Introduction
The basic practice before starting a project is having a preparatory work related to the project proposal. The preparatory work needs attention same with the attention given to the actual acquisition of the proposal. Creating a preparatory work must foresee the effects of possible failure that should be intentionally mitigated. It also includes the assumptions of problems upon performing of the certain action.
Before starting the project, the initialization of the causes and effects of such project must be determined well. The work starts from the communication with the clients, then making solutions and giving ideas suitable to the problem. Find the capacity of the place intentionally for redefining and available resources. With the ideas created from constant brainstorming from the group or asking the people’s own ideas, the better answer can arise.
The importance of the preparatory work is not only by forecasting the worst event that may happen in the project but also measuring the capability of the project to suffice the task. Many introductory are promising but eventually failed in the middle of the construction and there are many reasons behind those failures. The preparatory sometimes involve the dry-run process to check the readiness of each cast in the work. The over-flowing of ideas should not let it spill and waste, because at some point, there are many chances that those unconvincing ideas will soon fit the missing part of project puzzle. Being prepared is a well-endowed step before creating a difference, assuming the worst and plunging to the risk.
Contents
To support the arguments upon defining a hospitable facility of an office, the ideas of Kramer (2008) were set in the view of maximizing efficiency in the office.
Two Critical Components for the Office Layout
Proximity patterns: A necessary consideration is employees who require frequent contact with one another. Despite the ubiquity of telephone and email communication, face-to-face contact should still be convenient, especially for employees who work closely with one another. These employees’ workstations should be placed in close proximity, while still providing privacy.
Traffic flow: Not only should main entrances and exits be easily accessible, but the path should also be clear to places like the break room or copy machines. Maintaining direct—and wide—walkways to these areas reduces time wasted in wandering though a cubicle maze.
Configuring Task-Specific Workstations
Different employees will have specific workspace requirements. Computer programmers, for instance, would probably need numerous electrical outlets in handy locations, while administrative personnel might want conveniently located file cabinets.
Lighting: People who primarily read from a computer screen need dimmer lighting than those who mostly read from hard copy, so lighting should be chosen accordingly.
Technological needs: Employees who use laptops will need different accommodations than those who use desktops. Furthermore, employees who do significant amounts of reading from a computer screen need to rest their eyes frequently by focusing on something in the distance; they will need an opportunity for that within easy sight of their computer workstations.
Workspace usage: Desk space should be configured for functionality, with areas available for different kinds of tasks. For instance, computer programmers who often do pair programming should have desk or counter space long enough to host two computers side by side.
Tailoring Workstations to Each Employee
Even people who do the same job have different needs. Ergonomics comes into play here: each workstation should be adjustable to fit the physical needs of the individual employee. This does not mean ordering a different style of office chair for each employee. Instead, it is preferable to order workstation components that are adjustable, to fit any employee’s physical requirements.
Chairs: All components of the chair should be adjustable, from the height to the armrests. A properly fitted chair encourages proper posture, a key factor not only in injury prevention, but also in maximizing productivity.
Work surface height: Along with the height of the chair, that of the desk is also important. Adjustable tables work well for employees who complete a wide variety of tasks. Desk risers are an economical alternative to replacing a desk.
Office accessories: Adjustable keyboard trays, monitor risers, and footrests, may be necessary to adapt the workstation for injury prevention.
Although it may seem more cost effective simply to purchase generic cubicles and workstations in bulk for all employees, customizing the layout and workstations of the office will ultimately improve productivity and employee satisfaction.
Kramer (2008) added the Three Simple Steps to a Green Office to reduce even in a little way the pressure in the office.
Keeping the environment in mind at the office is not just socially responsible; it can also save money. In addition to tax breaks, environmentally conscious businesses also enjoy savings in their electricity bills and supply costs.
1. Cut electricity usage. Skip the “sleep” at night. Instead of leaving computers, monitors, and even copy machines on stand-by at night, consider using a smart power strip. These have a switch, allowing you to turn off everything all at once. Unplug items like scanners and printers that may be used only occasionally. They draw power even when they are off.
Put motion detectors in rooms that are used sporadically, such as restrooms, conference rooms, and break rooms. Lights will then cut off automatically when the room is not in use. Install a programmable thermostat for the office. Set the temperature higher for overnight and weekends.
2. Select green office products. From office chairs to light bulbs, a wide variety of furniture and supplies are now readily available.
Look for computer and printer paper that contains a high percentage of post-consumer waste. Even recycled paper requires a significant quantity of energy to produce, so make double-sided copies whenever possible. Create lower light levels for employees who spend significant time on the computer. The lower light creates a greater contrast with the monitor, making it easier to read the screen. Choose compact fluorescent light bulbs instead of incandescent ones. And open the blinds: natural light is free, and it has been consistently proven to improve employee productivity and satisfaction. Select low-VOC paints, furniture, and carpet. These products not only require less energy to manufacture, but they also emit fewer chemicals into the air, so employees are less likely to get ill. Companies such as Human scale and Izzydesign specialize in environmentally friendly office furniture.
3. Reduce the commute. Offer incentives, such as preferential parking or transportation reimbursement, for employees who carpool or use public transit. Provide bicycle racks close to the front of the building, to encourage bike riding. Employees may opt to work four ten-hour days, instead of five eight-hour days, which means they have to drive to and from work less each week. Make telecommuting an option, even if only one day per week. This is the most environmentally friendly option, as it reduces the commute entirely.
An article pointing out the efficiency with class is the best idea inside an office. Inspired by US TV’s “Mad Men,” some companies are ditching the cubicle and embracing swanky office design. One unexpected benefit: increased productivity, Lester (n.d.) compiled the interviews from many professional designers and uplifting the modern office looks that goes with professionalism.
