Chapter 3

OFFICE ACCOMADATION AND LAYOUT

I. LEARNING OBJECTIVES:

 To understand the criteria to be considered for selecting the office location.

 To device an understanding of an ideal size, shape, and layout of an office.

II. INTRODUCTION
The central objective of all management processes is to get the work done willingly at the
lowest cost thorough proper selection of staff and machines and the equipment that they use. The
efforts of the best worker with the best kind of equipment would not produce the desired results
unless the environment is congenial to efficient working. Choice and utilization of
accommodation is fundamental to the subsequent success of the services function for the main
reason that people can do their best work only if they are given the best facilities for the job they
have to do. The first pre-requisite is suitable accommodation which is not always easy to find.

III. DISCUSSIONS
ACCOMMODATION REQUIREMENTS
Before sitting out to find or view property, the manager has to prepare a check list of the
requirements to be considered for deciding on the suitability of the particular building. Naturally,
each business, department or office has its own special requirements. When the check list has
been prepared the points should be allocated in priority order. For example; essential, desirable,

ACCOMMODATION REQIUREMENTS
The key characteristic of office accommodation in the future is likely to be the provision
of a more flexible workplace. It is suggested that the office will become a place of creativity and
ideas rather than a center for routine processing activities. To achieve this transition, the
workplace needs to facilitate high levels of interpersonal communication for teams and project
groups, and also maintain a work environment that supports individual tasks. In addition, the
workplace must support organizational reconfiguration and be adaptable to new ways of
working. The implication is a move to away from workplaces that reflect organizational
hierarchy and

Types of Office Accommodation

1. 2. 3.
towards a definition of space, accommodation standards and fit out design based on users‘ needs.
This outcome also needs to be achieved within space and cost benchmarks.
2. Growing Transport and Communication Facilities:The growth of modern means of
transport and communication has facilitated the growth of suburbs where office buildings can be
located.
The management of every office has to take a major decision as to whether the location
of the office is to be in the urban area or in a suburban area, situated at a distance from the city.
While looking into this factor, having an office situated at a distance from the city, one has also

Page 1 of 19
to take into consideration whether it is connected by transport or not. The growth of mode and
mean of transport over the years has helped many businesses to have the office far away from the
city place. Now, the communication facilities like the mobiles, the internet, the fax machines
etc., besides the low cost of maintenance of office in the suburbs, has forced many a good office
to shift the base from the city area to the suburban area.

3. Shift in Industrial Activity: There has been a physical shift of industry from urban to
suburban (or even rural) areas. This also means that some part of the office must go to the
suburbs along with the manufacturing unit.
Now-a-days, the offices of the banks and insurance companies functions more effectively
in urban location because of the density of population, good individual incomes, a better flow of
traffic and more prominence of a site. However, in the ultimate analysis, it is the cost factor that
influences the choice. On the contrary, the industries and their offices are situated at suburbs,
and, in some cases, are being shifted to suburban areas. This also means that some part of the
office must go to the suburbs along with the manufacturing units.

B. Centralized versus Decentralized Location

Large concerns, which had traditionally operated from single central locations, are now
following patterns of setting up branches in different parts of country. They are doing so to take
advantage of factors like local raw materials, labor supply, regional markets, transport economies
and such other factors. While deciding their functioning some of the concerns (like Hindustan
machine tools-HMT) have tried to keep each plant small enough for convenient administration
and for closer labor management relations.
Centralized organizational structures rely on one individual to make decisions and
provide direction for the company. Small businesses often use this structure since the owner is
responsible for the company‘s business operations. Decentralized organizational structures often
have several individuals responsible for making business decisions and running the business.
Decentralized organizations rely on a team environment at different levels in the business.
Individuals at each level in the business may have some autonomy to make business decisions.

C. Factors determining Office Location

Once a decision has been made as to urban or suburban location, it would be desirable to
consider the following factors for choosing the office building
1. Availability of means of transport: Office should be so located that efficient means
of transport are available to the staff as well as to the customers to ensure its smooth functioning.

Transportation facilities
Location near railway station, bus terminal or airport is of great advantage to certain types of
business.

2. Availability of Various Service Facilities: Service facilities as bank, insurance

companies, post offices, road transport company offices, retail stores and restaurant and
restaurant greater efficiency of the business since they are to be used by the staff as well as the
business.

Page 2 of 19
 Bank Restaurant
3. Relation of office with the units of enterprise: It would be advantageous to locate the
office in the sane premises that houses a factory. Proximate location of different units of the sane
business results save time for communication, better public relations and personal.
4. Relation of office with surroundings: It would be ideal to locate office building in a
healthy surrounding. Noise, fumes and congestion have a bad effect on the health and efficiency
of the worker.

Noise Traffic Factory

5. Effect of Localization: If the office is located at the where similar business are
located, it would ensure reputation and better customer service. It recent years localization is not
practiced due to better means of communication and improved transport facilities.

Effect of Localization
There are many different factors that can impact an employee‘s performance and
productivity in the workplace. Some of those factors include workplace clutter, lighting,
temperature, and noise. But what is it specifically that makes your employees more or less
productive.
6. Getting the required space: It would be essential to find out whether the minimum
required space is available in a given location. It is an important factor that puts a constraint on
choosing a preferred location

Getting the required space

Does the workspace provide acoustical privacy (for example, can people talk in privacy,
according to the level of confidentiality required; do noises and conversations interfere with their
concentration; do noises or conversations make it difficult to hear or understand speech if much
of their work involves using the telephone?)
Are the walls permanent (i.e., fixed) or is the workspace in an open office environment?
Does the workspace provide visual privacy?
Can an employee personalize his or her individual work space?
Is there access to natural light or only artificial lighting?
Is the workplace layout designed to facilitate interpersonal contact?
Is there need for space for storage or equipment (e.g., immediate access to physical documents,
or a second computer screen)?

