PRDV008: Preparing and Delivering Presentations

The main purpose of an office environment is to support its occupants in performing their job at minimum cost and with maximum satisfaction.

Learning Objectives

Identify types and functions of physical spaces that organizations use to control information, work processes, and social interactions

Key Takeaways

Key Points

• Effective communication among team members and others requires a physical environment that facilitates interaction.
• There are three types of office spaces, each with distinct purposes and functions: work spaces, meeting spaces, and support spaces.
• Decisions about the physical environment shape information flow, work processes, and social interactions.

Key Terms

• accommodate: To render fit, suitable, or correspondent; to adapt; to conform.
• cubicle: A small separate part or one of the compartments of a room.

The main purpose of an office environment is to support its occupants in performing their job, preferably at minimum cost and with maximum satisfaction. In most organizations, work is accomplished by teams of people. Effective communication among team members and others requires a physical environment that facilitates interaction so individuals can coordinate activities, discuss and plan tasks, and manage interpersonal relationships effectively and efficiently. For this reason, the design of work spaces can be an important element in organizational performance.

A more open physical space can encourage casual communication since people work in close proximity with few barriers between them. Creating clear lines of sight and facilitating easy access make it easier for individuals to know who is present and available for interaction and to engage with them as needed. On the other hand, more private spaces, such as offices with doors, can create a more formal climate that distinguished between roles and status. Highly desirable corner offices occupied by an executive are an example. Individual offices can also preserve confidentiality and discretion as needed, which is especially useful for meetings between managers and their team members or when personnel matters are discussed.

Work places are typically divided into three physical areas: work spaces, meeting spaces, and support spaces. Each has it distinct function and purpose. The design of an organization's physical environment requires a series of decisions about how the spaces will be used, by whom, and under what circumstances. Together, these choices can shape the flow of information, work processes, and interpersonal relationships.

Office space: Organizing physical space according to the functional needs of the work can improve employee communication and satisfaction.

Work Spaces

Work spaces in an office are typically used for conventional office activities such as reading, writing, and computer work. There are nine generic types of work space, each supporting different activities. These include:

• Open office – An open space for more than ten people, suitable for activities that demand frequent communication or routine activities needing relatively little concentration
• Team space – A semi-enclosed space for two to eight people, suitable for teamwork that demands frequent internal communication and a medium level of concentration
• Cubicle – A semi-enclosed space for one person, suitable for activities that demand medium concentration and medium interaction
• Private office – An enclosed space for one person, suitable for activities that are confidential, demand a lot of concentration, or include many small meetings
• Shared office – An enclosed space for two or three people, suitable for semi-concentrated work and collaborative work in small groups
• Team room – An enclosed space for four to ten people, suitable for teamwork that may be confidential and demands frequent internal communication
• Study booth – An enclosed space for one person, suitable for short-term activities that demand concentration or confidentiality
• Work lounge – A lounge-like space for two to six people, suitable for short-term activities that demand collaboration and allow impromptu interaction
• Touch down – An open space for one person, suitable for short-term activities that require little concentration and low interaction

Meeting Spaces

Meeting spaces are also an important facet to consider when improving and building work places. Following are some types of meeting spaces:

• Small meeting room – An enclosed space for two to four persons, suitable for both formal and informal interaction
• Large meeting room – An enclosed space for five to twelve people, suitable for formal interaction
• Small meeting space – An open or semi-open space for two to four persons, suitable for short, informal interaction
• Large meeting space – An open or semi-open space for five to twelve people, suitable for short, informal interaction
• Brainstorm room – An enclosed space for five to twelve people, suitable for brainstorming sessions and workshops
• Meeting point – An open area for two to four persons such as a sitting area, suitable for ad hoc, informal meetings

Support Spaces

Support spaces in an office are typically used for secondary activities such as filing documents or taking a break. There are twelve generic types of support space, each supporting different activities. These include:

• Filing space – An open or enclosed space for storing frequently used files and documents
• Storage space – An open or enclosed space for storing commonly used office supplies
• Print and copy area – An open or enclosed space with facilities for printing, scanning, and copying
• Mail area – An open or semi-open space where employees can pick up or deliver mail or packages
• Pantry area – An open or enclosed space where people can get coffee and tea as well as soft drinks and snacks
• Break area – A semi-open or enclosed space where employees can take a break from their work
• Locker area – An open or semi-open space where employees can store their personal belongings
• Library – A semi-open or enclosed space for reading and storing books, journals, and magazines
• Games room – An enclosed space where employees can interact in recreational activities (for example, video games or ping-pong) during breaks from work
• Waiting area – An open or semi-open space where visitors can be received and can wait for their appointment
• Circulation space – Space which is required for circulation on office floors, linking all major functions