A report on office layout in productivity

A Report
On
Office layout in productivity

Course Title
Understanding Business
Course Code
MHR 201
Submitted To
Tahmeen Siddiqi
Lecturer
Faculty of Business Administration
University of Asia Pacific
Submitted By
Name Registration no:
MehadiHasan 16102057
KanijFatema 16102048
Md. Al-Amin 16102050
MdNahinMaksudTurzo 16102051
JahidulIslam 16102052
Md. Sabbir Hossain 16102056

Introduction:
When a management decides to establish an office, it has to carefully define its plan for
systematic and scientific segmentation of various departments and equipment for the office
The reason is that the systematic arrangement of office equipment leads to availing of maximum
benefit from the space available. The office layout is based on the principle of division of labor.
If the principle of division of labor is applied, every job of an office can be divided into many
sections. All the sections may not be possible to accommodate in one room or on the same floor.
Hence, office layout ensures fully utilization of office space and the efficiency of operation is
high
Importance of Office Layout:
Work that needs to be executed for each type of tasks requires the necessary equipment within the allotted
space. The office layout has to be designed in such a way that it is comfortable as well as functional. Lot
of money and time is invested in designing those layouts. There are various reasons behind the need of
having a proper office design layout.
1. Impacts morale: Studies have shown that layout of office impacts the employee morale
which affects the functioning. When we say layout, it does not imply only the décor and
facilities, but the relationships between people who work there and the general environment.
Often this is referred as ergonomics.
2. Impacts business: As layout has impact on the morale, it directly impacts the efficiency and
thereby the business success rate. The more the people working there are happy, the better is the
output. This is direct link to the business success factor.
3. Way the work is done: The traditional style of work like working at one desk or work
executed by only one person has been replaced by re-engineered organisational structure. The
work or task at this modern age has changed due to globalisation that is governed by the use of
information technology. The tremendous developments in this technology has impacted the
office working hours and way to perform the tasks.
4. Manage changes: Businesses are prone to changes to manage the pressure of the market
needs. To keep up with it, layouts are effective only when the changes can be accommodated
within. Hence, having simpler layouts helps business to re-design whenever needed so that it
does not affect the tasks being executed or the work done.
5. Increase productivity: Using the office space effectively is important while designing office
layouts. It should be such a way that it does not delay the work and job gets done quicker
consuming less time. In other words, the flow of work is not interrupted.
6. Facilitate Supervision: When office layouts are designed to place managers or supervisor
closer to their teams, they can meet or discuss issues immediately and get solutions. The

communication gets smoother and quicker. How? There would be reduced number of internal
memos or emails or movement of staff. The working conditions would be better as their
workstations are placed in relation to their work and needs.
7. Effective use of equipment: Designing office equipment’s properly is indeed very important
so that it is not underused or overused. Providing at the place where the work needs to be
completed is crucial. The power consumption is evenly distributed and the noisy equipment are
placed away from workplaces where silence is required.
Hence, you would now know that the positioning of workstations is crucial. For this you need to
pay attention to some of the issues like provision of sufficient space, assessing the needs of staff,
design of workstation; in short complete office design.
Objectives of the Office Layout:
The minimum standards to be followed are:
1) To ensure proper utilization of space so that the spaces provided are effectively used.
2) To ensure that work flow is uninterrupted and there is maintenance of steady flow.
3) To ensure that the managers can supervise their team members in a better way.
4) To be able to provide a comfortable work environment which brings satisfaction.
5) To enable better communication between the team members.
6) To provide a safe working environment.
7) To have provisions for future expansions.
Principles of Office Layout:
The main principle behind the office layout design should be such that it occupies the available
space in an economical way so that the aim and objectives of the organization or business is
achieved. The layout must be effective such that the workstations are planned to be positioned
such that data is being transmitted with minimal costs and information can flow with minimum
delays or without interruption. The workstation has to be provided with items necessary for
executing the job. Care has to be taken for storage of information and documents. Listed are
some of the principles to be taken care while designing
1. Natural lighting: Designing offices that face the north or east gets more of natural lighting. It
avoids more consumption of power.