Securing the required office accommodation

Page 3 of 19
 Once the location has been finalized, it would become necessary to choose office space
or building. Such office space or building should be of adequate size and proper shape to suit the
requirement space of the organization. Besides, the space should provide for expansion of the
office from the time to time. Office accommodation can be owned, leased or rented.
While shared office space may seem like a sensible work space solution, it is not a
workplace situation that should be entered into lightly. Here are seven important (and often
overlooked) things to watch out for if you‘re considering shared office space for your business.

1. Office Culture
You want your office culture to fit your company culture. Make sure you find a space
that offers the things that are important to you and your employees. You don‘t want to move a
group of salespeople who hustle on the phone all day into a space coveted for its quiet by a
cluster of computer engineers. Some of the better office share platforms play matchmaker to
create culture fits between office users to enhance efficiency. When doing your search, make
sure you know and seek the environment where your team will thrive.
2. Guest/Host Collaboration
Some of the best spaces offer the opportunity for cross-company collaboration. A shared
work space can provide the occasion to interact and create relationships between workers that
can lead to creative thinking and new ideas. Finding a host/guest with complementary skillsets or
areas of focus can strengthen both relationships through close proximity and idea sharing.
3. Insurance/Liability Issues
Make sure you know about any specific insurance requirements for the space. As a guest
you need to maintain your own renter‘s insurance policy as well as a general liability policy.
Some hosts‘ insurance, however, will cover you for being in the space. Ask questions ahead of
time so you can feel confident that you and your business are protected.
4. Amenities
Amenities vary from space to space, and can sometimes be the difference between a good
space and a great space for a company. Make sure the space offers the amenities that you need
for your business. Can you receive mail and deliveries? Is Wi-Fi included in the rent? Can you
bring your dog to work? Are there restaurants nearby?
While most spaces allow mail and package deliveries, pet-friendly spaces are not as common; if
having Fido at work is important to you, make sure to ask if pets are allowed before you sign.
5. Office Services
Know what additional office services are available at the space. Additional services can
range from secretarial assistance to marketing and legal services. Some locations provide free
incoming calls, but charge extra for outgoing calls; make sure you know exactly what services
are included in your monthly rental rate.
Be aware that ―access‖ to conference rooms doesn‘t always mean that you will be able to use the
conference rooms. Try and get a gauge of how many other companies in the space will be
competing for conference room time.
6. Hours of Operation
Most hours of operation are issued in the listing detail, but be sure to also ask what the
hours are when you‘re touring the space. Don‘t assume you can come in on a Saturday or
Sunday; not all facilities/shared offices will allow it. Many small businesses don‘t work
―regular‖ hours, so make sure that you can access the office when you are feeling most creative.
One very obvious question to also ask is if you will receive a set of keys to the office.
7. Parking
If you have employees that drive to work, make sure you are totally clear on the parking
situation. Unless otherwise stipulated, it should be assumed that parking is outside of the quoted
price/month. If only street parking is available, take that into consideration for your current
employees in the future as your company grows. Ask how difficult parking can be on normal
work days and during extreme circumstances like snow days. Also consider the safety factors of
having off-street parking.
Own Building: one the basic questions regarding the office building is whether it is to be
owned or taken on rent or lease. This is a policy decision to be finalized by the top management.

Advantages of own building

Page 4 of 19
 1. The building can be planned on the basis of present and possible future needs. Thus
best possible use of accommodation can be made.
2. Own building lends prestige to the organization and enhance its credit worthiness
besides improving its image in the eyes of the customer.
3. Own building adds permanence and the address need not be changed again and again
due to growing needs of the business.

Drawbacks of own building

(i) Own building may require huge investment which may not be within the easy reach of small
or medium sized businesses.
(ii) High cost maintenanceand other expenses like payment of taxes add to the burden of the
owner.

Lease Building vs. Rental Building

Accommodation of office can also be leased. The criteria for opting leased premises are:
1. Suitability to the Buyers
2. Lease Rent
3. Terms of Lease
4. Availability of Funds

Lease Building vs. Rental Building

In real estate, a lease is a contract for a specific period of time — often 6 or 12 months
after which the contract expires, while rent is the payment made under the terms of the lease.
Real estate leases are also commonly known as "rental agreements."

C. Factors in considering Rental Accommodation

(i) No investment decision responsibility: There is no responsibility pertaining to the
managerial decision about investment in building its benefits and monetary etc. this saves the
management from the possible bad judgment and its consequences.
(ii) No maintenance responsibility: The management is not burdened with the
responsibility of its maintenance. It also becomes free from problems like payment of taxes and
settlement of disputes with tenants.
(iii) Ease in location change: Change in location of the office can be done with great
ease. Whenever the office location needs a change, another building in some other better location
can be taken on rent. In essence. There is greater flexibility in terms of location.

Therefore, crucial that you find the right space at the right location that caters to all your
business requirements and expectations. Viewing potential workplaces, however, can be a
lengthy and a tedious process especially if you aren‘t really sure of exactly what you‘re looking
for.
Mentioned ahead are a few factors that you can consider when deciding on an office
space for your growing business.

