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.

Copyright 2004, RAN ONE Inc. All rights reserved. Reprinted with permission from www.ranone.com.