Part of the Organizing function of management Work Space Planning Part of the Organizing function of management

Work Space Planning Organizing and managing space Includes arranging work space so that procedures can be accomplished efficiently Creating a comfortable and productive work area

Things to consider: Work flow Traffic patterns Functions performed in the work space Need for confidentiality Shift workers sharing work space Flexibility for the future Personal needs Safety needs Social needs Esthetics

Work Flow The most important consideration in planning an office layout Well designed work flow is critical to achieving optimal efficiency and productivity Considerations Smooth transition from one task to another Little duplication of effort

Traffic Patterns Consider both employees and visitors Location of entrances Look at teams and work groups Employees should be close to the equipment and materials that they use most often Employees who work together should be in close proximity to one another for ease in communication Supervisors close to the staff they supervise

Traffic Patterns Trip Frequency Chart Look at employees who move around often and have to leave the area If the chart shows much movement between two groups, those employees should be located next to each other Helps decide which functions should be close to one another See example in your assigned reading this week.

Functions Performed Reception area Attractive, neat, uncluttered Out of the way of the work flow Functions that create a lot of noise or activity vs. functions that need quiet Transcription Coding Doctor’s chart completion/dictation area Functions that are related should be located close together

Need for Confidentiality Controlled access For example, the file room Privacy for conversations Privacy for dictation/transcription Fax machine Computer screens

Shift Workers Shift workers often share a desk with the person who works the shift before or after them Consider personal space needs Personal drawer, lockable Own bulletin board, etc. Adjustable chair and other equipment Each employee can adjust to fit as needed

Flexibility Modular furniture Partitions, cubbies, instead of permanent walls Power strips and outlet locations

Personal Needs Territoriality We are creatures of habit We want to have the ability to control the areas where we work Privacy Age Medical conditions/disabilities

Safety Needs Fire extinguishers Step stools, non-slip surfaces Wheeled carts Counters to lay things on

Social Needs Positive environment Motivates people, fewer sick days and increased productivity Team approach Work stations in clusters enable employees to easily ask questions and discuss their work Social opportunities

Esthetics Color Lighting Temperature Auditory impacts Sound conditioning, soundproofing What do you think about music?

Effective Space Planning Has the following characteristics: Keeps costs to a minimum Contributes to the quality of the work Contributes to employee satisfaction Contributes to services provided by the department

Space Need Can Change Space and layout should be reevaluated periodically to determine any needs for changing the layout

Ergonomics The science concerned with the relationship of people to their work environment Good ergonomics helps to prevent injury Affects performance and morale Considers the following: Adjustability of furniture Breaks and changes in jobs with repetition Equipment and tools within reach

Poor Ergonomics Can result in cumulative trauma disorders and repetitive strain (or stress) injuries CTD: cumulative trauma disorders RSI: repetitive stress injuries Common injuries or disorders Carpal tunnel syndrome Upper back and neck strain Eyestrain

Ergonomic Management Education of staff Hourly stretch and eyestrain breaks Simple and inexpensive equipment modifications

Recommended Activity Perform a Web search to find out more information about ergonomics This will also help you to successfully complete this week’s Professional Practice Activity