OFFICE ACCOMMODATION AND LAYOUT
Introduction
Office manager aims at getting the work done in the office at the lowest possible cost through proper selection and training cost through proper selection and raining of staff. Office staff work efficiently if they are properly accommodated. Employees have to spend long hours in the office. Bad and insufficient accommodation can course boredom, monotony and frustration among them which will affect their efficiency among them which will affect their efficiency adversely. Suitable accommodation, modern adversely. Suitable accommodation, modern equipment and proper working conditions are important factors in improving efficiency and reducing costs. The office people can work well when there is a good and pleasing atmosphere in the office, because the clerks who are engaged in the office, use their mind and brain in the work. Concentration of mind is an essential point. Therefore the important factor of office management is to provide proper and adequate office facilities to the staff so as to get maximum results.
The office manager has to play the major role in determining the arrangement of office.
The following points are to be considered;-
(i) the site or location of office building
(ii) Size and shape of office
(iii) Layout of office
(iv) Light
(v) Health
(vi) Noise
(vii) Sanitation
(viii) Safety
(ix) Open office or private office
(x) Convenience to staff and visitors
(xi) Physical conditions of office
(xii) Ventilation and air condition
The site/location of the office building
Factors to consider in providing the right type of office accommodation
(i) Location of office building
(ii) Size, shape and cost of office
(iii) Light and ventilation of the space
(iv) Layout and facilities for office organization
(v) Customer and staff conveniences
(vi) Safety of the staff, etc
- LOCATION OF OFFICE BUILDING
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This refers to the physical place where an office should be located.
While selecting a building for office present as well as future requirements will be considered. In future the office may have to be expanded if office is a situated unsuitably, it may cause inconveniences both to the staff and to the customers.
Merits of an office in Urban areas:-
(i) The staff and the customers can easily reach the office because of the transport facilities prevailing in the city.
(ii) It facilitates to make purchases and sales in city rather than in suburban are because city abounds in dwellers, shops etc when buyers want to make purchases they go to cities
(iii) One is able to enjoy the available facilities such as post offices, banks, insurance companies, etc in rural areas such facilities are not easily available.
(iv) There is a general tendency among the staff to prefer to work in a city. Therefore a good recruitment of staff can be easily made for the office, it is in the city.
(v) A goodwill can be created in the minds of the buyers by providing service after sales at the proper time. Immediate action can be taken and customers too are satisfied.
(vi) The important government offices like income tax, sales tax, register of companies etc are situated in the cities. It will be convenient to make easy contact with such offices.
(vii) Electricity, water supply, skilled labour, easy communication, specialized agency etc are easily available.
Demerits of an office in urban area
(i) In the initial stage the firm may not be able to construct its own building and will have to go for rented accommodation. Often heavy rent will have to be paid.
(ii) It may not be possible always to have adequate space for the office because cities are overcrowded
(iii) Expansion facilities are also limited, because of the non-availability of building high rent etc
(iv) Generally in cities, dust and noise prevail in the atmosphere, hence the concentration of mind and physical condition which are necessary for smooth working in the office are affected
(v) With high cost of living, the staff may demand higher wages, resulting in high expenditure.
Merits of an office in Rural area
(i) The wages of the labourers will be low.
(ii) The rent of building will be low. The cost of construction of a building will also below.
(iii) There will be possibility of expansion, because of the space available.
(iv) The atmosphere will be clear and good for health.
(v) Insanitary conditions will not prevail.
(vi) Cost of living is lower for the employees.
Demerits of an office in Rural areas
(i) There will be no proper transport and accommodation.
(ii) Electricity will not be available.
(iii) There will not be any facilities for repairs and maintenance.
(iv) Skilled labourers will not be available.
(v) There will be delay in getting the essential materials, because shops may not be there.
(vi) Specialized agencies- banking, engineering insurance, etc will not be available.
(vii) Important government offices may situated in cities, as such regular contact is impossible.
(viii) Odd sales or purchases are not possible.
(ix) Staff may not be willing to serve in the rural area.
(x) There will be no scope for the expansion of business, because of the low sales. After having decided the are rural or urban for office purpose the next step should be not rent or own premises.
OWNED Vs RENTED PREMISES
FACTORS TO BE CONSIDERED IN ACQUIRING OFFICE LOCATION
While choosing the location for office, consider the following;-
(i) Good location
To choose a location which create good impression among workers, customers and other person.
(ii) Availability of basic services
The office to be located in places where there are such services as water, electricity, communication, banks, insurance.
(iii) Availability of customers
The office should be located in areas where there are suitable customers of business.
(iv) Expansion
The site should allow the expansion of office in the future.
(v) Availability of labour
Office should be located near the source of availability of labour.
(vi) Acquiring cost “Cost should be minimum and efficiency must be maximum”
The cost of acquiring the office site should correspond with the true financial position of the business.
(vii) If necessary, the location of office.
Should be preferred nearer to other units, like go down, branches, factory etc for better function.
(viii) Suitable atmosphere the office should be sited in areas which have access to light, temperature, cleanliness, etc . Also the office building must be located in a quite and health neighbourhood from noise, dust-fumes, bad smell etc.
THE SIZE AND SHAPE OF THE OFFICE
The size and shape of the office should be conductive to the present requirement as well as for the future expansion. Ample room is prerequisite for the most efficient performance of the staff and the optimum utilization of equipment. Each worker in the office must be given facilities to do his job freely. In deciding the size of the building both the area and shape are also to be considered. Because time will be wasted in walking. It will be good to select a square or rectangular shape for office.
OFFICE LAYOUT
Meaning:–
Is a systematic and scientific arrangement of different departments and equipments on a well defined plan, so as to get a maximum benefit from the space available.
