Chapter

Chapter 44

Office
Office Layout
Layout

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
1 Upper Saddle River, NJ 07458
 Benefits
Benefits of
of Efficient
Efficient Layout
Layout

1. Provides effective allocation and use of floor

space.
2. Creates a pleasant working environment.
3. Has a positive impact on clients.
4. Facilitates efficient work flow.
5. Provides efficient, productive work areas.
6. Facilitates future expansion when needed.
7. Facilitates employee supervision.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
2 Upper Saddle River, NJ 07458
 Resulting
Resulting of
of Inadequate
Inadequate space
space planning
planning

• Future growth that is not accurately anticipated.

• Storage facilities and areas that are inadequate.
• Office furniture that fails to meet the needs of its
users.
• Work flow patterns that are cumbersome and
awkward.
• Traffic patterns that are inefficient.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
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3
Upper Saddle River, NJ 07458
 New Work-Arrangement Concepts Impacting
Office Layout and Design

Telecommuting

Work-Based Teams

Hoteling
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
4 Upper Saddle River, NJ 07458
 A work arrangement that
Telecommuting allows employees to perform
some or all of their work
off the premises.

Layout Impact

Employees will not need

a full-fledged office on
the premises.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
5 Upper Saddle River, NJ 07458
 A work arrangement in which
Work-Based Teams employees do much of their
work in a team environment.

Layout Impact

Requires an open environment that

facilitates ready communication
and a greater number of small
Administrative Office Management, 8/e
conference areas.
©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
6 Upper Saddle River, NJ 07458
 A work arrangement that
Hoteling involves employees who spend
a significant amount of their
time off premises.

Layout Impact

These employees can often

function using a work carrel
when on the premises.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
7 Upper Saddle River, NJ 07458
Factors
Factors to
to Consider
Consider in
in Undertaking
Undertaking Preliminary
Preliminary
Planning
Planning for
for Layout
Layout
(1
(1 of
of 7)
7)
Tasks The work employees perform has
a significant role in determining
the type of office facilities they
need.

Work flow The flow of work through an

office affects the placement of
employees and the equipment they
use to carry out their work.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
8 Upper Saddle River, NJ 07458
 Factors
Factors to
to Consider
Consider inin Undertaking
Undertaking Preliminary
Preliminary
Planning
Planning for for Layout
Layout
(2
(2 of
of 7)
7)
Organization It is used to assess the lines of
Chart authority in the organization as
well as to identify the job
relationships among
employees.
Projection of This helps determine the type and
Employees amount of additional office
Needed in the space that will be needed in the
Future future because of growth.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
9 Upper Saddle River, NJ 07458
 Factors
Factors to
to Consider
Consider in
in Undertaking
Undertaking Preliminary
Preliminary
Planning
Planning for
for Layout
Layout
(3
(3 of
of 7)
7)
Communication The nature of telephone, e-mail,
Network and face-to-face contact
between individuals.

Departmental The location of departments in

Organization relation to each other and within
the organization affects
organizational efficiency.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
10 Upper Saddle River, NJ 07458
 Factors
Factors to
to Consider
Consider in
in Undertaking
Undertaking Preliminary
Preliminary
Planning
Planning for
for Layout
Layout
(4
(4 of
of 7)
7)
Private and Installing more private offices
General and fewer general offices
Offices presents greater challenges for
designing layout.
Space The space requirements of
Requirements individuals and/or departments
help determine the total amount
of office space to provide.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
11 Upper Saddle River, NJ 07458
Factors
Factors to
to Consider
Consider in
in Undertaking
Undertaking Preliminary
Preliminary
Planning
Planning for
for Layout
Layout
(5
(5 of
of 7)
7)

Specialized A variety of specialized areas

Areas within the organization have
their own layout requirements.

Safety The layout needs to facilitate the

Requirements efficient movement of employees
from one area to another.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
12 Upper Saddle River, NJ 07458
 Factors to Consider in Undertaking Preliminary
Planning for Layout
(6 of 7)
Barrier-Free Use of federal funds in office
Construction building projects requires that
they be accessible to
individuals with disabilities.

