Module 1

Office Accommodation and Environment

Organising consists of the work, the people, the workplace and the relationships”. Office

accommodation and environment provide the workplace.

It has two distinct aspects:

(a) Accommodation: It means the space that has been procured or available to do the office

work. At first there must be a site or location where the accommodation is taken. There are many

factors which have to be taken into consideration in selecting the location and accommodation.

(b) Environment: It means the atmosphere prevailing in the accommodation which has direct

bearing on the efficiency of office work.

Environment again has two aspects:

(i) The physical environment or the physical working conditions made of lighting, ventilation,

sanitation, etc. in one hand and availability of equipment on the other.

(ii) The mental environment or the employer-employee and superior-subordinate relationships

vital for motivation and peaceful mental environment. While the physical environment has direct

influence, the mental environment exerts indirect influence on the efficiency of office work.

Both the types of environment shall be favourable. There are so many legislations for

maintaining such favourable environments. The secretary must have knowledge about these.

Office Accommodation and Environment # Location:

General Principles:

Selection of location or site of office is based on principles of centralisation and decentralisation.

In all cities we find an ‘office quarters’ or office area where there is the largest concentration of

offices of different commercial organisa­tions. Generally it is centred round the main office

buildings of the Government or the Court.

It has a historical growth. For example, we find in Calcutta the B.B.D. Bag (or old Dalhousie

Square) complex. There exist the Writers’ Buildings, the General Post Office, the Treasury, the

Reserve Bank of India, the High Court (and other courts), the New Secretarial Building, etc.

With the growth of commerce and industry and consequent larger demand for office

accommodation it is no longer possible to accom­modate all the offices in the same area. There

is limit of horizontal expansion of accommodation.

It is partly made up by vertical ex­pansion through multi-storied buildings. But it is expensive

and time- consuming to build such buildings. There are other difficulties too. There is pressure

on transport on one side, incoming from all directions at the early office hours and outgoing to

all directions after the closing of the offices.

It is uneconomic. The problem of parking of cars is formidable. Many multi-storied office

buildings provide parking facilities at the basement floor. But that is inadequate. Rents become

excessively high. In order to avoid such difficulties there is a tendency towards decentralisation.

In Calcutta, we find that office buildings are sprawling up in the Chowringhee area. The

Government offices are getting widely scattered, reaching Beliaghata (Sales Tax Office), Salt

Lake (Irrigation Office), Alipur (Test House), etc.

There was a time when location was preferred in the Office quarters because of availability of

transport, communication, banking and such other facilities. But now-a-days these facilities are

available at different localities.

Individual Considerations:

Does not matter whether there is centralisation or decentralisation, every organisation shall have

to make selection of location or site of its office, taking into consideration the following factors:

(a) Availability of Transport Facilities:

Transport is a primary consideration. The employees as well as other people have to come to

office regularly. The members of the staff have to move to other places consistently from the

office for different activities. Some offices provide own transport but that is insufficient and not

meant for all members of the staff and outsiders.

(b) Availability of other Facilities:

Other facilities include communication (telephone, post office, etc.), banking, insurance, etc.

Naturally, the so called ‘Office quarters’ have plenty of them.

(c) Nearness to Related Trades:

Some concerns have to select a site for their offices where the offices of other competitive

concerns are located for better competition or in an area where that particular trade is

concentrated. For example, the book trade is concentrated in the College Street area in Calcutta

around the Calcutta University and other renowned institutions.

(d) Nearness to its Own Functional Centres:

An office of a manufacturing concern may be near to its factory (provided other facilities are

available). An import-export firm will prefer to have its office near the port area or where

warehouses are available.

(e) General Considerations:

The office must be located in a healthy, noiseless, and respectable area. It must be free from

smoke and dust, dirt and filth.

(f) Economic Consideration:

The rates of rent for accommodation is desirable areas and other terms and conditions (like

payment of advance rent, even salami) may be beyond the reach of an organisation. Therefore

the choice remains largely conditioned by economic consi­deration. On the other hand,

accommodation may not be available in the desired area because of heavy demand and inelastic

supply.

Office Accommodation and Environment # Accommodation or Floor Space:

After the selection of site the question of Accommodation or Space comes.

Accommodation or Floor Space has two aspects:

Size and Shape.

Size:

The size of the accommodation depends on two factors:

(a) The nature of activities of the organisation and

(b) The volume of activities of it.

If the nature of activities of the organisation is such that it involves a variety of functions then the

number of departments will be big and consequently a bigger space will be required. On the

other hand, if it is a large concern then its volume of activities will be large and so each

department will need large accommodation.

The Time Factor:

An organisation is expected to grow in size.