2. Placing computers: Desks having computers or desktops must be placed in such a way that
staff sitting at it must not have their backs or faces to the windows.
3. Designing work tables: It is preferable to seat staff not facing each other. It is said to disrupt
work. Besides having minimum intrusion is better. Also reducing the field of vision of employee
to other employees will reduce distraction. Also they need to be provided with adequate lighting,
ventilation, and ergonomic chairs and tables to prevent eyestrain and muscle aches.
4. Flow of work: By carefully studying the sequences of the tasks to be done, the design of the
work space is imitated. If the person has to go back and forth in the space it will bring frustration
and reduce output. Ensure that flow of work is smooth and in one direction.
5. Pleasant: The most important of all the aspects is that design should be aesthetically pleasant.
Do not concentrate on functionality alone but also on its looks. The space has to be optimally
used.
6. Provision of tools: Assignments are completed quickly if they have the necessary space and
tools to perform them. The work station should be spacious enough to accommodate their files,
papers and their documents. Having copiers and printers closer to them is better to avoid them
frequently moving out and wasting their time.
7. Grouping: Placing same functional type of work together or closer to each other will help to
reduce time wastage. The employees have freedom to consultation and information easily so that
work is handled efficiently. Hence, it is better to list out the functions or tasks that employees
perform and design the office layout accordingly.
8. Open an private space: The employer needs to verify which tasks require collaboration with
one another and which set of tasks require concentration. Based on this, specific cubicles are
designed with open or low separators and others with separate cubicles or traditional with closed
doors. Making a separation between the two types is essential
9. Informal and formal spaces: Every work space do require employees to take breaks in
between work. For this, communal spaces are designed that is closer to the work stations. These
informal communal spaces are often build with more space to accommodate large numbers
during coffee or lunch breaks. The informal communal spaces meant for conferences or meetings
are often placed away from busy work space that is noisy.
10. Security: As it is aware that information is very critical to any business, care needs to be
exercised to define a level of security and norms for workstations processing data. Mainly the
storage of confidential and sensitive data has to be placed away from main work space and
protected.
11. Reducing risk: Designing has to be such that it reduces risk of accidents or falls. Allowing
ergonomic norms of wiring and placing of tables, chairs, and work stations provides safe
working conditions. The safety would be maintained.

12. Reduce distances: While figuring out the work space the distance between movements of
each task has also to be considered. Movements like walking, carrying, pulling consumes time
and energy. It causes exhaustion thereby reducing effectiveness. Hence, a distance has to be
reduced to minimize costs and energy.
Different Types of Office Layouts:
The office layouts are broadly classified as general office layouts and private office layouts. The
latest layouts are combination offices, co-working office, narrative layouts, nodal layouts,
neighborly office, and nomadic office.
The general office layout. The general office layouts are of two types – the open plan office
layout and landscape office.
1. The open plan office layout: As the name indicates, the open office plan layout does not have
walls or separators or passages. Cupboards, shelves screens, cabinets serve as separators between
workstations. All staff are seated in the same direction. This is useful for teams and employees
who are working on a similar project.
The advantages of open plan office are:
1) To reduce costs and saves space.
2) To facilitate communication as there are no phone calls and less memos.
3) To adapt to changes
4) To help supervise all staff
5) To increase effectiveness of heating, lighting
6) To motivate staff within group.
The disadvantages of open plan office are:
1) Distracts people from work due to noise
2) No privacy for confidential matters
3) Impersonal atmosphere.
4) Spread of infections is easier
2. The landscape office layout: The concept is the same as open plan layout with the only
difference being that the staff are seated in different directions unlike in open plan style. It was
not preferred much as it did not give privacy and the staff working in such layouts complained of
being exposed to noise and continuous movement of people around them. It was also said to
have destroyed the conventional forms of politeness and being civil. It later was referred to as
‘modified open plan style’ with plants around and preassembled cubicles that can be moved
accordingly to accommodate more people.
The private office layout: The private office layout refers to cellular styles where the interior
walls stretch from floor to the ceiling. The space is normally occupied by one person, but
depending on the company’s budget, two or three are accommodated. But mostly it is preferred

seating for senior management to give privacy. Though it is considered as a privilege and
prestigious to occupy, these type of offices are indeed a valuable place as it indicates high level
of confidence in the work of the occupants. The private offices are often given where privacy
and confidentiality is required. Besides, these offices are secured well through proper locking
systems. These types of offices are lined along passages or sometimes ad hoc according to space.
The combination office: It is a combination of open and cellular types where the individual and
multicellular types co-exist. The offices surround the common spaces instead of being connected
through hallways. This helps for individuals to concentrate on their work and also allow
communication within the team, denoting the person(s) has to perform solo and group activity.
Co-working office: With laptops replacing the personal computers, employees are increasingly
becoming mobile with their work. The arrangement where the office is considered as a common
sharing place where employees come and go. The worker is exposed to an open office style with
no specific allocation of desks. It’s suitable for self-employed where the individuals can pay a
small fee. This helps them to interact with customers and also enjoy networking.
The narrative office: As story narrates about the character in depth, so does this style of layout
that describes the ‘brand’ of the company. This approach is to make the office itself get involved
in the marketing of its brand wherein all the staff are considered as brand managers or front line
staff.
The nodal office: The office is designed such a way that it is considered as a hub or node for
knowledge where all other offices are connected.
The neighborly office: Here the office is designed to give a look like a familiar neighbour with
a landscape with it. It gives a feeling of being social.
The nomadic office: As the name itself suggests, the office designs are typical of nomad style
wherein the workspace is distributed within.
Closed Office Layouts:
The other name for closed office layout is enclosed office or private office layout. This office
layout uses cubicles and panels which help to create a separate office space for every employee
working in the office. In the late 60’s American designer Robert Propst made an office design
and he called it “Action Design”. In his design, he used panels and cubicles to make separate
space for every employee working in the office.
A closed office design can also be stated as an office layout, where different rooms are given to
every department and organization working in the company a separate space, such that each
employee working in the company has a separate working space of their own.