Comparison chart

Lease versus Rent comparison chart

Lease Rent

Meaning It is a contract renting land, buildings, The periodic payment made to the owner
etc., to another; a contract or of a property for the use of said property,
instrument conveying property to as determined by a lease (rental)
another for a specified period agreement.

Page 5 of 19
 Lease versus Rent comparison chart

Lease Rent

Length of Often 6-12 months, but can be set for Payment is made for at least as long as
Agreement any length of time that two or more the lease requires it.
parties agree to in the lease.

Managed By Property owner Tenant who pays rent to use the property

Definition A lease is a contractual arrangement Renting, also known as hiring or letting,

calling for the lessee to pay the lessor is an agreement where a payment is made
(owner) for use of an asset. for the temporary use of a good, service
or property owned by another.

For Lease Building

Other Factors toConsider in Rental Accommodation

1. The Office Should Impress

In the business world, the first impression is often the last impression. It is, therefore,
important that you rent a space that helps you make the cut with your clients, especially if you
deal with upscale ones.
Make sure your office, its entryway and the surroundings are well-maintained and clean.
If it has landscaping at the entrance, it should be adequately attended to. The building and
construction should be in keeping with the image you want to portray and should be able to give
off a professional vibe to the incoming clients right from the word go.
This will also have an impact on your current and prospective employees. Walking into a neat
and clean office is a matter of pride and much more motivating than entering a dingy building.

2. Parking Please

Page 6 of 19
 Make sure your office space comes with a lot of parking space, preferable for free. If it
doesn‘t, consider setting aside a certain amount to make arrangements for that. You don‘t want
to turn your clients away just because they couldn‘t find a good place to park their vehicle.
Neither do you want them to bother with tickets. However, this point is applicable only if your
clients really do prefer to drive to your office.
3. Location Contemplations
If you can afford it, choose your office in a location that is easily accessible from a
majority of key places. In other words, it should be easy to locate and reach. This also means that
transport links and connectivity are of the essence.
This will work in the favor of both – your clients as well as employees.

4. Reputation of the Vicinity

Want to be known as one of the best firms that consistently churns out high-quality
results and works only with the most reputed clients in the industry? Well, let this message get
reflected through your new office.
Every vicinity gives out a particular vibe and a message. Use yours to project yourself in the best
way possible. The image/reputation of the area your office is located in is bound a have a major
impact on the way your clients and potential employees perceive you.
It is crucial that you pick an office in a neighborhood that is safe and has a good
reputation attached to it.

5. Ample Amenities
Employees prefer to work in offices which offer them access to various amenities within
their own premises or somewhere close by. These amenities include restaurants, cafes, and other
meeting places and service providers. This could also work for you and your clients/visitors
when you want to conduct meetings outside the office.
Renting an office in an area that offers easy access to places of importance tends to be a more
attractive option as employees as well as clients/visitors will surely find these to be useful.

6. Size Does Matter

The size of your office matters to a great extent. It should be big enough to comfortably
accommodate all your furniture, computer systems and staff. Choose an office space which is in
accordance with not only your current infrastructure, but will also be able to accommodate
additional items that will come with your expansion plans.

7. The Lease
Once you‘ve decided where you want to set shop, you‘re going to have a sign a lease to
officially seal the deal. Signing this particular dotted line is one of the biggest commitments as
well as liabilities of your business.
When deciding on the terms and conditions and the length of your lease, do be mindful that they
are in keeping with your current cash-flows instead of future projections.

8. Repairs
Make sure your lease mentions who would be responsible for making repairs to the
property. If the property owner is not in favor of it, try and negotiate a reimbursement for the
necessary repairs. It makes sense to take this point up with the property owner before you sign
the lease.
9. Security of the Neighborhood
You and your employees will spend the major part of your day in the office, so make sure
that your locality is a secure one. Your employees and clients should feel safe when travelling to
and from it by local transport, and even when commuting on foot.

Size of office accommodation

Once the decision as to whether the office space is to be owned/leased/rented, the next
step is deciding upon the size of the office accommodation to suit the present needs. However it

Page 7 of 19
is desirable to make provision for future expansion. Each business will have to work out its own
requirements on the basis of nature and needs of the organization.

An ideal office accommodation

Size of office accommodation

Space should be allocated according to functional requirements. This principle recognizes
that the simply allocating office space to people based on their position or rank in an
organizational hierarchy rather than the functional needs of their work may result in a less
productive workplace and additional costs.
Space should be flexible. This principle recognizes that fewer barriers to change, less disruption
when change does occur, and lower costs in money and time can be accomplished by:
• using open space planning whenever practical
• reducing the number of different sizes of spaces
• standardizing the sizes of as many spaces as possible
General Office Space - Office space used to accommodate general administrative functions
(workstation, support, and circulation space) and does not require special design and construction
because of other special program delivery activities. General office space can usually be
reallocated between departments with minimal changes required.

2.4. Shape of office accommodation

Shape of office accommodation is an important factor since it affects the efficiency of the
personnel. The shape of the accommodation may be square, rectangular, I-shaped, narrow and
long vertical or horizontal. Other things being equal, rectangular shape of the shape office is
ideal. It ensures better utilization of office accommodation and greater efficiency of the
personnel as ther move over a limited area.