As it grows in size more and more office accommodation is needed and that because of two

reasons:

(a) New departments are added and

(b) Existing departments expand.

Generally, at the time of taking an accommodation the scope for future expansion has to be kept

in mind. But at the very beginning very big space cannot be taken as the establishment cost will

be high. Of course, when an organisation expands it may shift to a bigger space but change of

address is not desirable, particularly if it is frequent.

Shape:

The shape of the accommodation is another important factor. If the shape is irregular or unusual

then lay-out will not be suitable and economic. A rectangular shape is generally preferable.

Modern office buildings are planned suitably to afford useful shapes.

Ownership:

The office of an organisation may not be on rented premises. The organisation may have its own

building. A big concern generally constructs its own building according to its own requirements

and surplus accommodation may be rented out.

An organisation may have a number of buildings to carry out its different and diversified

activities, with a central building for main or head office. The Life Insurance Corporation is an

example. Rent income may be a very good source of income for many organisations. A social

service or cultural organisation may build up its centre of activities with the financial assistance

of the Government.

Office Accommodation and Environment # Arrangement of Office Accommodation:

Significance:

Once the office accommodation on floor space has been finalised, proper arrangement of it has to

be made.

Such arrangement consists of two functions:

(a) Planning for the office and

(b) Lay-out of the office.

The whole process calls the attention to the following factors:

(a) The nature and variety of functions to be done,

(b) The number of the staff,

(c) The office equipment required.

The planning should have to be scientifically done keeping in view the fixed and working capital

required and scope for future expansion. Planning has to be done in such a manner and the floor

space has to be utilised (i.e., lay-out) in such a way that maximum output of work can flow with

minimum of input.

A proper planning ensures no wastage of money, time, and energy. A proper lay-out means

maximum utilisation of space with minimum crowding.

Office Accommodation and Environment # Floor Space and Lay-Out:

General Considerations:

First of all it has to be decided whether the lay-out shall be closed type or open type. The dosed

type lay-out is the old style whether office consists of several rooms for different departments.

The-open type lay-out is a modern technique where general office work is carried out in open

space as far as possible with chambers or cubicles for important executives or officers or for con-

fidential work.

Modern office buildings are planned in such a manner that open floor space is available and

small chambers are constructed with light partition materials. Open type of lay-out provides

better working conditions and easy supervision.

In the past there was no separate plan for office buildings. Any building was made suitable for

office work. A building consists of rooms and so departments are placed in different rooms.

Rooms do not allow much light or ventilation. Moreover, supervision becomes costly as almost

in each room a supervisor has to be engaged.

Special Considerations:

Lay-out envisages three things:

(1)The Placing of Departments:

Office is divided into two parts, General and Private. General or routine office work is to be

carried out in an open space and the private or confidential work in chambers.

(2) Allocation of Space to Departments:

Amount of space required by a department depends on the volume of work, the number of staff

and equipment to be used.

(3) Classification of Departments:

(a) There are some departments with which outsiders are mostly concerned like the Reception

and the Cash. These must be located near the entrance. The Reception Room must have adequate

and comfortable sitting accommodation with reading materials to pass out waiting time.

The room must be tastefully decorated. A trained receptionist must be there (generally he or she

is the telephone operator). The Cash Department must be near at hand but well-protected and

secured.

(b) There are some departments which are at the service of all the departments, for example, the

typists’ pool, the dispatch section, etc. Such departments shall be located conveniently,

accessible to all others. There may be sound-proof room for machines.

(c) There are departments only for the top management people. For example, the Board Room

where all meetings are to be held for decision-making. There may be a separate Conference

Room for holding seminars and group discussions.

(d) There are departments for non-official purpose. For example, the Canteen, the Recreation

Room, etc.

Principles:

The task of scientific and practical lay-out is a formidable one because the flow of work depends

on it.

(1) There must be sufficient ‘gangway’ or space for movement from one table to another, for

easy movement.

(2) The tables shall be so arranged that the successive steps for a’ completed work can be

followed in a straight way or in a circle or in a U-shape, avoiding all possible ‘doubling back’,

i.e. moving up and down a number of times on the same track unnecessarily.

(3) As far as possible the entire office or at least inter-related departments shall be located on the

same floor.

(4) There shall not be physical hazards causing obstructions or even accidents leading to injury.

For example, the sharp corners of a table shall not be exposed awkwardly or telephone or other

cables shall not be laid on the ground dangerously, etc.

(5) The floor space shall be free from partitions, columns, etc. as far as possible.

(6) There must be sufficient space around each worker.

Importance:

The importance of scientific lay-out can be judged by the following reasons:

(a) The efficiency of work done largely depends on the lay-outs.