Closed Office Layout Ideas:
Both open office layout and close office layout have their own pros and cons. So let’s highlight
certain close office layout ideas.
Designing an office area speaks a ton about the people working in the office. The design of the
office area shows what kind of atmosphere does the people working in the office gets and what
goals do the employer is trying to achieve.
A closed office layout reflects that the people working there love their privacy and would like to
avoid any kind of distractions in their working time. While designing office layout several
factors have to be kept in mind, especially the space available. Along with it factors like a sound
requirement, accessibility to various requirements of the office and the role performed by
different employees in the office.
Sound Pollution – Distraction to employees:
Sound pollution is one of the major distraction to the employee in reducing their productivity.
For example, the distraction caused by the on call team may cause a lack of performance by the
planning team. So, while designing the layout of an office a planning is strictly required.
Planning a Closed Office layout:
Planning is an essential part of the layout so that any kind of problem may be avoided and if any
problem arises, a solution can be easily found out for the same. The furniture designed for any
office shall be such that it makes the place more lively and fun for all the employees for working
there.
The atmosphere of the office shall be such that it makes the environment more energetic and
peaceful for the employees for their work process. The cost of construction is also an important
factor which cannot be neglected. On this factor depends all the other decisions as the decision if
made wrong will make the work process less interesting.
Advantages of Closed Office Layout:
A closed office layout provides its employees with certain positive impacts which have a great
influence on the productivity of the employees.
Here is the list of certain advantages which can help the employees in their working process.
1. Privacy of the employees:
One of the most important advantages of a closed layout is the privacy it provides to its
employees. The privacy provided by the closed layout allows the employees to have their own
area where they can think and do work without any distraction. The employee does not have to

go out to take their important calls or if they want to have some important decision then they
have their own space.
2. Distraction free work environment:
The closed layout provides a distraction free environment to its employees where they can work
without any disturbance from outside. The employees can work without any interruption that can
sometimes be made intentionally and can focus more on their work. This helps the employees in
increasing their productivity.
3. Increases creativity of the employees:
Creative work requires a peaceful and calm environment. Those employees who work in the
creative department require silent and calm work environment so that they can focus on their
work and can give best results. Other employee’s discussions or gossip might disturb them. So it
is always suggested that the creative team of an office shall be given their own space to work.
4. The hierarchical order is sorted out:
In a closed layout, the hierarchical order is very clear as the better the office, the better the
position of the employee in the office. The concept of ‘corner office’ was introduced very earlier,
where the higher the position of the employee in the office, the better work place will be given to
him.
5. Healthy competition:
The closed layout introduces healthy competition in the office as it provides a better working
place for those working in the higher position in the company. Thus, all the employees try to
work hard and get a better position in the office.
6. Lesser gossip in the office premises:
Since in an open office area all the employees are working in the same place, thus they get to
spend more time together and thus they can easily gossip about everything. More the gossip in
the office the chance of misunderstanding also increases, which can affect the relationships
amongst the employees.

Disadvantages of Closed Office Layout:
Everything has its advantages and disadvantages and so is a closed office layout. When an office
is designed according to the closed office layout, then there are certain problems they have to
face.
Listing certain commonly faced disadvantages of a closed office layout.
1. Problem in supervising the employees:
In a closed office layout the supervisor has to face the problem in supervising the employees as
he has to move from cabin to cabin to know what exactly the employee is doing at that point of
time. This involves a wastage of lot of time and thus more time is required in doing the work.
2. Less communication amongst the employees:
There is less communication amongst the employees as they are in a less interactive position
from one another. Employees work in their own space and communicate with each other only
when required. So, there is a communication gap amongst the employees.
3. Expensive to build:
A closed office layout requires more infrastructures as compared to the open office layout and
thus the cost of building it is more. The quantity of raw materials like wood or stone or electrical
fittings is more so the cost automatically goes up. Only that office’s which have the budget can
afford a closed office layout.
4. Might lead to less productivity of the employees:
In a closed office layout where employees have their individual and private space, and
sometimes can be misused as there is no direct check on them. This might lead to lower
productivity of the employees and also the work of the company may suffer.
5. Huge space consumer:
Since in a closed office layout separate work place is built for all the employees this consumes a
lot of space. This can effect the number of employees hired, as a separate working space for all
the employees is needed. Whereas in an open office layout more employees can be hired as the
space for all the employees is limited.
6. Employees can engage in negative behavior:
Sometimes the employees may take an advantage of separate space and can easily engage in
negative behavior such as office romance. This may disturb the working environment in the
office and the employees might get distracted.

A report on office layout in productivity

A report on office layout in productivity

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A report on office layout in productivity