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The Workable Office
The modern office is full of
equipment that is intended to make the most of our human capital. The
computing power of the devices found in most small businesses is likely
to exceed that used to get man to the moon, but not every office is set
up in such a way that enables these valuable resources to be used
effectively.
A workable office is set up and
equipped to help people do their jobs. Its layout and its systems
increase productivity and help things run smoothly. Because the
selection of equipment and the systems in use have evolved over time in
most offices there’s usually a lot that can be done to improve
conditions for those who work in them.
Think back to the first facsimile machine you encountered. Chances are
it shared a telephone line with a standard phone in the office. When the
fax was in use the phone couldn’t be used for making or receiving calls.
This wasn’t a problem when faxes numbered only one or two a day, but
once the volume of faxes increased a dedicated line for the facsimile
machine was required.
The contemporary equivalent of this situation relates to Internet
access. If a PC is only used for occasional dial-up access it can share
a phone line with minimal disruptive consequences. But if the PC is
frequently used to access the internet it should really be given its own
telephone line. Better still is to have a broadband Internet connection
that has no telephone line conflicts.
Start by going through each item of equipment in use and consider its
impact on people. Look at everything in your office from computers to
photocopiers and anything else that plugs in to a source of electricity.
If it’s noisy, can it disturb people trying to get their work done? If
it’s heat-producing is it located where it can contribute to someone’s
discomfort? If it’s bright does it interfere with peoples’ monitors?
Most businesses today have a PC or at least a monitor on every desk.
This often raises issues of lighting. Light sources that are too bright
can cause unwanted reflections from computer screens and in turn reduce
the comfort of operators. Check out all the lighting to detect and
correct any problems.
Next consider the effect of one piece of equipment on other pieces.
Having too many heat-producing items clustered in one area can cause
overheating and failure of sensitive computer components as well as
giving your air conditioning system a ‘hot spot’ to deal with. Some
items are best kept separate from people and other equipment.
Various pieces of equipment can have conflicts with others in the
office, especially if they share the same power outlet. This problem can
often be solved by simply changing the source of the power to a
different circuit, although sometimes an additional electrical circuit
will need to be added.
Electronic conflicts are another possible source of problems. The
microwave oven in the office kitchenette can emit radiation that
interferes with computers and even wireless communication devices in its
vicinity.
Another potential conflict is in the variety of software programs used
within an office. For maximum productivity it’s essential to have every
computer equipped with the same software, even down to the same versions
of a commonly-used program like Microsoft Word or PowerPoint.
File-sharing throughout the workplace should always be possible.
Analyze the pathways people take to use office equipment and return to
their desks. Are there bottlenecks that could be eliminated by moving
either the equipment or the desks? Do people have to walk around
equipment that could be located against a wall instead?
Look for delays caused by people waiting for access to office equipment.
In a graphics-intensive environment one scanner may be insufficient and
it can become a cause of unproductive delays. It can also be a problem
if people have to walk too far to access equipment they use frequently.
The reducing costs of technology mean it’s often better to duplicate a
piece of equipment rather than allow it to waste people’s time.
Now is a good time to look around your office and see where points of
conflict exist. Identify equipment conflicts and places where your team
has to compete for available resources so you can find ways to eliminate
these barriers to productivity.
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