sub strand 1 lesson two.pptx office & equipment

Year 13 notes

1. SUB STRAND:11.1.1: OFFICE AND EQUIPMENT LEARING OUTCOME: *By the end of this chapter students will be able to explore the changes and impacts of the transition from traditional to modern office. *Distinguish the changes from traditional to a modern office in terms of office layout. 1 STRAND 11.1:GENERAL OFFICE TECHNOLOGY

2. While traditional offices had rows of desks all facing the same way, the modern layout has desks facing in different directions Some examples of good design are:  Flexible office layout;  Convenient arrangement of furniture and equipment to allow effective workflow;  Accessibility to documents and equipment;  Privacy;  Areas that are interrelated are placed near one another to allow easier interpersonal relationships and better communication 2 Changes from Traditional Office to Modern Office Changes in relation to office layout:

3. When planning and reorganizing work station or office, you need to:  Provide effective allocation and use of floor space for office furniture and equipment;  Create a pleasant working environment;  Create a pleasant impact for clients;  Organise work area to provide efficient and effective workflow;  Provide efficient and productive work areas. 3

4. There are two types of office layout, they are: 1. Conventional Conventional layout is where the work areas are separated by fixed walls. layout 4 Advantages  High degree of privacy  Less noise level from conversation, telephone and equipment. Disadvantages  Interpersonal communication is reduced .  Workflow is ineffective

5. 2. Open-plan layout Open Plan Layout is where the work areas are separated by placing acoustic screens around the workstations, consisting of pots plants, desks, chairs, filing cabinets, bookcases or computers. Advantages  Flexible and economic use of space.  Interpersonal communication is easy  Low construction costs. Disadvantages  Reduce in privacy  High noise level from conversation, telephone and equipment.  Interpersonal communication can reduce the process of work 5

6. Focus zone – designed for peak individual focus and productivity  Collaboration zone – facilitates teams to discuss and design  Mind-opening zone – give staff the time to come up with original, divergent ideas  Communal zone – build a culture which encourages trust, purpose and collaboration  Client/Feedback zone – get feedback from and present to external stakeholders  Virtual/external zone – allow people to work in whichever way works best for them 6 The perfect office environment for innovation and productivity

7. It is essential that procedures flow in the simplest and most effective way. Improve workflow is established by:  Investigating the system in place.  Making required changes to it. 7 Workflow

8. The two commonly used methods of workflow are: 1. Office Layout An office layout chart shows the location of office workers and the way work moves from one person to another . 8

9. 2. The Flow Process Chart is a simple half-text, half-picture method of showing the steps in a process, using symbols to indicate the type of action being taken and text to give details of the action. The chart can selectively be used to show what happens to selected people, materials or equipment. 9

10. Explain the 5 examples of a good design office. Describe ways of planning and reorganizing work station or office. Differentiate between conventional and open plan layout. Describe the 6 types of office zones. Differentiate office layout chart and flow process chart. 10 Activities