Office layout refers to the systematic arrangement of office equipment, machines, and furniture, as well as the provision of adequate space for office personnel to perform their duties efficiently on a regular basis.

Types of Office Layout

• Open-Plan Office Layout: There are no walls or partitions between workstations in an open-plan office. Instead, they are defined by office furniture, such as cupboards, shelves, and cabinets. The desks could be stacked side by side or replaced entirely with work tables that can accommodate multiple employees at once.

Advantages of an Open Plan Office 

1. Cost savings and space savings.
2. To improve communication by eliminating phone calls and reducing memos.
3. To be receptive to change
4. Assist in supervising all staff
5. To maximize the efficiency of heating and lighting
6. To motivate members of a group.

Disadvantages of an Open Plan Office 

1. Distracts people from their work as a result of noise
2. There is no confidentiality for confidential matters.
3. A climate of impersonality.
4. Infections spread more easily

• Private Office Layout: A cellular workstation is used in a private office layout, with the interior walls reaching to the ceiling. This indicates that these components are completely isolated from the rest of the office floor. It is the most popular seating arrangement for an organization’s senior executives. Occasionally, a private office would be shared by more than one manager.

Advantages of Private Office

1. There is an increase in efficiency on account of the absence of noise.
2. Confidentiality can be maintained as greater privacy is possible.
3. It promotes a personal atmosphere.

Disadvantages of Private Office

1. Lot of space is wasted for partition.
2. It is more expensive to build separate offices.
3. Cleaning of the office becomes a tedious job.

• Landscaped Office: A landscaped office is an open office that is composed of straight lines of desks that are arranged in a pleasing pattern. This type of structure is appropriate for technical specialists, management information services, and other related fields of expertise.
• Cubicle Office Layout: The most common office layout is a cubicle office. It is a type of open plan layout in which work spaces are separated from one another by partitioning walls, forming a cubicle shape. It is the most cost-effective office layout option. This type of layout can be seen in conjunction with private offices for senior staff and meeting rooms built-in.
• The combination office: The combination office is a hybrid of open and cellular configurations in which individual and multicellular configurations coexist. Instead of being connected by hallways, the offices are arranged around the common areas. This enables individuals to concentrate on their work and also facilitates communication within the team, indicating that the individual(s) must perform both solo and group activities.
• Co-working space: As laptops increasingly replace desktop computers, employees are becoming more mobile in their work. The arrangement in which the office is viewed as a common area for employees to congregate. The employee is exposed to an open office environment with no assigned desks.It is appropriate for self-employed individuals who can pay a small fee. This enables them to interact with customers and also to take advantage of networking opportunities.

Objectives of Office Layout

1. Utilization of floor space: The office layout aims to make the most of the available office space. It makes an effort to reduce office space waste. The scientific office layout design reduces office costs while increasing profit.
2. The smooth flow of work: The office layout aims to make office operations more efficient. It makes an attempt to cut down on time waste and effort. A good office layout helps to streamline the organization’s overall activities and, as a result, reduces costs.
3. Minimize risk: The business’s assets are vulnerable to fire, accident, and other forms of damage. The scientific office layout helps to reduce the risk of damage to company property. It safeguards the assets of the office in a secure manner.
4. Maintain safety and security: Different types of accidents can occur in the workplace, putting employees’ health and lives in jeopardy. A well-designed office layout reduces industrial accidents and protects employees’ lives. It also protects the office’s property.
5. Effective supervision and control: Employees must be guided and controlled on a regular basis. Employees are effectively supervised in the scientific office layout, and they are given guidance and assistance to improve their current performance.
6. Provide facilities for employees and customers: Employees and customers require different amenities, such as water, simulated health care, a canteen, and restrooms, among other things. All of these amenities are easily accessible thanks to the good office layout. It organizes the various facilities that are needed in a systematic manner.

Importance of Office Layout

1. Proper utilization of floor space: Office layout ensures that floor space is used to its full potential. The layout of an office helps to maximize the use of floor space by properly arranging human and physical resources. The efficient use of floor space lowers operating and administrative costs.
2. Effective supervision: The office layout allows the office manager to easily and effectively supervise the activities of employees and departments.
3. Facilitates for inter-communication: Effective inter-communication among staff members and departments is ensured by a good office layout. Office operations are successful when there is effective inter-communication.
4. Better use of office machines and equipment: Only a well-designed office layout allows for optimal machine and equipment utilization. The office expenditure effectively increases the utilization of the machines and equipment. This will lower the office’s and administration’s operating costs.
5. Provides comfort and increases efficiency: By creating a systematic layout of departments and physical facilities, the office layout provides comfort to employees in their work.
6. Gives favorable impression to customers and visitors: Customers and visitors will have a positive impression of the office if the layout is well-designed. It enhances the attractiveness and impact of the office’s appearance.
7. The smooth flow of work: A well-designed office ensures a smooth flow of work. It enables the manager to keep track of and supervise his employees’ activities.

Principles of Office Layout

The following principles of office layout have been developed for the guidance of office manager designing the office layout:

1. Principle of inter-departmental relationship: Several of the office’s departments work closely together. These departments must be adjacent. The general office should be centrally located to facilitate common services for all departments.Separate departments using noisy machines like duplicators and typewriters with sound-proof partitions.Public dealings such as answering phones, receiving cash, receiving mail, etc. should be near the office entrance. Concerned individuals and departments should be placed accordingly.
2. Principle of flow of work: It is necessary to study the flow of work in the office before preparing the layout plan. The systems and procedures in place for various operations must also be thoroughly examined. The flow of work determines whether the layout should be straight-line or V-shaped. Work should flow in a continuous, smooth, straight, and backward-free manner as much as possible.
3. Principle of maximum utilization: The available space should be utilized to the fullest extent possible. Each member of staff should be given sufficient space. Each individual clerk in a department requires about 30 square feet of space. Equipment and filing cabinets should be placed in such a way that employees can access them without wasting time or causing inconvenience.
4. Principle of flexibility: The layout of the office should be designed in such a way that future increases in staff and equipment required to cope with an increased volume of work will be possible with minimal modification.
5. Principle of service facilities: When designing an office layout, make sure to include amenities for employees such as a phone, canteen, washrooms, elevators, and drinking water. These facilities are necessary for work efficiency and are conducive to employee comfort and well-being.
6. Principle of supervision: When there are a large number of clerical employees on the job, the layout should be designed in such a way that effective supervision and control can be achieved.
7. Principle of good environment: Proper lighting and ventilation are essential for the smooth operation of an office. The appearance of the interior and exterior contributes to psychological stability and morale.
8. Principle of least cost: The arrangement and re-arrangement of office layouts should be done with the least amount of money possible. Office services are automatically less expensive because good layout aims to make the most economical and effective use possible of available space.

Factors to Consider when Designing an Office Layout

1. Space available.
2. Number of workers.
3. Volume of work.
4. Nature of work.
5. Number of workers in designation wise.
6. Types of machine and equipment used.
7. Flow of work.
8. Physical appearance.