QUESTION 1:
Explain the factors that should be considered in determining the space to be allocated to an individual office work in an organization?
ANSWER:
There is no one clear-cut answer to what seems like a simple question because the answer has to deal with many aspects. Major aspects include:
Nature of work: If most of the workday is spent on field assignments, meetings, site visits, and consultations, smaller office space may be satisfactory. However, for office workers who perform their job at their workstations most of the time, a small space may create discomfort due to feelings of confinement. Some job functions that, for example, include frequent meetings in their office space or require the use of multiple sources of material for consultation, research, writing, etc. or require multiple pieces of equipment (e.g., multiple computer monitors) may be assigned more workspace.
Cultural aspects: Influence our perception of sufficient space. For North Americans, including Canadians and northern Europeans, “adequate” personal space is important. However, for people from other cultures often associated with dense populations, much less space could be considered “adequate.” These differences can be a significant issue in a multi-cultural society such as Canada.
A corporate climate: Our perception of a designated personal space is a matter of comparison. Employees generally accept the fact that those at higher levels in management positions may have larger offices. However, regardless of how large an individual’s space actually is, it is too small if it is not as big as our peers’.
Individual perception: The amount of space available can have profound psychological meaning. It is natural for people to strive to occupy more space, for “more” space may signify importance, respect, and more authority or power. In addition, our personal space is often linked with our status within the organization in the workplace.
Anthropometry (body dimensions). Actual office space requirements depend on the size and shape of employees simply because an office has to accommodate them, enable them to move safely and unhindered in the workspace, and allow them to complete their jobs.
QUESTION 2:
Explain five benefits that an organization may derive from adopting an appropriate office layout.
ANSWER:
Employee Satisfaction
An efficient office layout promotes employee satisfaction through the ease at which they can perform duties. A layout that eliminates the need for redundant movements or unnecessary task completion toward common goals helps employees to feel more accomplished. This positivity boosts their overall job satisfaction.
Effective Floor Space
An advantage of an efficient office layout is effective floor space and allocation in building usage. A major component in running a business is rent or lease requirements. A strong layout makes full use of all available space, without overcrowding some areas as other areas are left empty.
Employee Productivity
Productivity is bred through efficient workspaces. For example, having an area dedicated to copying, scanning, printing, and faxing–and stocked with necessary supplies–in a central office location helps to promote worker productivity. They won’t waste time looking for supplies or moving around the office for various related tasks.
Expansion
An efficient office layout is more organized and facilitates rearranging or expansion, making new hires. In addition, these offices are better suited to change, as the space can be manipulated without compromising current productivity.