OFFICE FURNITURE AND EQUIPMENT

THE OFFICE MANAGER MUST UNDERSTAND THE FOLLOWING:

The nature of the work being performed The ergonomic needs of the workers

Ergonomics- as an applied science, which integrates the use of space, furniture and equipment, and other psychological needs of the employees on the job.

The increasingly complex physical environment of the modern office, particularly in light of the reengineering of business tasks occurring in all types of offices.

REENGINEERING

looking at better ways to perform all tasks and functions in the office.

SELECTION OF OFFICE FURNITURE AND EQUIPMENT

The principal types of furniture and equipment including reputable suppliers of each.

Reliable statistics for comparing the effectiveness of the competing brands of furniture and equipment.

Current prices on all items, and preferably, catalogs representing each major supplier’s merchandise.

Criteria for deciding on the need for such furniture and equipment.

Knowledge about the impact of the environment on the information system, particularly the training or retraining needed the availability of suppliers, and operating costs.

Possibilities for standardizing furniture and equipment throughout the firm.

Procurement alternatives and quantity purchasing options.

Maintenance, repair, and replacement considerations.

 

OFFICE FURNITURE

Makes up a very important part of the office physical environment.

Considered as the vital working tool of the office employee.

GUIDELINES IN SELECTING OFFICE FURNITURE

The furniture should contribute to safe and comfortable working conditions.

The furniture should be attractive and harmonize with the office decor.

The furniture should be of good quality, solid construction, and suitable design to facilitate the work to be done.

The number of furniture should be sufficient for the number of employees and suitable for the types of tasks performed.

The furniture should be adaptable to multipurpose use wherever possible.

Specialized furniture should be purchased only if justified by cost savings, greater efficiency, improved productivity, and convenience.

The furniture should meet the preferences of the workers.

TYPES OF FURNITURE

CONVENTIONAL FURNITURE

Collection of independent furniture components such as freestanding desks and credenzas, filing cabinets, and bookshelves.

Arrangement typically consists of rows of desks in large, open areas.

Conventional Furniture is typically not adjustable.

FILING CABINETS

Is a piece of office furniture usually used to store paper documents in file folders.

TWO COMMON TYPES:

Lateral Filing cabinet-has drawers that extend from the long side (various lengths) of the cabinet.

Vetical filing cabinets- have drawers that extend from the short side (typically 15 inches) of the cabinet.

OFFICE DESKS

Central unit of the workstation.Primary purpose is to provide a

suitable surface for writing and for processing information.

The most important working tool of the office employee.

The base of operations, nearly all working hours are spent in office desks.

 PRINCIPAL FACTORS TO BE CONSIDERED IN CHOICE OF

DESKS

Functional aspect- includes all features that directly influence the performance of work. A smooth working surface obviously should be provided. Seize and height should be adequate for the requirements of the work and should be adapted to the normal working area or normal reach of employees. Storage space within the desks should be ample and well organized.

Prestige – The higher the organizational level of the executive, the fancier or the more expensive his desks becomes.

Aesthetic appeal- the beauty of design of the attractions of color used in desks.

Cost- amount involved in the acquisition. Standardization- has a number of values such as:

uniformity in appearance and layout, economy of floor space, simple maintenance, and quantity discounts in initial purchase.

TYPES OF DESK

According to size and shape

According to its use

ACCORDING TO SIZE AND SHAPE

Flap top, single pedestal, 40-60

inches wide

Flat top, double pedestal

Fixed bed, single or double pedestal

- Suitable for salesmen or clerks whose work does not require the use of large-size records.

-50 incheswide, suitable for workers using many papers.

- 50-55 inches wide, for workers requiring the use of many papers and their storage.

- 55-75 inches wide, for supervisors or clerks using large records or books.

- 60 by 30 inch double pedestal- most popular size for general office machine.

- Suitable for stenographers and clerks.- The fixed-bed desk is full height except for that portion immediately in front of the occupant,which is constructed at the conventional height, with an adjustable base for raising or lowering the typewriter or office machine.

PEDESTAL

refers to the drawers contained on one side of the desks( single pedestal), or on both sides of the desks( double pedestal)

ACCORDING TO ITS USE

Executive desks, with top, 66 to 78 inches wide, extend over a double pedestal.

Clerical desks, double pedestal, for employees not needing a typewriter.

Secretarial desks, double pedestal, 60 inches with a typewriter contained in one of the pedestals.

Typist desks, with a fixed bed for the typewriter. The L-shaped desk, a single pedestal unit with an extension on either side containing the second pedestal, is becoming increasingly popular.

Machine desks, specially designed for use with adding, accounting, and billing machines of various types. A well is provided at either end of the desk so that the machine sits lower than the standard desk height.

Special desks such as those for card-punch operators, with pedestal units equipped with file trays for punched cards. Other specialty designed units include those that accommodate copying machines and reproduction supplies, and those with a single pedestal and extended overhang for use by interviewers.

GUIDELINES TO ACHIEVE DESK EFFICIENCY

Work on one task at a time and finish it before starting another.

Keep the desk free from excess papers and supplies.

