shadows around and
raises a direct and reflected glare which causes eye
strain to the workers.
2. Semi-direct: In this system, a transparent or
translucent shade is used which directs 60 to 80
per cent of the light downward; the remaining light
is directed upward and is reflected from the ceiling.
This system is an improvement on direct lighting,
for it avoids dark shadows on the ceiling and
eliminates glare.
3. Indirect: In this system, 90 to 100 per cent of the
light is directed towards the ceiling or walls and is
then diffused and reflected downward on the work
surface. This system provides light which is soft,
avoids shadows and glare and does not cause eye
strain.
4. Semi-indirect: In this system, a transparent or
translucent shade or a reflector is placed under the
lamp so that 20 to 40 per cent of the light may be
directly diffused downward on the working surface
and 60 to 80 per cent of the light may be directed
towards the ceiling and walls which is then
reflected downward to the working surface.
5. General Diffuse: In this system, an equal amount
of light is diffused directly and indirectly by its
reflection from ceiling and walls. This system gives
more light with the same wattage than the semi-
indirect lighting system does.
Kinds of Lightning
1. Natural: Natural light or daylight is the best
form of lighting. On extremely bright days or during
extremely bright hours of the day, the brightness of
the light which causes glare may be controlled by
using dark coloured curtains, green or dark window
shades.
2. Artificial: Artificial lighting may be used to
supplement natural light. Since it is generally not
possible to provide natural light over the whole
working surface, artificial lighting has to be
provided so that the working surface may be
properly and evenly illuminated.
Artificial lighting is mainly of two kinds:
(a) Fluorescent: The illumination produced by
fluorescent of CFL lighting closely resembles
natural lighting. Although such lighting is very
expensive to install.
(b) Incandescent: This type of light is produced by
filament bulbs. The installation of incandescent
lighting is much less expensive than fluorescent
lighting.
Benefits of Good Lighting in the Office
1 Increased Output
4. Better Employee Morale
2. Better Quality of Work
5. Higher Prestige for the Firm
3 Reduction of Fatigue
Ventilation in the office refers to the supply of
clean and fresh air in the right amount, at the right
temperature and of the right humidity.
Proper ventilation is an important aspect of office
environment. Fresh air must pass through the
office regularly. This is possible only when the
office premises are properly ventilated. In the
absence of proper ventilation, air becomes stale,
causes headache, fatigue and restlessness to the
employees.
1. Natural Ventilation- May be obtained by
providing enough doors, windows and ventilations
of the right type at the right place. They would
ensure a regular flow of fresh air from the outside
and of stale air from the inside.
2. Artificial Ventilation- Artificial Ventilation may be
achieve by the use of electric fans, exhaust fans, air
coolers, etc.
•Electric Fans - used to circulate air because air
circulation is much better than stagnant air.
•Exhaust fans - These fans expel the stagnant air
from the room. They are a very effective measure
of ventilation
•Air coolers - very popular in offices. They draw in
the air which place through water vapour and
becomes cool. They are specially useful during the
dry parts of the summer.
•Room heaters - provided during the winter to
keep the temperature of the workplace above the
atmospheric temperature
3. Airconditioning- It contributes to mental activity
and boosts the efficiency of employees. It is a
costly system, but it eliminates the problems of
cleanliness, heat and ventilation, humidity and
noise, etc.
4. Modular Design Equipment- Some equipment
have a modular construction starting with a fan
unit, to which other units or modules can be added
such as air purifiers, air sterilisers, air curtains and
humidifiers, as required to provide for proper
ventilation.
•Temperature Heating and Cooling: The
temperature of office rooms should be maintained
at a proper level because too much heat or cold
induces physical discomfort and affects the
efficiency of the staff.
•Humidity: the relative amount of moisture in the
air has a definite effect on the mental and physical
comfort of office workers. Humidity varies with the
rise or fall in temperature. A high level of humidity
is depressing, while a very low level makes the air
too dry for physical comfort.
Interior decoration may be described as the art of a
careful decoration of the interior of a room or a
building. It has been found that an attractive decor
not only adds to the appearance of a room, but has
a psychological effect on the people working in it.
Floor Coverings, Furnishings and Wall Hangings:
Floor coverings, furnishings and wall hangings form
a part of interior decoration. A proper floor
covering not only reduces noise but also adds to
the beauty of the place.
Furnishings: Furnishings include curtains, chair,
table and sofa covers, foot mattresses, etc. These
have a protective as well as decorative value. For
instance, curtains may not only decorate a window
or a door, they may also prevent glare and
excessive illumination from natural or artificial
lighting.
Wall Hangings: Wall hangings such as paintings and
art objects, if properly displayed, break the
monotony of the decor and enhance the prestige
of the organisation.
