Location Of Office And Office Layout: Everything You Need To Known

Location Of Office And Office Layout
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It's expected of every office manager to give a full and proper consideration to a suitable location for his/her office. This must be put into consideration because an unsuitable location may result in a waste of resources and efforts and loss of time Inconvenience to the office staff as well as to the persons dealing with it. The challenges of location may arise under one of the following circumstances:

  • At the commencement of business or setting an organization.
  • When the volume of work requires a change of office location.
  • When the facilities provided at the initial stage are no longer sufficient for the expansion of business.
  • When the lease of the office premises has expired and the owner of the premises is not ready to renew the lease hold agreement.
  • When the business is being shifted from one place to another. It is very important for every organization to figure out how to locate a good office that will positively affect the success of the business.

There are many issues to be considered when you are looking for a space to house your business. Also, you are to ask yourself the important questions:

  • Is location important for the success of your business?
  • What type of location is best for your business?
  • How much rent can you afford?
  • Is your proposed location appropriate for what
  • you plan to do there?

The Office Building

The choice of right location for the office premises is as complicated as that of getting a proper and suitable building to accommodate it. An office must feature some design and good layouts to serve the enterprise needs. Most of the time. It is difficult to get a building which is exactly - suited to the requirements of the organizations.

Management should endeavor to obtain such premises which fulfill its requirements in the best possible manner. They must decide about whether to own the office building or to rent it or lease it, where should the constructed building be bought?

Condition under which construction of one's own office building may be necessitated

  1. When the business is large and will be established.
  2. When the demand for the procedures or services of the organization is of a relatively stable character.
  3. When a certain nature of building is required for the purposes., e.g. Centrally air-conditioned soundproof or
  4. specially constructed for housing computers etc.

What are the Factors that Determines Office Location?

There are numerous reasons why an organization might decide to open new branches or relocate its existing operations.

  • They may want to expand the business and thus establishing new branches across the cities.
  • An attempt to restructure or modernize its operations.
  • Organization might decide to shut its less profitable operations and open branches in locations that offer more business potentials.

Moreso. A business organization will also consider many factors when determining where to locate a new branch or operation.

  • Choose a site with the cheapest land or building.
  • Choose an office location which is easy to reach for key employees. Recruitment of staff with the right skill is essential.
  • Easy access to good road and railways link and modern telecommunication services.

Nature of Office Layouts

One of the important task before the office manager after the acquisition of building for the office is office space planning or office layouts.
Office layout as defined by Little field is the arrangement of equipment within the available floor space.

The arrangement of different departments, equipment and men within a given floor space with a view to making optimum utilization of space and ensuring maximum efficiency of the office.

Objectives of Office Layout

The objectives of an office layout as proposed by Mills and Standing Food are as follows:

  1. The service should be available where needed including power and telephone.
  2. There must be a provision of good working conditions for every employee.
  3. Every staff at work must be at a place where the supervisor will see them.
  4. Communication mode and work floor should be ensured and facilitated.
  5. Movement of clerks between desks, filing cabinets should be made easy.
  6. There must be provision for privacy and security whenever necessary.
  7. Distraction and noise that car produce which disturb the effectiveness of operation should be avoided. 
  8. Mutual interference between clerks should be avoided.

Types of Office Layout

  • Open Offices
  • Closed or Private Offices

Open Offices

An open office refers to an outsized room where all the departments, men and equipment are housed under one room without partitions or wall separating them. Under this layout, each department or section is allocated a separate space in the same room, which is often demarcated by placing filing cabinets between them.

Advantages of Open Offices

  1. Sharing of machines and equipment becomes possible.
  2. Cost of decoration, cleaning and maintenance is extremely low.
  3. Open office wears a smarter look that serves as an advertisement for the organization itself.
  4. There is a greater flexibility in planning the layout of an open office which ensures a more effective placement of office machine and equipment.
  5. There is effective communication system.
  6. It reduces waste of time.
  7. It allows for easy and better supervision.
  8. With the removal of unnecessary walls and partitions, open offices allow a free flow of air and natural lights that enhance the efficiency of the office staff.
  9. It aids free flow of work between individuals as well as departments/sections.
  10. It makes better working conditions possible.

Disadvantages of Open Office

  1. It reduces concentration because of different distractions.
  2. Individual's health is not taking into consideration.
  3. Lack of privacy.
  4. lt can be noisy and cause distractions.
  5. There is violation of factory act regulation from employers whenever they have to squeeze in two or more needed personnel.
  6. Morale and productivity of employers are reduced.
  7. Good ventilation may be extremely difficult.

Closed/Private Offices

These are offices that are well partitioned in order to provide privacy of individuals. Private or closed offices are small rooms or cubicles which are separated from similar other rooms or the open office by full or half partition.

It is allotted to the top executives of the organization. Most of the time, a private office is provided for a group or people whose work is of a confidential nature in order to eliminate noise e.g. accounting and statistical work.

Advantages of Private Offices

  1. It enhances privacy for confidential work and discussions.
  2. It creates better privacy inform of personal atmosphere which enhance efficiency in operation.
  3. Better ventilation, heating and cooling are enhanced.
  4. Close office increases the efficiency of the workers by facilitating concentration of mind which is possible because of the absence of noise.
  5. Close offices are more congenial and less regimented.

Disadvantages of Closed Offices

  1. Supervision may be difficult.
  2. Close office is expensive to operate.
  3. It leads to loneliness which can also lead to stress and inefficiency.
  4. It does not encourage human relations.
  5. Work flow or communication is not easy.

Principles of Office Layout

  • Office equipment should be arranged properly which include furniture i.e. desks and chairs should be placed in separate place for important quest and supervisor.
  • Divisions and departments which have similar and relate functions should be placed near each other to reduce travel time.
  • There should be enough space for efficient workflow in the office.
  • Desks should be arranged so that no employee compelled to face an objectionable light.
  • Employees whose work requires close concentration may justify partial in full length partitions.
  • Provision of suitable light and air-conditioning for all employees.
  • Every unit which utilizes noisy equipment such as data processing machines may need to be partitioned off to avoid disrupting other units.

Office layout may be contemplated under the following Circumstance; when changes occur in procedure; increase and decreases in personnel and when there is space inadequacy.

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