Or
Refer to decide on the arrangement of furniture and equipments within each office.
Objectives of office layout
The office layout has the following objectives
(i) To facilitate the best possible utilization of available space without wastage.
(ii) To ensure smooth of work without interruption.
(iii) To provide good working condition to office staffs.
(iv) To achieve co- ordination among different departments.
(v) To facilitate control and supervision.
PROCEDURES IN OFFICE LAYOUT
Steps towards effective planning of office layout
The following sequence of steps are involved in planning layout of an office
(i) First step
Determination of the floor space in available given office.
(ii) Second step
Preparation of the graphical sketch of the floor to show the location of departments, partitions, window and so on.
(iii) Third step
Consultation with heads of departments and supervisors to know their needs to space.
(iv) Fourth step
Preparation of the detailed plan of tentative layout.
(v) To obtain the approval of the ( previously procedures) from the management.
Merits of good layout
A good layout is a good investment. A food office layout offers the following advantages.
(i) A good layout makes supervision more effective.
(ii) A good layout promotes. Efficiency as it follows the flow of work.
(iii) A good layout aim at making the most economic and effective use of available floor space.
(iv) There is better communication among all departments.
(v) The layout provides for joint use of machines and equipment optimum use.
(vi) The process of production, planning are control is greatly facilitated.
(vii) It is easy to bring about co- ordination in the organization.
(viii) It reduces the cost of cooling, heating air-conditioning etc and their maintenance costs.
(ix) A good layout aims at providing working conditions. This improves morale of staff.
(x) A good layout projects good impression about the enterprise on customers and visitors. This results in better goodwill.
OFFICE PLANS
Office plans refer to how the office premises are to be divided up for the purpose of carrying out the different functions of an office
TYPES OF OFFICE PLANS
(i) Open or landscaped office
(ii) Partitioned/private/cell/traditional office
- OPEN/LAND SCAPE OFFICE
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This is a large room or hall wherein all workers with their managements are seated, such an office may occupied by administrative officer, office supervisor, typists and filling clerks.
Advantages of an open/landscaped office
(i) the pace is used well as there are no partitions.
(ii) Easy supervision of employees to oversee the office activities.
(iii) Easy communication among units.
(iv) Better working position is possible.
(v) The layout of an office can be changed without any cost.
(vi) Reduce long movement of staff.
(vii) Decoration, cleaning and maintenance can be done in expensively.
(viii) Uniformity of layout increases tidiness.
(ix) Cheap to build.
(x) No wastage of space.
(xi) There is feeling of togetherness’s among the office staff.
(xii) Easy control of heating and lighting.
(xiii) There is competition among employees for improved work performance.
Disadvantages of an open/landscaped office
(i) Secrecy can not be maintained to large population in the same hall( no privacy).
(ii) The office appears to be crowded.
(iii) Infectious diseases can easily be spread.
(iv) The executives usually not feel comfortable in the open office.
(v) It is not easy to for supervisors to supervise a big hall.
(vi) Internal noises due to conversations and talks among workers and visitors’ and office machines which results to no throughout concentration on one’s work.
(vii) Generally, documents are not safe.
(viii) There is neither a feeling of respect nor, identity. In Tanzania, many organizations does not use this type of office plan due to the above disadvantages.
- PARTITIONED/PRIVATE/CELL/TRADITIONAL OFFICE
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This is the type of an office whereby office is divided into small rooms which under different or particular department. Every department under its manager have its own room and in that room document and other facilities are kept their. Most of different organizations on our country (Tanzania) they use this method.
Advantages of partitioned/private/cell traditional office
(i) The place is quite.
(ii) There is private privacy is confidential work and discussion is possible.
(iii) Concentration of mind among workers possible leading to more efficiency.
(iv) It gives prestige and importance to top executive in the organization.
(v) Better ventilation is possible as it ensures better health of workers.
Disadvantages of partitioned/private/cell traditional office
(i) Much space is wasted for partitions.
(ii) It affects the flow of work.
(iii) Supervision is costly as more supervisors are needed to watch the work done in offices.
(iv) It is more expensive to build separate offices.
(v) There is more expenses to provide adequate light.
(vi) Cleaning of the office becomes a tedious work.
(vii) The office layout will be a complicated one.
(viii) More expensive furniture arrangement is needed than open office or general office.
(ix) Extra means of communication are needed for each room.
(x) Clerks, messengers have to waste time to see whether the concerned is there or not in the private room.
QUESTIONS
- Discuss the importance of office layout what factors would you take into account while laying an office?
- What do you understand by an “open office” what are its merits and demerits.
- You have been asked by your employer to choose an office location. What factors would you consider in doing so?
- Discuss the merits and demerits of an open office as compared to separate office rooms.
- Define office layout and its objectives. On what principles office layout should be based.
- “layout is very important for office operations” explain.
- What are the merits of own office building?
- What points should be taken into consideration when arranging an office accommodation and layout? Describe them briefly.
- What is meant by office accommodation? What factors influence office location?
- What are factors that determine the size of office?
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Advantages of open office over traditional office
Open office is large room where many employees of different sections work together. Such an office may be occupied by administrators officers, office supervisors, typist and filling clerks.
The advantages of an open office over traditional office includes the following
(i) It facilitate better utilization of office space because unnecessary partitions is eliminated.
(ii) It makes supervision easier and less expensive. One supervisor is able to supervise a large number of staffs.
(iii) It facilitates better placing and joint use of machines and equipment.
(iv) It ensure effective communication between staffs as they can see each other.
(v) It makes office layout more flexible furniture and equipments can be rearranged as and when required.
(vi) Economical. It is cheap as no part ions are required.
(vii) It allows free low of natural light and hence good working condition.