OFFICE FURNITURE
Suitable furniture must be provided for office clerks
to get comfortable enough to perform office work
speedily and efficiently. Office furniture is the basic
facility with which the emplovee identifies himself.
It is the duty of the office manager to provide the
right type of furniture in the office.
1) Design: It is related to the size of top, height,
number of drawers, etc.
(2) Capital outlay: An obvious factor when buying
any equipment.
(3) Durability: Metal furniture will probably last
longer than ordinary wooden furniture.
(4) Saving in space: Some furniture is specially
designed to save office space.
(5) Fire risk: Again, metal furniture is a better fire
risk than wooden.
(6) Weight: If furniture has to be moved around, as
it often does in a large office, then light weight is
preferable.
(7) Hygiene: How easy it is to clean, and to clean
the floor underneath it.
(8) Appearance: Furniture which not only is
pleasing to the eye, but appears workmanlike is
quite an important factor.
DIFFERENT TYPES OF FURNITURE
1. Executive Desks: Executive desks are made in
accordance with the taste of the executive, and are
valued mostly for their good looks. Their purpose is
to impress visitors and bring home to them the
prestige and importance of persons using them.
2. Special Purpose Desks: These are designed for
special use in offices and include the typist's desks
calculating machine desks, collating desks, and so
on. A typist's desk is the most common and
perhaps the most important of this type and may
be of the following types:13
3. Built-in Furniture: Floor space can be conserved
by the use of built-in or of collapsible furniture.
Fitted furniture not only saves space, but economy
is achieved in the material used for its
construction. Permanent fixtures can be tailored to
fit into wall recesses.
4. General Clerical Desks: There are mostly single
pedestal desks of 120 cms. by 75 cms. with three or
four drawers on one side. In some offices, double
pedestal desks are provided for the clerical staff.
In many offices, tables serve the purpose of clerical
desks and are often fitted with one or two drawers.
Tables are generally used for the sorting of mail,
despatch, temporary housing of files and file trays,
storage of papers, registers, etc
Chairs
Chairs are an important item of furniture from the
workers' viewpoint since they have to sit in them,
all through the day in the office
Types of chairs
1. Swivel and tilt chairs
2. Posture chairs
3. Side chairs
4. Stacking and folding chairs
5. Stools
6. Lounge chairs
7. Benches
8. Special seating
Fittings and Accessories
Office fittings include those items which are
supplied for general use in the office - hat and coat
stands or racks, desk lamps, wastepaper baskets,
telephone stands, etc.
Wooden and Steel Furniture
Wood, aluminium, steel and fibre glass are the
major structural materials used in the making of
office furniture. When prestige is a major
consideration, wood has a definite advantage over
other structural materials because of its long
tradition as a quality material.
FREEDOM FROM NOISE AND DUST
A noisy place is never an efficient office. Noise is
unpleasant and causes irritation to workers, and
interrupts their work. Since most office work calls
for continuing concentration of mind, it cannot be
efficiently done if there are constant interruptions
because of noise.
TWO MEASUREMENT OF NOISE
1. The Decibel, which is the objective measurement
of the intensity of sound, and the phon, which is
directly related to what human beings find to be
tolerable. In the latter case, noise meters test
sound.
2. Effects: Noise has a direct and deleterious effect
on office work. In a noisy office, mistakes occur
more often, productivity is lowered, morale drops,
absenteeism and labour tumover increase.
Control of Noise - Internal noise is more easy to
control than external noise.
Dust - In some localities, for instance, where cotton
ginning and spinning mills or jute and textile mills
or petrochemical industries and refineries are
situated, the amount of dust in the atmosphere is
much greater than in other areas.
SAFETY FROM PHYSICAL HAZARDS
Physical hazards exist in every office; but they are
aggravated in an overcrowded office and by the
use of obsolete machines and equipment.
Precautions- An office manager is obliged to devise
adequate safety arrangements for the
prevention/avoidance of physical hazards in office
premises. The following precautions may be taken
for this purpose:
Fire Precautions: Adequate fire extinguishing
equipment should be installed and the staff should
be trained in its use. Fire alarms, too should be
provided. Such appliances should be regularly
inspected to ensure that they are in working order.
Accident Prevention: An office manager should
take the following precautions to prevent the
outbreak of accidents in the office:
SANITARY ARRANGEMENTS
Employees of modern offices are exposed to
serious hazards of health and life because of the
presence of injurious physical conditions- the
presence of hot, humid and stagnant air because of
insufficient ventilation, poor lighting arrangements,
the presence of dirt and refuse, etc.
Cleanliness
It is no use having an ideal office accommodation
and fitting it out with the best furniture if it is not
kept neat, clean and tidy. A dirty office is
unpleasant to work in; and it often adversely
affects the health of the employees."
