PNDBF – The Office (B)Lim Sei Kee @ cK

Thinking about thinking?1. List the three types of business

organizations in Brunei.2. Name the four ways how the office handle

information.3. State the key departments that are

available in an organization.

Office EnvironmentThe place where an office worker reports for

work cannot be a haphazard collection of tables and chairs. There needs to be proper planning to locate the different levels of staff.

Layout of the OfficeThe staff’s seating arrangement must be

planned with much thought and consideration. An effective layout can:

- Encourage communication and interaction amongst team members

- Achieve effectiveness and efficiency- Enhance productivity- Increase the profitability of an organization

There are two common layouts:a) Conventional and b) open-plan

Conventional officeThe conventional office, or normal office

layout, is based on the understanding that office work is desk work.

The ideal setting is a space enclosed by four walls where the worker can concentrate without any distractions. Access to these rooms is through passageways, i.e, corridors and stairs.

Open-plan OfficeOpen-plan designs group people in such a way

that their work would ‘flow’ from one place to another in a logical and effective manner. To do this, shoulder-high screens are used to separate one workstation from another.

A workstation is the space given to a staff member to work in, together with the furniture and equipment needed. Instead of walls, potted plants and movable sound-absorbing screens separate departments from one another.

Conventional officePROS:- There is privacy- Confidential work can be carried out- Work that needs the constant use of machines

can be placed in separate units. This traps the noise and reduces distractions

Conventional officeCONS:- There is a waste of floor space taken up by

the passageways and walls- The walls can become a barrier to

communication as staff are ‘cut off’ from one another

- Supervision is more difficult as the manager has to walk to another room to observe the staff at work

Open-plan officePROS:- The work flow is smoother as documents can

be passed easily from one operation to the next

- Communication is easier as there is direct and fast contact among the staff

- Supervision is easier as the manager can directly observe staff at work

- Resources such as space, lighting and equipment can be saved

Open-plan officeCONS:There is lack of privacyThere are too many distractions, e.g staff

walking about and a higher noise level (due to a greater number of people talking in the same room)

Health, Safety and Security in the OfficeOffice workers spend almost 90% of their

working hours at their workplace. There is a need, therefore, to ensure that the working environment is healthy, safe and secure. This would reduce the work-related accidents and illnesses that could lead to losses in productivity.

Health and SafetyThe health and safety of employees are the

responsibilities of both the employer and the employee. The employer should provide a safe working environment and make sure it stays that way. The employee, on the other hand, has the duty to take proper care of himself or herself and others while at work.

Safe workplaceClean floors, windows, office furniture and

equipmentClean toilets, with enough running water,

soap, toilet paper, etcRegular maintenance and repair of office

equipment by qualified techniciansEasily accessible first-aid box. Staff members

should be taught how to use itProper fire safety measures such as fire

drills, emergency evacuation plans

Unsafe workplaceTripping over long electrical wires lying on

the floor and over carpets that are worn at the edges

Slipping on wet or badly maintained floorsBanging into or galling over obstacles such

as open drawers and cabinets that stick out into passageways

Getting an electrical shock when tampering with faulty machines or wiring

Security measuresSecurity devices like burglar alarms and door

locks to prevent break-insSurveillance cameras to monitor what is going on

within the premisesA fire and burglar proof safe to keep cash and

important documents in the officeEmployees should wear identification tags and

use electronic ID cards to access restricted areasCash or goods are only given out upon showing

proof of proper documents with the signatures of authorized persons

Trends in Office Work Practices and EnvironmentWe have entered a new knowledge-based

economy. Information Technology (IT) is changing the way we live and do things. These changes can also be seen in the office

a) Lifelong learning, b) Computer-literate office workers, c) Changes in the concept of ‘office work’, d) Telecommuting on the rise, e) Outsourcing to stay productive and competitive, f) The virtual office

a) Lifelong learningThe trend now for all workers is to make

lifelong learning a way of life. New skills need to be learnt in order for workers to stay up to date in their jobs or be able to move on to new ones.

b) Computer-literate office workersToday, many jobs require workers to have

some computer knowledge. Being ‘computer-literate’ is a basic skill for anyone applying for a job.

c) Changes in the concept of ‘office work’Business functions are no longer carried out

in the office only. The recent developments in telecommunications technology makes it possible for office work to be done anywhere. With a laptop, an office worker can write a report while travelling. E-mail can be checked on a mobile phone. Workstations can be shared since not everyone needs to be in the office at the same time.

d) Telecommuting on the riseTelecommuters are people who work in a

non-traditional office setting, usually from home. Various studies have shown that telecommuting increases productivity and benefits the employer, the employee and the community.

e) Outsourcing to stay productive and competitiveRapid changes in the economy have caused

businesses to reduce the size of their workforce and rearrange their internal structures. Some business functions can now be managed by outside sources. EG: A company hires a specialized transport company to deliver its products to its customers.

f) The virtual officeA virtual office is a service which provides

personalized telephone and reception services, a corporate mailing address and conference facilities. The costs of using a virtual office service are a fraction of the costs of running a full-time office. A range of business support services, such as word processing, video-conferencing and faxing, are also available.

And we are done!