Different shapes of office accommodation

2.5. Lighting and ventilation of the space
Adequate and proper lighting and ventilation of the office building or space is of
great importance since this has an important effect on the efficiency and morale. A lighted and
ventilated accommodation offers lesser physical and mental strain on the office worker and
consequently his morale is higher. Doors, windows and ventilators must be provided in adequate
numbers in the building to ensure free flow air and enough natural light. If the building faces
south (or even southeast, southwest, east or west) natural light would enter the building in
sufficient measure.

Page 8 of 19
A well and ventilated office
Lighting and ventilation of the space
Lighting is an essential provision for any workplace. It is preferrable to provide uniform
illumination over the entire workplace by combining both natural and artificial lighting.
Localized lighting may be required in certain cases to cut costs and improve illumination. Good
lighting helps us to see and to recognize hazards. It can reduce visual strain and discomfort. Poor
lighting may affect worker‘s performance and health as poor visibility increases the chances of
errors being made. It also means that people work slower. Besides, natural working posture may
not be possible under poor lighting, thus resulting in muscular-skeletal strain.

Importance of adequate and suitable lighting

Inadequate and improper lighting causes bad eye strain and tiredness to workers.
The following general principles govern artificial lighting in an office:
1. The lighting must be sufficient but not strong.
2. There should be no dark shadows cast.
3. The light must be sufficient be efficient i.e., it should be economical.
4. The appearance of lighting should be good when both lit and unlit.
5. It should be possible increase or decrease the light as required.
6. The wall a should be decorated in light shades to give maximum reflection.
7. Furniture with light finishes should be chosen.
8. Blue, green and grey paper and cards should not be used.

In most modern offices the cold cathode tuber light is found. Eye sight is a very precious
attribute to every human being to personal life as well as work. Workers are entitled to lighting
conditions which cause minimum eyes strain.

Optimum use of light can be made by adopting the following measures:

1. Minor alteration to increase effectiveness of existing windows.
2. Use of external reflections.
3. Better color schemes.
4. Rearrangement of furniture.

Layout and facilities for office organization

Modern business rests not only on its personnel and equipment but also how they are
arranged. Much of the efficiency of men and machines in the modern office depends upon their
layout. In the modern office internal arrangement must take place on the basis office systems and
structure of organizations, the size shape and numbers of rooms, corridors and other arrangement
should be made based on the location of the department and the layout office. The departments
may be situated on the same floor

Layout and facilities for office organization

Facility layout and design is an important component of a business's overall operations,
both in terms of maximizing the effectiveness of the production process and meeting the needs of
employees. The basic objective of layout is to ensure a smooth flow of work, material, and
information through a system. The basic meaning of facility is the space in which a business's
activities take place. The layout and design of that space impact greatly how the work is done—
the flow of work, materials, and information through the system. The key to good facility layout
and design is the integration of the needs of people (personnel and customers), materials (raw,

Page 9 of 19
finishes, and in process), and machinery in such a way that they create a single, well-functioning
system.

Sample OfficeLayout

Customer and staff convenience

Customer and staff convenience plays a vital role in the construction of office
accommodation. Departments such as sales and cash which are visited more frequently by
customers should have an easy accessibility. Departments that have contact with outsiders should
be located in such a way to enable easy access. There should be adequate provision for elevators
of lifts for the convenience of visitors and staff wherever necessary.

Cost offices space or accommodation

Cost is one of the most important factor that ultimately determines the choice of the
office building. The cost of office accommodation in influenced by location as well as its size
and internal arrangement. The management should aim at striking a balance between the total
requirements and the capacity to pay for office space should be within the means of the business,
but the same time efficiency cannot be sacrificed for economy in cost.

Miscellaneous considerations
Other factors which need to be considered include flexibility of the space the match the
changing needs of business, ease in installing machines and equipment safety of the machines
and equipment and safety of the personnel in the office.

OFFICE PLANNING FOR OFFICE LAYOUT

After upon the office space, office layout is one of the most important task of office
management. It can be defined as ―the arrangement of all physical components within the
available floor to provide maximum effectiveness and the coordination of these components into
an efficient and attractive unity‖. In other word it is arrangement of different department
equipment and men within a given available floor space to make optimum to utilization of space
to ensure maximum efficiency of the office. The above said definition office layout can be
explained with features below.
1. It is a process of utilizing the available space by adopting complete scientific method.
2. It will create complete office environment.

OFFICE PLANNING FOR OFFICE LAYOUT

Office layout designs should provide an environment suitable for the business needs of
the organization. For example: call centers undertake their business ‗on screen‘ and require small
desk areas per staff member, minimum document storage, and may have limited requirements for
photocopying facilities and printing. In contrast, companies handling paper based documentation
will require larger desks for their staff, storage for records, archive facilities, photocopying and
printing facilities close to hand.
Organizations often have a policy on the minimum standards of accommodation for each
staff grade. Administration staff may work in open plan offices whereas managers may have
individual offices, sized on a seniority basis. In open plan offices screens are sometimes used
between desks to reduce noise and provide an element of privacy.