1. Spittoons: A sufficient number of spittoons
should be provided in every office building at
convenient places. Instructions should be issued
that no person should spit on the floor or walls of
the office building.
2. Overcrowding: No room in any office should be
overcrowded to the extent which is injurious to the
health of the workers. Overcrowding creates
congestion, reduces the efficiency of employees,
creates problems of proper ventilation, reduces
mental concentration and encourages gossiping
among workers.
3. Drinking Water: In every office, effective
arrangements should be made to provide a
sufficient supply of wholesome drinking water at
suitable places. All such places should be legibly
marked 'drinking water. No such place should be
situated within 20 feet of any washing place, urinal
or latrine. Disposable paper cups seem to be more
popular than glasses or non-disposable drinking
cups.
4. Toilets: Adequate cloakrooms, toilets and
washing facilities should be provided at convenient
places, which should be kept clean and in good
sanitary condition.
5. Canteen: Every office, where a sufficient number
of workers are employed, should have the
provision of a canteen. The canteen need not be
elaborate; and no great expense need be incurred
on it.
6. Rest Rooms: Offices should have provision for
rest rooms or retiring rooms where workers may
go and rest during rest intervals
7. Clocks: Every office should be supplied with
clocks, which keep good time, in such a position
that they may be seen from the desk of each clerk
in the room.
SECURITY
One of the vital functions of a modern office is to
keep and preserve documents and records for
future guidance or reference. All documents or
records of office should therefore, be kept under
proper security. No record or document should be
taken out of the office premises by any person
without permission from his superior officer.
(a) A Fidelity Guarantee Insurance: A policy may be
taken out to cover the risk of defalcation, fraud or
embezzlement on the part of employees.
(b)Reference Checking: The employer may, before
recruiting an employee, ask for two reputable
personal references from him. These references
may be contacted and information sought from
them regarding the past general conduct,
behaviour, character, etc.,
(c) Cash or Bond Security: Generally speaking, the
employees who handle cash are required to
deposit a certain amount of money with the
organisation or to execute a guarantee bond from
some reputable person or persons as a security
measure.
CCTV Camera
Closed-circuit Television (CCTV)* Cameras can
produce images or recordings for surveillance
purposes, and can be either videos or still cameras.
Marie van Brittan Brow was the inventor of the
CCTV camera.
Analogue signals can also it for storage of
recordings on a PC. A digital camera can record a
maximun of 30 frames per second.
Fire Alarm System:
Also called as Smoke Detector, it is a device that
secures smoke, typically as an indicator of fire. It
provides an advance warning against the spread of
fire in the building widely used in office,
SECRECY
There are some records about the business which
must be kept secret from the junior staff. These
records are also referred to as business secrets.
Any disclosure of these may entail heavy loss to the
organisation. The management should, therefore,
make adequate arrangements for the safe and
secret keeping of such information.
1. Tender Quotations: Tender quotations which the
organisation submits or invites should not be
disclosed to anyone till the date and time of the
opening of tenders. Otherwise, the organisation
may lose valuable contracts.
2. Cost Data: If the clerical staff or others possess
knowledge of cost data or have cost information,
there are possibilities of its leakage to outsiders or
competitors. Therefore, a disclosure of cost
information to employees should be avoided.
3. Personnel Policy: If the personnel policy of the
organisation (regarding declaration of bonds,
promotions, transfers, etc.), is disclosed
beforehand, it may lead to strikes, lockouts, and
other unpleasant activities.
4. Dividend Declaration: If the rate of dividend to
be declared by the company is disclosed, before its
annual general meeting, such disclosure may have
an impact on the market value of its shares. For the
same reasons, the declaration of bonus shares
should be kept secret up to the conclusion of the
directors' meeting considering this declaration.
5. Financial Position of Organisation: Any disclosure
of the financial position of the organisation before
the presentation of its annual accounts may prove
to be harmful.
MODERN TRENDS
In addition to above, some new trends are affecting
the office environment. The use of art objects and
plants in modern offices is gaining momentum
these days. These are discussed briefly in the
following paragraphs:
Art in the Office
Nowadays, big business houses, companies and
MNCs are becoming big patrons of the arts. Their
patronage is expressed in offices filled with art
objects and pictures, etc., that add a sophisticated
touch to the environment. "Visitors can see it as
they walk down the corridors, as they enter
building, as they are having lunch. It tells them that
a corporation cares for their cultural pleasures."
Art objects that are used in offices may not be
limited to any particular form or medium. Folk arts,
pictures, paintings, photographs, framed posters,
metal objects, sculptures, any type of graphil piece,
even the company logo or a display of products can
be conceived and provided for as art objects, if
they are visually attractive. Even pieces of furniture
can be designed as art objects and have a
functional as well as a decorative place in the
office.