(b) Economy can be enjoyed from the proper utilisation of space.

(c) There shall be greater and better intercommunication.

(d) There can be better utilisation of the equipment.

(e) The employees find the working conditions more favourable.

(f) There shall be better supervision and control.

Office Accommodation and Environment # Furniture and Fixtures:

Meaning:

Furniture and Fixtures are different things. According to Webster dictionary, ‘furniture’ means

“equipment that is necessary, useful, and desirable as movable articles used in making a room

ready for occupancy or use”.

Furniture, therefore, has the following characteristics:

(1) It is a kind of equipment.

(2) It is necessary.

(3) It is useful.

(4) It is desirable.

(5) It consists of movable articles.

(6) It makes space ready for use.

An office requires different kinds of equipment including furniture. Office furniture also satisfies

the characteristics of furniture. ‘Fixture’ means, according to the same dictionary, “something

that is fixed in place as a permanent appendage or structural part”. We find fixtures in the forms

of electrical fittings, carpets on the floors, shelves on the walls, a small projector fixed on the

table of a typist while transcribing a microfilm, etc.

From the definition we find the following characteristics of ‘fixture’:

(1) Something that is fixed in place.

(2) It is permanently fixed.

(3) It may be a part of a structure.

There is a great difference between furniture and fixtures. Furniture is moveable while fixture is

fixed. So an office requires both types of articles—furniture and fixtures. (The word ‘furniture’ is

used in a collective sense. It means a number of pieces of furniture. Same is true for the word

‘equipment’.)

Why are Furniture and Fixtures Used?

They are used for different reasons:

(1) For the usefulness or utility they have.

(2) Some fixtures are used for their appearance or artistic designs. Many kinds of wall

decorations are made in modern offices.

(3) They make the office looking more attractive.

(4) They make a big appeal to the employees and they get them motivated to work.

(5) Good and dignified furniture and fixtures enhance the goodwill of the office (and of the

organisation really).

Furniture and fixtures require much consideration before they are bought. It is to be seen how far

the above reasons are satisfied. They have very close connection with the lay-out.

Use and Importance:

Every office requires some furniture and fixtures. Furniture is indispensable to all offices, big or

small. In modern times, some furniture are converted into fixtures because some pieces of

furniture, like racks or shelves, even chairs or sitting accommodations are fixed to the walls.

A large amount of money is earmarked for furniture and fixtures at the time of planning for an

office organisation. Furniture and fixtures are considered as assets and provided with annual

depreciation. Every year there are repairs and replacements. Very often total overhauling is made

through renovation to make the look of the office more modern and stylish, and also for better

utility.

New designs are introduced in the market, using unconventional materials demanding greater

utility and economy. Colouring of furniture matching the colour of the walls adds much elegance

and gaiety to the office environment.

The number and varieties of furniture and fixtures used in an office depend on the

following factors:

(a) The nature and volume of activities of the organisation,

(b) The area of floor space utilised,

(c) The number of departments established,

(d) The number of the staff,

(e) The desirability felt by the management,

(f) The availability of the funds and the budget.

Normally the Following Types of Furniture are Used in an Office:

Tables, Chairs, Racks Almirahs, Stools, Filing Cabinets, Sofas (generally in the Reception

Room), different kinds of Stands for machines, Counters, Desks, Safes and Lockers, etc.

Furniture may be purchased from the market from the cabinet makers and furnishers or furniture

can be built according to requirement and measurement. Fixtures are mostly made according to

requirement and measurement. Electrical fittings and carpets are the common examples.

Classification of Furniture:

Furniture can be classified on the basis of different aspects: Use, people by whom the furniture

will be used, materials used for making it, quality, etc.

Accordingly, we can have the following classification:

(1) General Furniture:

Such furniture is meant for the general clerical staff for daily routine work. In the past such

furniture was made of wood but modern tendency is to use steel furniture. Durability is the key

factor for such furniture because of rough use.

Generally the desk shall contain not more than two drawers. The chairs shall be comfortable. The

height of the desk or table and the chair shall be of common standard (depending on the average

height of the people of the country).

It is better if the height is adjustable according to the height of the user. The surface area of the

table or desk depends on the nature of work. A ledger-keeper needs a big area. A typist does not

require a big area. The standard height, length and breadth of a desk are 28″, 48″ and 30″

respectively. The standard height and depth of a chair are 17″ and 15″ respectively and the

minimum distance between two arms is 19″.

A horse-shoe shaped typist’s table is a modern design so that materials can be kept all around.

The table or desk is preferably covered by rexine or linoleum to avoid spoiling of the top. Chairs

may be ‘saddle-topped’ (now-a-days foam is used for padding), high (for counters), revolving,

etc. A typist’s chair shall be without arms to avoid obstruction to moving hands.