Importance
Proper office layout is crucial to efficiency of business. Layout is important to ensure
efficiency due to the following factors:
(i) To ensure proper utilization of floor space
(ii) To facilitate supervisor
(iii) To facilitate supervision
(iv) To ensure better use of office machines and equipment
(v) To ensure better comfort and morale of workers
(vi) To ensure favorable impression on customer and visitors
(vii) To ensure smooth work flow

Page 10 of 19
Objective of office space planning or layout
While office layout is being planned it would planned be desirable to keep in mind
certain objectives. These objectives are the goals which are to be achieved through layout. It‘s
the task of the office manager to define these objectives carefully so that layout achieves
maximum efficiency. Before finalizing layout, the office manager would do well to prepare a
model plan of the layout on paper with some pieces of color paper cut scale representing
personnel, machines, and furniture. In office space planning or layout the following objectives
must be keep In mind to achieve maximum efficiency.
1. It must ensure effective work flow that all work proceeds systematically and unhindered.
2. Optimum utilization of space must be ensured.
3. It should provide for maximum scope of supervision at minimum effort on the part supervisor.
The also ensured discipline.
4. It must allow for the free movement of the office personnel. The staff at work must be able to
move about their places of work and machines freely without any hindrance.
5. Best possible working conditions should be provided to the office staff to ensure maximum
output.
6. People doing confident work with high level of concentration should be provided with suitable
accommodation.
7. It is necessary to follow functional departmentalization.

PRINCIPLES OF OFFICE LAYOUT

Too attain the objectives mentioned above it is necessary to have a good layout for which
the following principles should be observed.
1. Principle of flow of work: Flow of work should be smooth and unhindered. Whether
the layout is in a straight line, circle or U-shaped, the movement of people and papers should be
minimum.
2.Principle of free movement observation: The floor space should be (as far as
possible) free partitions, columns, etc., so that there free movement and observation.
3. Principle of effective supervision: The layout should be such that it aids effective
supervision.
 Be clear about why there is a need for supervision and who has asked for it.
 Set a time frame for the supervision session; even a few minutes of focused time can be
worthwhile.
 Protect the time and space where possible and appropriate; try to ensure there will be no
interruptions and that there is privacy.
 Ensure that there is confidentiality; this means working in a place where the supervision
cannot be overheard, and sharing identifiable personal details of patients only with those
people who really need to know.
 Think about the seating arrangement; how the chairs are arranged, who sits where and on
what kind of chair conveys messages about status and power.
 Be transparent about the extent to which the supervision is about development or
performance; this may need to be renegotiated or stated during the session.
4. Principle of flexibility: The layout should be such which allows for changes in future
because business is not static entity.
5.Principle of morale and loyalty: Ensuring loyalty of workers especially in large
organizations is a must because working groups are social groups. A proper layout of the office
can certainly contribute to this aspect through a careful design.
6.Principle of balance: The layout should be balance of pleasing appearance. Balancing
gives it sense of responsibility and pleasing appearance of the office attractive more customer
and improves the image of the enterprise.
7.Principle of maximum utilization least cost: Space should be utilized to the full so
that money costs are the lowest. But at the same time each clerk must be given a minimum
working space because this increase efficiency and also makes for a healthier staff.
8. Principle of equipment placement: Equipment and filing cabinets should be placed
in a way that the filing cabinets and equipment to be used by the staff are conveniently located.
The staff should be able to approach them without loss of time or inconvenience.
Page 11 of 19
 9. Principle of arrangement: Desks should be arranged in accordance to the standard
plan. In this way, not only the office looks more efficient but also supervision becomes easier.
10.Principle of good lighting: while deciding the lay out, it is necessary to provide
natural lighting especially, for work requiring greater light. Such work place should be located
necessarily closer to the windows.
11.Principle of good ventilation: Ventilation in layout a significant role. The problem of
ventilation is more complex where there is mixed staff of men and women. It may, therefore, be
such which serves their individual needs.
12.Principle of spacing: It would be necessary to provide gangways between various
rows of desks. Their width will be depend upon the number of desks, equipment, etc.,
The above principle must be coordinated to achieve a perfect office layout with the final
objective of integrating men, materials and machines for efficient and economic office operation.

PRINCIPLES OF OFFICE LAYOUT

There are many things to consider when planning the layout of your office. Office layout
can have a huge impact on staff morale, productivity, as well as how visitors and clients perceive
your company.
The Office Design Guide offers practical considerations of what you should take into
account when planning the layout of an office space.

Office Space Layout - Basic Principles

Light. Make best use of natural light by positioning workstations close to windows. This
will encourage employees to have a more positive attitude towards their work.
Good Flow of Communication. Whether you choose to go open plan or not, a good flow
of communication between your workforces is absolutely essential. Position teams and
individuals close to those who share clients and projects so that communication is easy and
accessible. Decide which teams work best alongside each other and plan your layout
accordingly.
Break Out Areas. Having an area where staff can relax, chat and take a break is
important. Break out areas can look stylish and modern too and offer a more informal alternative
to meeting rooms.
Lobby Areas. Pay close attention to detail when it comes to the layout of your lobby
area. Visitors and clients need to get the right first-impression of you. If there is a waiting area
for clients, consider if they will be looking out onto your workforce and the impression that
creates.
To ensure you create the very best office layout, get expert advice from an Office Design
Company.

System approach to effect layout

The system approach to office layout begins with an analysis of the flow of documents
and the flow of oral communications in the organization. Once these two types of flows have
been properly identified and describe, an office layout that permits optimum efficiency in the
flow of information can be decided. One of the important features of the system of the approach
is the open office, which is discussed in the following paragraphs.

Open office versus private office

While planning office space layout of the office, it would be necessary to consider
whether the enterprise requires a few open offices; or a large number of small individuals offices.
In case of an open office the staff is put in a large room or hall instead of separate rooms. Every
section or department is allotted a separate space within the hall and sometimes counter-high
filing cabinets and shelves are used to demarcate the area of each section or department.
However, some private rooms and offices are to be provided for the top managerial personnel
and also work requiring privacy and concentration.