Shelve materials that are not urgent. Act on important paperwork first. Strive to keep the work moving over the desk Dispose all mail and arrange the desk properly,

neatly and orderly before going home.

TABLES

As desks or desk- substitutesAs a place for sorting when

considerable flat work surface when necessary

As a work surface for conferences and meetings

As a place for storage.

Conference tables are found in boardrooms of many large corporations are custom design to harmonize with the office décor.

Wide variety of styles is available, from the traditional rectangular shapes to the more modern boat-shaped, oval, curved, and round styles.

MODULAR FURNITURE

MODULAR FURNITURE

System furniture ,is a collection of integrated interdependent furniture components that can be quickly and easily assembled, disassembled, and rearranged to meet employee and department needs.

Typically less space than required for conventional layouts.

Permits many furniture arrangements, which are subject to both the imagination of the AOM and the limitation of space.

Provide tremendous cost savings.

Modular layout is accomplished by:

Reducing the floor space required for desk working area by as much as 18 percent.

Providing interlocking, interchangeable units for greater ease and speed of output.

Fully utilizing the work area by building the desk complete with bookcase, file, and dwafted partitions.

EXAMPLE OF MODULAR FURNITURE LAYOUT

Modular Office

OFFICE PARTITIONS

can either be freestanding or connected to the wall.

Partitions can be combined to form longer walls or cubicles. The use of brackets or other hardware will be necessary to connect the piece to the wall or other partitions. When using wall partitions to construct cubicles, the height of the cubicle will vary according to the height of the office wall partition used. Common wall partition heights are 42”, 60” and 72”.

CHAIRS

Ergonomic chair, have adjustable seats, armrests, backs, back supports, and heights to prevent repetitive stress injury and back pain associated with sitting for long periods.

REQUIREMENTS FOR AN OFFICE CHAIR:

It should provide support to the back and encourage good posture.

It should be adjustable so as to fit the user properly.

The seat should be forming fitting and comfortable.

The construction is sturdy and durable.

TYPES OF CHAIRS

Executive chairs- these are adjustable to the personal characteristics of the person, in swivel and tilt back styles, and often constructed in wood to match the wooden executive desks.

Administrative support posture chairs- these are with or without swivel base, with or without arms, and adjustable to the physical needs of the person. These chairs are used by secretaries, keyboard specialist or computer operations personnel.

Side chairs- often straight back for use by visitors.

GOOD CHAIR HAVE THE

FOLLOWING CHARACTERISTIC

S

One that is adjustable enough to fit the body height giving the legs good circulation.

One who’s seat and back are contoured to the curves of the thighs and back.

One with adjustable armrest that can be used to take some of the pressure off when with the keyboard.

One that lets an employee fidgets- titling, swirling and rocking as the spirit moves him or her.

TYPING POSTURE

IDEAL TYPING POSITION

In the ideal typing posture, muscle loads are minimized. This posture is achieved when the keyboard is below seated elbow height and the keyboard base is gently sloped away from the user so that the keys are accessible to the hands in a neutral posture.

In this position the arms, shoulders, neck and back can relax, especially during brief rest pauses. Also, in this slightly reclined sitting position the low back rests against the lumbar support of the chair, the elbow angle is opened to promote circulation to the lower arm and hand, the abdominal angle, and the popliteal angle (behind the knees) are opened to promote blood circulation. The feet rest firmly upon the floor.

DESK TOP KEYBOARD

Typing at a keyboard on a desk is a common work posture for many computer users. In this position it is difficult to maintain the wrist is in a neutral posture, because the forearms sag as they tire and this puts the wrists into greater wrist extension. Also, most users have to work with their elbows flexed, which can compress the median and ulnar nerves at the elbow and restrict blood flow to the hands.

 

Working with the forearms sloping up increase muscle loads in the upper arms, shoulders, and neck. Working in this position for more than 3-4 hours invariably leads to muscle fatigue.

CONVENTIONAL KEYBOARD TRAY

Typing at a keyboard on a conventional articulating keyboard tray can increase postural problems for users. Working with the keyboard more steeply angled on the tray is a common work posture for many computer users.

In this position it is also difficult to maintain the wrist is in a neutral posture, because the forearms sag as they tire and this puts the wrists into greater wrist extension. Studies have failed to show that conventional keyboard trays substantially improve wrist posture.

COMPUTER WORKSTATION ERGONOMICS

1. The top of your monitor should be at eye level, and directly centered in front of you. It should be about an arm's length in front of you.

2. Your desk surface should be at roughly belly button level. When your arms are placed on the desk, your elbows should be at a ~90 degree angle, just below the desk surface. The armrests of your chair should be at nearly the same level as the desk surface to support your elbows.

3. Your feet should be flat on the floor with your knees at a ~90 degree angle. Your seat should not be pressing into the back of your knees; if necessary, tilt it slightly forward to alleviate any knee pressure. Sit fully back in your chair, with your back and shoulders straight and supported by the back of the chair.

4. When typing, your wrists should be in line with your forearms and not bent up, down, or to the side. Your keyboard should be directly centered in front of you. Other frequently used items should be nearby, within arm's reach.