“Maximizing the design of your office is sometimes not the most obvious process,” explains John Gidding, an architect.
The Desk: The hubs of any executive workspace are the desk. As your base of operation, it should be designed for maximum performance and comfort. “The technology and man-hours means the price tag is quite high, but the effect is dramatic,” Gidding notes.
Vision is critical to executive success, so do your eyes a favor and find the right desk lamp. The most versatile fixtures should provide direct task lighting to illuminate your keyboard or papers, as well as softer, ambient light.
The Decor / A note on walls: avoid corporate white. “You don’t need to splash the walls red,” Bromstad says. But using dove grey, sage green, taupe or even pale blue will make your space more comfortable.
Rather than displaying awards and diplomas, find some art that speaks to you. Make it an original work, and resist the temptation to display a portrait of you glad-handing an alderman. Scope out local galleries and antique stores, and try to avoid anything controversial or offensive (nudes or religious figures, for instance). “Artwork and sculpture should inspire,” says Melissa Galt, owner of Melissa Galt Interiors in Atlanta.
Meetings: Think about how you want to interact with visitors, and how you’d like to seat them. If you’ll be meeting them primarily at your desk—or you want to maintain your distance—place two or three chairs facing your work space.
Bottom Line: You don’t have to spend mad money to design a more effective work space (though it does help). The trick is to give some real thought to your surroundings.
Feasibility
Picking a good office location needs a lot study. The road to it should be accessible to all. But aside from the convenience that it should have, it is important to know the details regarding that place.
According to the city office via online search, there are many things that a company should consider first to have plenty of advantages. And they are enumerated:
Taking Advantage of Tax Breaks
Take into consideration whether the area offers any special tax breaks to businesses or not. These tax breaks can be quite welcome to a business that is just starting out and is counting on every dollar. When choosing to establish an office in one of these special areas, however, you need to weigh the pros and cons. While you may be getting a break on your taxes, the area may be inconveniently located for you and for your customers. This will serve as a major roadblock to the success of your business. On the other hand, the area may be up and coming and, though it may not be the ideal location now, it will be soon and you will be glad that you got in on it early.
Convenience for You and the Market
Obviously, you will not want to select an office location that is located quite a distance away from your home. If you are having to travel an hour to and an hour back from your office, you will be wasting a great deal of your time. In addition, with the high cost of gas, you will be burning into your profits each time you go to the office.
The most important factor to consider when selecting an office location is your customers. If you select a location that is difficult for your customers to get to, they will be less likely to seek you out. This is particularly true if you have a competitor that is located in a better spot. Unless you offer goods or services that far surpass that of your competition, your customers will choose the easier location each time. Don't expect people to hunt you down or drive further just to purchase your goods or to use your services. Choose an office location that is easy to get to and your business will have a far greater chance of being a success.
Operation
The newly diverted office promotes productivity because of the ease operation in the hands of the employees. The good ambience and the execution of their work will take as an extra credit upon performing well. The management will definitely notice this kind of change inside the office and the ambience will be inviting. It is true that the employees can be more efficient if they can transact with the other office-mates by not jumping to the other floor.
Financial
Acquiring a good office is expensive as it may seem. But its effectiveness will promote good way in terms of productivity. There are many financial offices or financing programs available for that company who are planning to set up a business and even to those who are just starting to create business. Usually, there are many requirements needed and the tycoon must know his own capability to pay such expense. The ranges of expenses differentiate to the type of commercialism the company owes to create. But most of them have the extra idea or rather; extend their resources like leasing an office that is already fully furnished. However, there are many instances that the company will choose to own a place of the office for it is additional to the company’s asset. Sooner or later, the positive outcome will be realize by the means of revenue came from a good service given by the office.
Business Plan
The arrangement of the employees table is ideally according to the flow of production. Like the example in a printing press. The first row of tables belongs to the writers, after the drafts were checked by the editor, the next comes in. The printing process starts to make the output and gone through a stripper. After the series of successful printing, the dispatching station carried the load and delivers the finished materials to the buyers. The example shows a detailed process of transmitting work to the other employees in a way that sometimes happens in a rush.
There is always a room for a project development especially when the population of the office increases. The detailed design specification still depends on how large the area is available to occupy. In terms of hospitability with the client, the office will exude the best of what they have. The Product manager pushes the Product team by a follow up of a project came from the client’s consent. And the Product team generally asks for the procurement of materials in need.
Conclusion
Starting a business with a use of an office is a basic necessity. An employee that is currently working in this specified facility is a great feeling especially when it promotes productivity. A client that feels the office’s hospitality will definitely give him/her the confidence that the office is giving the client a proper treatment and importance. The client is an important player for keeping the company alive and making the office keeps running. Most clients feel the assurance from the time they enter an office bearing a nice ambience.
References
Kramer, A. (2008). Redesigning an Office Space to Maximize Efficiency [Online] Available at: http://www.askergoworks.com/news/11/ [ Accessed 21 July 2009].
Kramer, A. (2008). 3 Simple Steps to a Green Office [Online] Available at: http://www.askergoworks.com/news/11/ [ Accessed 21 July 2009].
Lester, M. (n.d.). Office Space. Hemisphere Magazine [Online] Available at: http://www.hemispheresmagazine.com/2009/03/01/office-space/ [Accessed 21 July 2009].
Picking a Good Office Location. City Office [Online] Available at: http://www.yourcityoffice.com/articles/picking-good-office-location.php [Accessed 21 July 2009].
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