Open Office
Open office is an arrangement where all the sections and employees of an office are put
together in a single hall or room and supervised be responsible staff. Open plan spaces provide

Page 12 of 19
employees with sense of belonging. There is a better exchange of information thus improving
communication among co-workers. Open plan spaces promote collaboration and innovation in
the workplace. The open environment allows people to interact and participate. Open plan spaces
are economical. More employees can be accommodated in less space.
There are some advantages for businesses that choose to have open layouts in their
offices. One of the biggest benefits to this is employee collaboration. For businesses that
innovate and do a lot of brainstorming, it is much easier to bounce ideas around and approach all
levels of employees when there is an open floor plan. Some employees with great ideas may be
intimidated when they have to go to a private office and knock on the door to share their next
great idea. Businesses that are constantly creating get the most benefit from an open floor plan at
the office.
The downside to open office layouts is that employees can experience more interruptions
and lower levels of concentration because of a lack of physical barriers between employees.
Additionally, noise is a common complaint in open office layouts, which can reduce productivity
and performance.

Private Offices
There can be advantages to having a private office over space in an open floor plan. For
many employees, it allows all of the distractions to be shut out once the door is closed.
Employees will not have to deal with other conversations, phones ringing or other types of sights
and sounds that could be pulling them away from their work.
Another benefit of a private office layout is the amount of space it provides. Working in an open
environment may provide a cubicle or small desk space, with other work spaces being shared by
the whole staff. With a private office, you can have your own desk, shelves and filing cabinets to
yourself. This works well for employees in industries who manage a set of clients or have tons of
paperwork to manage on a daily basis.
The final benefit of a private office is that it can provide an atmosphere of status to
employees who are provided that type of space. Typically, those in a position of authority will
get an office or a larger office through promotions. It is a status symbol that has been in the
business world for centuries, and many employees still use it as a major career milestone.
Industries where climbing the ladder is essential would benefit the most from these office design
ideas.

Advantages of open office

Open offices many advantages over the small individual offices they are as follows:
1. Economical: Open office is more economical while considering the;
 High rents of office building particular in bigger cities
 Occupation of floor space by walls and partitions
2. Better work and supervision: Open office encourages better work through better
supervision and easier inspection. The worker is under the direct supervision leading to better
coordination of work.
3. Flexibility: Changes in the layout can be affected without much difficulty, since every
item of furniture and equipment can be moved freely.
4. Better communication: The workers do not face any hindrance like walls or doors
and thus communication is more effective than the private offices. A clerk needs to take only a
few steps to move to another position for consultation, advice and instruction. The leads smooth
flow of work.
5. Centralization: In the open office, stationery stores and filing can be easily
centralized for greater ease, efficiency and economy.
6. Joint use of equipment: It is possible to have a joint use of office equipment, such as
calculators, telephones, photo copiers, etc. This ensures optimum use of equipment and
consequent economy.
7. Economy in lighting, cooling etc.: Open office also leads to economy fixed and
operating costs of lighting, cooling, air-conditioning, heating, etc.
8. Smarter look: The office wears a smarter look to that extent it provides an
advertisement for the organization itself is no additional cost with greater satisfaction to the

Page 13 of 19
customers. The worker also takes pride in the organization and this enhances morale and work
output.
9. Better lighting and ventilation: Open office also ensures better lighting and
ventilation. Thus the office is a healthy place to work.
10. Democratic: an open office is democratic since all grades of staff are on view. Senior
staff to preserve their position be display of efficiency and character
11. Easy to decorate: An open office is easier to decorate. In fact the staff themselves
provide part of the decoration, making it a pleasant place to work in.

Drawbacks of the open offices

Open offices suffer from many drawbacks, more important of which are listed below:
1. Absence of Privacy: Privacy can never be maintained in an open office since
everything is done in full view of all staff.
2. Untidy and Un business - Like Appearance: If it is not maintained properly it
appears to be untidy, shabby and un business-like. This reflects badly on the morale and
efficiency of the office workers.
3. Impersonal Atmosphere: In a large open office that atmosphere is impersonal. The
worker feels little attachment to his place of work and this may create problems for the
management.
4. Noise: The efficiency of the worker decrease due to communal noise of all types, of
which the telephone is the main offender.
5. Unhealthy: Large open office is generally not good even from the point of view of the
health of workers. Infectious diseases can be easily passed on from one person to another due to
bad ventilation and crowding of workers at one place.
6. Erosion of Unity: when a change in layout results in an open-plan office, the morale
of the primarily working group may be affected. The closely-knit working of small office would
feel that the sense of unity has been eroded.
7. Congestion: There is also the danger of employers squeezing too many employees into
an office and trying to get too much in economy from joint equipment usage and savings in the
lighting, cooling, air-conditioning, etc.
8. Ignores Individual Needs: The amount of light, heat and cooling needs vary from
individual to individual. The open office ignores this aspect which may lead to misunderstanding
among the staff.

Advantages of open office

1. Better space utilization is possible, because space has not been lost by partitions.
2. The section-heads or supervisors feel easy to watch the office. It is also possible to reduce the
number of supervisors.
3. The layout of the office can be altered or changed without any expense.
4. There is more economy in arrangement of light.
5. Easy communication from department to department is possible.
6. Decoration, cleaning and maintenance can be done inexpensively.
7. Better working condition is possible.
8. It reduces the movement of staff.