Filing racks or modern filing cabinets are very common for clerical use. Vertical filing cabinets

with 4 to 6 shelves with a depth of 26″ are generally used. Combination cabinets with

arrangement for keeping the files, index cards as well as books are now-a-days getting popular.

(2) Special Furniture:

Special type of furniture is necessary to do special type of work. For example, a table for using

some particular machine.

(3) Built-in Furniture:

A further improvement in design of furniture is built-in furniture which is made according to the

requirement as well as for saving of space. Such a furniture may be collapsible and may be

pushed inside the wall or another piece of furniture. For example, a special drawer with a typist’s

table to accommodate the typewriter when the work is over.

(4) Executive Furniture:

Such furniture has special significance and the standard shall be of high order which adds

prestige to the office. The Board Room shall be equipped with such prestigious furniture. A big

organisation makes innovation in style and design of its executive furniture. Very often

renovation is done.

Normally there is no standardisation of size. But preferably an executive table shall be semi-

circular so that each of a group sitting in front of the executive are equidistant from him. The

surface area must be spacious with a glass top to hold various, articles including stationery,

telephone (there may be a number of instruments), Dictaphone, trays for incoming and outgoing

files, table light, etc. The chairs are ‘saddled’ ones and generally revolving. The Reception Room

also needs elegant and impressive furniture.

(5) Modular Furniture:

This is a revolutionary change in the world of furniture. Modular furniture is also known as

system furniture. The main purpose of such furniture is to provide greater desk area covering less

floor space. One set of furniture is interlocked with another set, so that the total frame becomes

smaller. One disadvantage is that clerks working together within the same frame may resort to

talking and thereby wasting time.

(6) Flexible and Interchangeable Furniture:

Interlocking of furniture may be made in such a manner that they may be unlocked and the parts

may be moved separately for separate use. The same base or pedestal can be used for different

pieces of furniture. This is called interchangeability.

Office Accommodation and Environment # Lighting:

Importance:

Office work is mostly concerned with reading and writing and so proper lighting is a

predominant factor for creating favourable working conditions. There must be adequate light but

no glare. Over-lighting and under-lighting both are bad because both cause strains on the eyes

and on the brain, hampering efficiency of work. Strain on the eyes causes irritation and on the

brain causes mental fatigue.

Proper lighting has some features:

(1) It shall be neither too strong nor too dim.

(2) It shall be diffused or spread evenly over all office space.

(3) There shall not be any glare or dazzle, directly or indirectly.

(4) No shadows shall be created on the table.

(5) The intensity of light shall have the right degree according to the nature of the work.

For example, complicated figure work needs more intensive light than preparing files. How

much intensity of light is required for what kind of work can be measured in terms of foot-

candles. Minimum 5 to 10 foot-candles for the gangway and maximum 50 foot-candles for

accounting work.

(6) The cost of installation, operating, and maintenance must be economic.

Types of lighting:

There are broadly speaking two types of lighting:

Natural and Artificial

(1) Natural light means the daylight. It depends on:

(a) The position of the office building. South and east facing buildings get more daylight than

north facing ones. West facing buildings get good daylight but also suffer from more heat during

the afternoon.

(b) The number of windows. Modern office buildings, made of concrete pillars, do not require

much wail and so the number of windows is greater. Modern windows (made of metals and

glass) allow more natural light and air and disallows sun’s rays and rain water.

(c) The colouring of the wall. Deep distempering absorbs daylight and reduces light.

(d) The number of partitions. Too many partitions obstruct light. Open type of office lay-out with

light partitions of less than ceiling height allow more light inside.

(e) The area of the floor space. If the floor space is big then areas away from the windows suffer

from less light.

(2) Artificial Light:

Artificial light is equally important with natural light in an office because throughout the office

hours natural light supply cannot be uniform. Work may be carried out in the evening time.

Natural light cannot be sufficient in cloudy days. If the floor space is big natural light cannot be

uniform at all corners. Extra light, directly focused on the papers, may be necessary in case of

doing intricate figure works. This is called individual desk lighting.

Therefore, as far as possible natural light is utilised, supplemented by artificial light as and when

necessary. (The artificial light has no certainty on account of load shedding. But the office may

have own generating set which is costly.)

Varieties of Artificial Lighting:

Artificial lighting can be done in many ways:

(1) General or Open Lighting:

Allowing the electric lamps to hang from the ceiling or fixing them on the walls, without using

shades. Light comes out from the bulbs and spread out to all directions. The open lamps are

visible and may cause glare or dazzle on the eyes.