Expansion Because organizations generally

expand in size, the ability to
accommodate this growth must
be planned for in designing
layout.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
13 Upper Saddle River, NJ 07458
 Factors
Factors to
to Consider
Consider in
in Undertaking
Undertaking Preliminary
Preliminary
Planning
Planning for
for Layout
Layout
(7
(7 of
of 7)
7)
Environmental Such conditions as color,
Conditions lighting, air conditioning, and
noise control must be
considered.
Equipment Because equipment and furniture
and Furniture consume space and affect work
efficiency, they must be
considered in designing layout.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
14 Upper Saddle River, NJ 07458
 Open Office Is based on the nature of the
Concept relationship between the
employee and his or her job
duties.

Involves
Involves Ergonomics
Ergonomics Involves
Involves Cybernetics
Cybernetics

Helps ensure that Means information flow

employees’ tasks, tools or processes are con-
and equipment, and the sidered when designing
physical environment layout.
closely match needs.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
15 Upper Saddle River, NJ 07458
 Benefits
Benefits of
of Open
Open Office
Office Concept
Concept
(1
(1 of
of 2)
2)

1. Cost of changing layout is much less than

changing conventional layout.
2. Initial cost of installing open office layout is
much less than conventional layout.
3. Elimination of permanent walls and private
offices increases amount of usable floor space
by as much as 15-20 percent.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
16 Upper Saddle River, NJ 07458
 Benefits
Benefits of
of Open
Open Office
Office Concept
Concept
(2
(2 of
of 2)
2)
4. Improves office productivity by
-increasing efficiency of work flow.
-improving communications.
-improving worker morale.
-enhancing feeling of worker involvement.
-creating a more comfortable work environ-
ment.
5. Helps conserve energy because systems are
not impeded by permanent walls.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
17 Upper Saddle River, NJ 07458
 Modular Work Station Approach

Uses panel-hung furniture components to create

individual work areas.

Is especially suited to situations that require

considerable storage space.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
18 Upper Saddle River, NJ 07458
 Cluster Workstation Approach

Uses clustering of work areas around a common core,

such as a set of panels that extends from a hub.

Is especially suited to situations in which employees

spend a portion of their work day away from their
work area.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
19 Upper Saddle River, NJ 07458
 Landscape Approach

To a certain extent, is a blend between the modular

and cluster workstation approaches.

Makes abundant use of plants and foliage and uses

a minimum of private offices.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
20 Upper Saddle River, NJ 07458
 3.1.4 PRINCIPLES OF EFFECTIVE LAYOUT

1. Interrelationships among equipment, information, and personnel in

the flow of work should be analyzed.
2. Work flow should move in as straight a line as possible.
Crisscrossing and backtracking should be avoided.
3. Work flow should revolve around major sources documents.
4. Hierarchical and communication relationship between individuals
should be considered in planning layout.
5. Individuals or work groups performing similar or related duties
should be located near one another.
6. Individuals or work groups with frequent public contact should be
located near the entrance to the premises.
7. Individuals or work group whose tasks require considerable
concentration should be placed in low traffic, quiet area of the
building.
Administrative
by Zane Quible
Office Management, 8/e ©2005 Pearson Education, Inc.
Pearson Prentice Hall
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Upper Saddle River, NJ 07458
 Cont..
8. Space allocation should be based on the position of the individual,
the nature of the work being performed and the amount of special
equipment required.
9. Groups or individuals providing specialized services should be
located near those who use the specialized services.
10. Furniture and equipment should meet user needs.
11. Aisles should be sufficiently wide to accommodate the rapid,
efficient movement of employees.
12. Safety considerations should be given high priority in planning
layout.
13. Large open areas are more efficient.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
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Upper Saddle River, NJ 07458
 Cont..
14. Adequate provisions have to be made for lighting, decor., air
conditioning, humidity control, and noise control.
15. Concern for future expansion is important.
16. Work should come the employees, not vice versa.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
23 Upper Saddle River, NJ 07458