Disadvantages of open office

1. Work will be affected by visitors and movement of the staff themselves.
2. There will be internal noise, because of the conversation and talks in the office by staff
themselves or visitors.
3. Infections and disease may spread quickly.
4. A big hall may not be efficiently supervised.
5. The office will appear to be a crowded place.
6. Secrecy cannot be maintained.
7. Top executives may not feel comfortable in the open office.

Private office

Page 14 of 19
 Private office refers to separate rooms allotted for officers and section head for doing
confidential and important work. The private office, a corporate standard in the realm of office
planning, is evolving into a nimble space to support the changes in today's technology-rich,
collaboration-focused workplace.

Advantages of Private Office

Advantages of private office are:
1. It gives prestige and importance to the top executive in the organization.
2. Confidential work and discussion is possible. General privacy is ensured.
3. Concentration of mind on accounting and statistical work is possible. It leads to increased
efficiency in their work.
4. Better ventilation is possible and it ensures better health of workers.

of private office
The disadvantages of private office are:
1. Much space is wasted for partitions.
2. It affects the flow of work.
3. More supervisors are needed to watch the work done in office. Thus supervision becomes
more costly.
4. It is more expensive to build separate offices.
5. There will be additional expenses to provide adequate light.
6. Cleaning of the office becomes a tedious work.
7. The office layout will be a complicated one.
8. More expensive furniture arrangement is needed than the open office or general office.
9. Extra means of communication are needed for each room.
10. Clerks, messengers have to waste time to see whether the concerned man is there or not in
the private room.

Some other forms of layout include cubicle forms, incubators and short term office rentals.

Cubicle farms
Many companies with a large number of middle-management level workers place
workers in cubicle farms, or partitioned rows of spaces with dividers which may or may not
reach the ceiling. Each cubicle is provided with desk, computer, printer and private phone line. A
single worker usually occupies a cubicle. However sometimes two or three share a single
cubicle.

”Hot desk” and incubator office plans

Incubators house a number of workers who may not be involved in the same or even
related companies or ventures. With a ―hot desk‖ arrangement, two or more workers share office
space at different times of the day or on different days of the week. Incubators and ―hot desk‖
arrangement maximize the number of people who can use a given office space.
Short-term office rentals
Rentals another fairly new development are short term office rentals. These rentals range
from daily rentals to month-to-month leases and longer terms. Short-term rentals are usually
fully equipped, not just with office furniture, but also with Internet and fax machines, support
staff and voice mail systems. They are available for small businesses and traveling executives. A
variation on short-term office rentals are virtual offices, which allow professionals who work
from home to establish a professional presence, complete with answering service.

Cubicle Farms Hot Desk

Page 15 of 19
 Short term office rental offers many advantages to businesses that are looking to find a
suitable space that fits their needs and their budget. Here are some important things you should
know about short term office rentals;
1. There is a lot more flexibility involved when entering into a short term office rental
agreement. This is ideal for new startups who can avoid making long term financial investments
in getting an office space during their incubation period.
2. There are no large security deposits nor do you have to pay a large fee upfront when leasing a
short term office. You will not have to worry about arranging for capital to get an office to
operate from.
3. The prices quoted for short term office rental include almost all costs that will be incurred by
you. This helps in calculation your future expenditure accurately. You will pay for what you will
use. Choose services according to your needs and budget.
4. Finding office space in a suburban economic hub can be very expensive for a small business.
But with short term office rental, this becomes an option without having to shell out a lot of
money.
5. You can choose to lease a managed or a serviced office. A managed office is where you will
have to take of most things on your own within the office, whereas in a serviced office most
tasks such as maintenance and providing utilities are taken care by the service provider leaving
little responsibility on your shoulders.

Office management

Decoration
Colorful decoration not only adds to the appearance of a room, but also has a
psychological effect on the people who are working in it bright and cheerful colors have a
pleasant effect on them resulting in better work. Rooms than receive little sun light should be
decorated in warm colors.
Your employees will work more efficiently and effectively if your office has been well
designed. A well designed environment should increase your productivity and ensure your
business is operating at peak performance.
An effective workplace will:
 Increase the productivity and profitability of the business
 Ensure that space is used effectively and is working hard
 Allow room for future growth and potential of the business
 Enhance the flexibility of the workspace
 Include an appropriate amount of storage throughout the workplace
 Strengthen your business‘s core values, support its culture and reflect the brand
 Include an appropriate amount of storage throughout the workplace
 Strengthen your business‘s core values, support its culture and reflect the brand

Curtains
Curtains add to the ambience of any office, particularly in executive suites. A part from
the pleasing atmosphere created by curtains they also provide a means of absorbing sound.
The colors can either blend with the wall decoration or create contrast to add liveliness to the
room.

Types of Office Curtain

Noise
Noise affects the efficiency of the average of the average office worker. Experiments that
noise free atmosphere leads to increased efficiency of workers. The problem of reducing noise is

Page 16 of 19
not an easy for office managers. Hence, it should be given enough attention. Some of the noise in
the office are beyond control, but it can be investigated and attempts can be made to minimize its
impact
Noise in the workplace can seem trivial to some, but excessive or continual sounds can
affect the physical and mental health of employees. Whether the noise is coming from office
machines, chattering co-workers or construction, the effects can lead to an increase in disturbed
emotions and a reduction in productivity. Although not all office noise can be avoided, sounds
throughout the workspace should be monitored regularly to ensure that employees are able to
function properly.