Hanging lamps must be below or at the same level with the ceiling fans. If the lamps are above

the fans, shades of blades will be created on tables. For general or open type of lighting,

fluorescent tubes are preferable to incandescent lamps or bulbs because the tubes make better

diffusion of light and cause less glare. They can be fitted with various kinds of shades and

alcoves or screens to help better diffusion of light.

Tubes are also economic as the current consumption is comparatively less but initially the

installation cost is higher. Tubes are costly and so maintenance cost is high. Incandescent lamps

may be covered up by global shades by which light is reduced.

(2) Direct Lighting:

Under this system, the hanging lamps are fitted with opaque (through which light does not pass)

shades on the top of the lamp. As a result no light goes out towards the ceiling but light is

directly focused downward on the table. The ceiling remains dark but the floor is illuminated by

such direct lighting.

(3) Semi-Direct Lighting:

The shades, as in above, are of translucent (some light passes through it) type. As a result some

light goes out from the top, hits the ceiling and is reflected back on the table and the major part

of the light is directly focused on the table.

(4) Indirect Lighting:

Under this system the hanging lamps are covered by shades at the bottom which are opaque. The

entire light is thrown upward to the ceiling and then reflected back on the table. Both the ceiling

and the floor are illuminated. But the intensity of light on the floor is weak.

(5) Semi-Indirect Lighting:

The shades, as above, are of translucent type. As a result, some light passes through the shade

downward to the table but the major part of light moves upward to the ceiling and reflected back

on the table. The intensity of light on the floor is stronger.

(6) Concealed Lighting:

The lamps, either bulbs or tubes, are concealed and cannot be seen but the rays of light come out

to illuminate. It causes mellow light and is suitable in show houses or restaurants and not in

office as such.

Best Lighting:

It is difficult to say what shall be the best type of lighting. In the same office different types of

lighting are used for different types of work and at different areas. The amount of light depends

also on the number of the staff. More light is required for that department which has more

number of staff. One kind of lighting is often supplemented by another.

Windows are supplemented by sky-lights, natural lighting by artificial lighting, general lighting

by individual desk lighting. Intensity of light is adjusted by using colours on the walls (keeping

the ceiling white for better reflection) and different kinds of lamps or shades. When distempering

of walls is made, it has to be borne in mind that the colour should not be such which absorbs

light and does not allow reflection. Soft and cool colours are preferable.

Office Accommodation and Environment # Ventilation:

Importance:

Ventilation is a two-way traffic. It means a continuous flowing in of fresh air and moving out of

stale air. It is absolutely necessary in a work place like an office where a large number of persons

sit for a long time and work. If there is obstruction to ventilation then it causes strains on body

and mind, headache, fatigue, stuffiness etc. resulting into slowing down of work. Ventilation is

essential for physical and mental fitness.

How to Maintain it:

Allowing the stale air to move out of the office is not a big problem. Exhaust fans are installed

for the purpose if skylights are not enough. It is a big problem how to maintain incoming of fresh

air. Air also needs circulation inside the office. Too much blowing in of air causes irritation and

disturbance as papers are ruffled. Moreover, hot air in a hot country or cold air in cold country is

never welcome.

In a hot country windows and doors are shut and air-conditioning plant is used to suck in cool

and fresh air and at the same time bad and stale air is forced out. In a cold country air-

conditioning plant is not very useful. The fireplace with chimney, however, allows stale air to go

out. In a cold country windows and doors with double shutters or glass screens are used to shut

out drought or cold air.

Much space is allowed between the main entrance and the second entrance or the corridor.

Electric fans, blowers or air circulators and filters are used to draw in fresh natural air, to make it

dust-free through filters and to circulate it inside the office. Open type of office lay-out and

absence of too many partitions help better ventilation. Therefore, like lighting ventilation can

also be natural and artificial.

Office Accommodation and Environment # Temperature and Humidity:

Importance:

A proper level of and uniform temperature and humidity have to be maintained inside an office.

Fluctuation of temperature and humidity affects the efficiency of work. Too much hot or cold

atmosphere as well as too high or too low percentage of humidity in the air does not create

favourable physical atmosphere for efficient office work.

Artificial Devices:

There are various types of artificial devices to maintain standard levels of temperature and

humidity. In hot countries air-conditioning plant is installed or air-coolers are used while in a

cold country heating arrangements are made.

There are centrally-heated or air-conditioned buildings used by different occupants. Electric fans

are commonly used in all types of offices in hot countries. The temperature and humidity vary

seasonally and- accordingly adjustments have to be made. By using air-conditioning or room-

heating machines, the uniformity of the temperature, whether high or low can be maintained.

Office Accommodation and Environment # Freedom from Noise and Dust:

Importance:

Noise and dust create disturbance and irritation respectively. Noise is a strain on the mind while

dust is on the body. Dust is unhealthy too. An office, therefore, must be free from noise and dust.

Office work is primarily mental which needs concentration of mind which is disturbed by noise.

It leads to various kinds of mistakes and stoppage of work. And so both the quality and the

quantity of work suffer.

Noise may be continuous or sporadic or sudden. Continuous noise is not as harmful as people

become accustomed to it. Noise may be pleasant (of a tune) or unpleasant (horn of a motor car)

and both may be disturbing to work. Dust may be deposited on articles or may float in the air.

Both cause irritation and hamper flow of work.

Sources:

The sources of both, noise and dust, are internal and external.

(1) Internal:

Inside an office sound or noise may be caused in various ways like operation of machines (like a

typewriter, a duplicating machine, etc.). If there is decentralization of typing function, noise will

arise from all the corners of the office.

Noise is created by talking of the people to one another (and the topic may be connected with the

work or otherwise), by movement of furniture from one place to another, movement of the

people along the corridor or gangway or noise coming out of the shoes while walking, etc. Inside

an office dust may be accumulated on the furniture, fixtures, walls etc. because of lack of

cleaning arrangements and also non-use.

(2) External:

Noise, caused outside, may enter inside. This is mainly because of faulty selection of site. Noise

comes from the market, railway station, heavy-traffic roads, factories etc. Dust from outside also

come for more or less the same reasons. Dust may be blown in by storm.

Protection:

Protection from internal noise can be achieved in the following manners:

(a) By keeping the machines at one corner or in a separate sound-proof machine room.

(b) By using carpets or mattings or linoleums on the floor or by fixing rubber caps at the ‘feet’ of

all furniture.

(c) By having strict control and supervision over the staff by which noise out of talking can be

prevented.

If there is pressure of work, there is little time for gossip. External noise can be avoided by

making proper selection of site. Internal dust can be removed through proper arrangement of

cleaning, dusting, and maintenance as a whole. There are different kinds of cleaning machines

for keeping the floor clean. Carpets, etc., facilitate easy dusting and cleaning.

External dust can largely be avoided by making proper selection of site and by shutting the doors

and windows at appropriate time. Modern windows and doors are made of such designs which

prevent external noise and dust. Air-conditioning is also helpful as doors and windows are kept

closed.

Office Accommodation and Environment # Safety and Sanitary Arrangements:

Importance:

Safety and sanitation are completely different matters. The former is directly concerned with the

body while the latter is concerned with health. Arrangements for both are necessary in the

interest of the office and the office staff.

Safety:

Safety means careful and planned avoidance of accidents.

Accidents may occur on account of various reasons:

(a) A small accident by cuts or bruises owing to careless use of a knife or pulling of a piece of

furniture or instrument, etc. Such accidents may be avoided by being a little careful.

(b) Big injuries may occur owing to (i) a fall while climbing up to use upper shelves of a high

almirah or cabinet, or (ii) toppling down being obstructed by a trailing telephone cable on the

floor, or (iii) suffering from electric, shocks out of expose d wires, leaking switch or any

apparatus, etc.

All these can be avoided (i) by using ladders or (ii) by removing all hazards (Ref. 3.18), standing

in the way of proper lay-out or by keeping the switches off at proper time or constantly making

checks and repairs, etc.

For factories there are elaborate rules for safety measures but there are no such rules for offices.

But general precautions against fire are taken in every good office by providing fire

extinguishers. Fire policy is taken to be indemnified from fire loss.

Chances of catching fire in an office are great as the office consists of inflammable goods and

smoking inside the office is a common affair. Therefore, precautionary measures against fire are

essential. The office-manager’s duty is to keep First-Aid Box in the office for emergency.

Sanitation:

A large number of people, the members of the staff and outsiders, come to office daily, spend a

lot of time there and use the floor space, equipment, toilet etc. It is quite natural that dust and dirt

will pile up. Waste paper and other waste materials regularly accumulate.

All these create uncleanliness, and unhealthy conditions and infection of many types may spread.

It is, therefore, essential that regular cleaning of the office floor space using insecticides,

disinfectants, deodorizers etc. shall take place daily at regular intervals. There are agency houses

who take the responsibility of cleaning on contracts. Apart from the general cleaning of the

office premises, regular cleaning and dusting of office furniture, machines and appliances is also

necessary for their better maintenance and durability.

All the interior decoration will lose its glamour if there is no proper cleaning and maintenance.

Generally, a caretaker is appointed for every office whose duty is that the office is maintained

neat and clean. The walls must not be disfigured by hanging unnecessary calendars or pictures.

The notice boards must be cleaned regularly not allowing old and stale notices continuing to be

affixed.