Noise

External Noise
Careful location of the office building is a first step to preventing noise. Preferably the
building should be away from the road and must be separated by a row of trees. In cities with air
conditioned offices, extra noise pollution is kept at the minimum.

Internal Noise
The problem of internal noise are much more within the control office manager. The
building should be so planned that the noisy departments are located away from others. In an
office noise is amplified by hard, shiny surfaces of furniture and floors, and is usually a mixture
the ringing of telephones, the noise of office machines, conversation, footsteps and doors
slamming.
Internal noise exists solely within each person's mind. Effective communication between
people can only occur if each individual is able to reduce the power of internal noise in his head.
If subdued through measures of concentration, internal noise need not represent a
communication barrier.

Ventilation
Ventilation is one of the most common office problems. Offices which less ventilation
turn too hot and stuffy, causing drowsiness resulting in slower and less accurate work. The
requirement of good ventilation are that there shall be a constant flow of fresh air to removes
staleness without causing drowsiness.
Natural ventilation through windows be increased by roof ventilators and internal tube
ventilators which vent on the outside walls. Artificial ventilation is provided by electric fans and
air conditioners.
General ventilation or 'dilution' ventilation is a term used to define the flow of air into
and out of a working area, for example an office space, so that any contaminants are diluted by
adding some fresh air. This can be provided by natural ventilation which relies on wind pressure
and temperature differences to move fresh air through a building and is usually not fully
controllable.
Cleanliness
Office accommodation must be clean and tidy. A dirty office makes work unpleasant and
affects health of workers.
The workplace environment influences employees‘ productivity, performance and well-
being. No matter the industry, maintaining a clean workplace may help keep staff members safe,
healthy and efficient. However, busy production schedules and increasing workloads may cause
standards to dip.
While it may be tempting to put off dusting or other types of cleaning around the office or
worksite, doing so may put employees at risk of suffering an injury or illness and may even
impact performance levels. Maintaining a clean workplace is vital for employers to reduce their
workers compensation claims and keep efficiency high.

Page 17 of 19
Fire Precaution
All offices should have sufficient fire safety equipment. It should also adopt certain
precaution to safeguard against fire risks. Some of the measures are:
1. Mark Fire exits clearly
2. Train staff to use fire extinguisher
3. Hold fire drills regularly.
4. Install smoke detectors/ an automatic fire alarm system.
5. Provide ashtrays to avoid placing lighted cigarette stubs in wastepaper baskets.

Fire safety equipment

People generally react well when given good conditions. They will take pride in keeping
the place in good order, clean and tidy if they have been consulted and involved in designing the
office accommodation, layout and environment. The result will be a group of people willing to
work cheerfully with concentration resulting in mutual benefit to the management and the
employees.

Fire Safety Tips

A fire can be devastating for your business. Some important fire safety tips to bear
in mind include:
Develop an evacuation plan and make sure all of your employees are familiar with it.
Your building should have multiple, clearly marked exits in case of an emergency. You may
want to appoint an office ―fire marshal‖ to help people evacuate if a fire occurs.
Turn off all electrical equipment (computers, coffee makers, fax machines, etc) at the end of
every day. Electrical fires are a serious threat in an office filled with such equipment. Make sure
the exits of your building are never blocked. Allowing furniture, boxes, or debris to remain in
front of the exits can create a serious problem if an evacuation is necessary.
Be careful about how you store flammable materials. Paper, combustible chemicals, and other
flammable objects should never be stored near computers, coffee makers, radiators, or other
sources of heat.
In addition to the steps outlined above, your office‘s fire safety equipment should be
regularly evaluated to make sure it is functional. Our Austin fire equipment professionals can
help by closely inspecting your sprinkler systems, fire extinguishers, and other items.

IV. END MODULE TEST

Exercies
Objective questions
I. Mention True/False in respect of the following
1. Office environments affects the efficiency of office personnel directly
2. Lightning conditions result in reduction in the rate of work output
3. Easy communication from department to department is posible under open office
system
4. Incentive payment system affects office environment

Page 18 of 19
 5. Noice has no impact on the efficiency o office work
6. There is a lightning system that is suitble for all offices
7. The decoration of an office can have a noteceable effect upon the morale of the
staff
8. Office environment excludes sanitary arrangements and security
9. Scientific layout of an office leads to avoid wasteage of aspace as well as
crowding
10. The effiiency of the office very graetly depends on physical facilities
II. Review Questions
1. Explain the bsasic principles in the selection of the furnitures
2. Enumerate the factors to be considerrd while laying out an office
3. Discuss the erits and dmerits of own premise and compare them with ented
premises
4. Examine the advatage and isadvantage of open offices compared with eparate
departmentental offices
5. How does office environmen t affect human behavior
6. Discuss the factors influencing the ewnvironment of an office
7. Explian the importance of lightning and ventilation from the point of view of
efficiency of work in an office
8. Discuss the significance of providing better working envirnment the office staff
9. Explain the precautions to be taken to prevent/avoid physical hazards in the office
premises.
10. Explain the concept f 5s in the office Mananagement. Also state their benefits.

III. REFERENCES

Shanti, V., et.al (2011). Office Management. India: Tamilnadu Textbook Corporation.

Joshi, M. (2012). Administration Skills. Manmohan Joshi & Ventus Publishing ApS. Retrieved:
bookboon.com, January 2019.

Balachandran, V.et.al.2010. Office Management. Tata McGraw-Hill Education Private Limited.

7
West Patel Nagar, New Delhi 110 008

Page 19 of 19