Office Accommodation and Environment # Colour Conditioning:

Importance:

Different colours are used for the walls, partitions, furniture, screens, carpets or matting’s,

uniforms for the menial staff; etc. Colour has great physical and psychological effects. Effects

may be favourable and unfavorable. Colour may be pleasant, soothing, exciting, irritating,

absorbing, reflecting, impressive or unimpressive. Use of colour requires various considerations,

both physical and psychological.

Importance of colour can be well realised when we think about furniture and lighting. Different

colours should be used for different articles and for different purposes. Use of colour is

considered today a special branch of knowledge called “psychometrics’.

Colour Conditioning:

Colour can be used for developing motivation to work and thereby increasing productivity.

Pleasant colours rouse cheerfulness and willingness to work. A dull or repulsive colour may

depress the mind. A suitable colour reflects more light to make it congenial for efficient work.

Colour also has effect on warmth or temperature inside the office.

Inside the same office one may find different shades of colour in different departments—bright,

attractive, and pleasant colours in the Reception Room while sober colour in the Board Room,

reflective colour in the general office hall, durable colour in the canteen etc.

Colour shall be matching with the lighting arrangement. A combination of colours can be used,

as in the case of furniture. Now-a-days colorful sun-mica is used on table tops, wooden colour

steel is a fashion. There is no end of variety of colour used for curtains, screens, upholstery or

carpets and linoleum.

The combination of colours must be artistically and tastefully made. There shall not be loud

contrasts. Colour conditioning means use of colours most effectively so that the working people

are placed in a favourable psychological condition.

Module 2

Office automation refers to the varied computer machinery and software used to digitally create,

collect, store, manipulate, and relay office information needed for accomplishing basic

tasks. Raw data storage, electronic transfer, and the management of electronic business

information comprise the basic activities of an office automation system.[1]

Office automation

helps in optimizing or automating existing office procedures.

The backbone of office automation is a LAN, which allows users to transfer data, mail and even

voice across the network. All office functions, including dictation, typing, filing,

copying, fax, Telex, microfilm and records management, telephone and telephone switchboard

operations, fall into this category. Office automation was a popular term in the 1970s and 1980s

as the desktop computer exploded onto the scene.

Advantages are:

1. Office automation can get many tasks accomplished faster.

2. It eliminates the need for a large staff.

3. Less storage is required to store data.

4. Multiple people can update data simultaneously in the event of changes in schedule[2]

Features of Office Automation System:

Here are some of the basic and most attractive features that fall under the category of office

automation system. Keep reading to find out!

1. Reduces work load:

Installing an office automation system will definitely reduce the work load. It will help you

handle load easily and allow you to enjoy yourself at work. Those who have installed office

automation systems have only praised its benefits. It is known for lessening the work load burden

and ensures you are able to work at office in peace.1

2. Good at multitasking:

There are several kinds of customs which are needed to perform in every firm. The thing with

office automation system is that it can handle this custom of the firm in an easy manner. In fact,

it makes multi tasking much simpler and easy. From being able to open the entrance gate to

controlling temperatures inside offices, it will look after the processing steps along with the data

and entries along with a good amount of work load which will be handled by the system itself.

3. Boosts feasibility:

Feasibility always means being able to make practical decisions. Any work which doesn’t have

feasibility will remain in doubt. Office automation systems will always analyze the conformation

of work in every office. From time to time, you need to check the input as well as the output

which makes work much more acceptable so that managers are able to evaluate. Getting good

results or working on tasks can only happen when the results are feasible. Apart from that, taking

proper decisions could really help the managers handle a proper run among all competitors.

Feasibility of work is something which is needed to proceed and must be ensured within the

system.

4. Sustainability in office environment:

Every system should be capable of making the workforce work on things that are given to them.

That is how it will be able to confirm the sustainability and at the same time adapt themselves

to the environment of the office. In case the system is not all that popular and manageable, you

might end up seeing a crushing failure of the office’s lifestyle altogether. The failure of office

automation systems will deteriorate the harmony as well as the order of these tasks and lead to

drawbacks.

5. Proper advantages:

Competitive advantages are always considered as the plus point in every firm. A firm may only

begin to imagine handling and reigning over others only when it is able to increase the

competitive advantages in other places. The positivity of office automation systems will always

boost competitive advantage over the other firms which is not even needed. It will keep adding

to the prosperity of even more firms and get a much bigger assurance when it comes to surviving

in a market that is so competitive.

Advantages of Automated Systems:

1. Manipulation and storage of data:

Storage of data means saving all confidential and important documents and records related to

office. The office automation system also consists of handling data applications that are used for

handling and creating documents, images, spreadsheets and files. Several kinds of word

processing as well as desktop presentation packages are present which will allow in creating or

even editing any data. At the same time, you can also find a few dedicated applications which are

needed for images as well as spreadsheets.

2. Management of data:

Data management happens to be one of the best and biggest advantages that comes with office

automation systems. It offers several facilities such as managing of data and information that is

sorted. Big business organizations are able to monitor and even handle projects and activities that

are big inside the office by using an electronic management system. The program schedulers,

tickler systems as well as the reminder systems happen to be some of the main features that will

boost and empower your business and help you finish work without hassle.

3. Exchanging data:

Exchanging data that is stored or even manipulated happens to be quite an essential component

of the office automation system. It will help in sending files, exchanging any information or data

and use the method of electronic transfer application whenever the need arises. Throughout the

network connection, all information as well as data which includes presentations, text documents

and spreadsheets could be send within a couple of seconds only. By illustrating the nature of

these office automation systems, it will allow the employees to handle real time and boost the

productivity at the same time.

4. More accuracy:

The office automation system also guarantees more efficiency than any other machine. Once all

bugs have been removed from the program or the application, it could help you get more

accuracy in your daily businesses. The programs used in this are far more effective and reliable

and people who have made this in real. It also implements an advanced business automation

software which also reduces any signs of errors.

5. Saves more time and even more resources:

The office automation system will empower all businesses to all time and money both. It will

simplify all the complex tasks, help in getting a more dedicated and proper resource and will also

lead to a much bigger amount with time. An example can be used to explain this. When you

introduce much bigger and better computer technologies along with communications, businesses

nowadays have been restricted to any geographical limitations. It can help in saving both money

and time and the costs that people usually spend on travelling. The digital storage is also an

essential feature that will reduce the need of preserving all hard copies.

6. Reduces all costs:

Since most business processes have now been automated, you don’t have to invest that much on

hiring any new resources or even taking care of any of these tasks which can be executed easily

by using the system of office automation. Like we all know, time saved is equal to money saved

and the business enterprise could also save a lot by automating several business processes. By

saving the entire expenditure as well as investment on other resources, the profit margins shall

definitely see an improvement.

Disadvantages of Office Automation System:1

Office automation systems are quite expensive when you first begin to invest in the office

automation software as well as equipment. A professional office suite or machine which can do

so many things such as scanning, binding documents and duplicating them has to cost you some

money. Employers who have worked for years might not use this function. They are aware of the

old and manual methods which are difficult to adjust. This may also need some training that is

time consuming. In any case, if the automation system doesn’t function all that well, power will

be interrupted. You will not be able to find any manual method on a regular basis and that could

add more to the disadvantage.

A Guideline you Must Remember about Office Automation Systems:

When you are implementing any office automation, you don’t have to begin by buying the

software or equipment and then try to match it with your business. You should focus on the tasks

you would like to automate. After that, search for the budget inside the systems that can perform

and work very easily. Most importantly, you should consider a lease or even a rental instead of a

purchase. It will help you to try out the office automation system in a temporary manner without

any hassle. It should help you understand office automations as well.

5 Things you must know about office automation systems:

Before we end the article, here are five things we believe you must know about office

automation systems.

1. Check whether it suits your needs:

When you are choosing an automated office systems for your office, you should first take a

quick look before purchasing. See if it suits your needs, check whether it can create those

processes just like you want etc. A good automation system should not only just determine and

check operations and their flow but also make sure your system is working properly. You should

always search for those systems that will design the flow of work just like it would do inside

your office.

2. Access controls:

With office automation systems, you get one benefit that you will not find anywhere. You will

surely get access privileges inside your office just like every person belonging to the

organization would get. You should always look for such office automation systems that will

permit in defining the access privileges with the flow of perceptions at the same time. In short, it

helps in defining access controls too.

3. Having workflows that are strapped with approval:

Do you think it is possible to be able to finish the process without any kind of approval? There

are plenty of process that one needs to go through. Therefore it is important and imperative to

have a proper system of office automation that will allow you to create a much better structure

and process of approval along the business operations and their lines.

4. Lets you access whenever you want:

When you have an office automation system, you will be able to use it whenever and wherever

you want. You also have the right to wait and boost the flow of such operations and even choose

any office automation system that is cloud based and would allow the approver to access it from

anywhere and everywhere you want. All you have to do is go cloud.

5. Helps with current solutions:

The office automation system also helps with softwares that are used in all organizations. When

you choose an office automation solution system, you will be able to integrate the software tools

which are used inside these organizations. You can keep yourself safe from transferring the data

from one part of the system to the other. Also you should remember to manage the office

accounts, payrolls as well leaving management systems in one place.