Essay Martiny - Báo Cáo Học.pdf

Table 1: Martiny Contributions evaluation Team evaluation Notes Lecturer evaluation Võ Tr ần Thiên Nguyễn Đăng meeting Nguy ễn Xuân Ng ọc Case Study Law Library + Conference room

UNIVERSITY OF ECONOMICS AND FINANCE

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Leturer: Nguy ễn Trần Duyên Phú, MBA Subject: Administrative Office Management Class A1E

Martiny

Lê Minh Qu ốc Việt

Mai Ng ọc Hương Lan

Nguy ễn Xuân Ngọc

Võ Tr ần Thiên Kim

Lê Thanh Phúc

Nguy ễn Đăng Huy

CONTENTS

Contents

I Mini Case 1

1 Introduction 1

2 Definition 1

3 Factors to be considered in determining whether landscape design is feasible 2

4 Benefits of landscaping design 3

II Case Study 5

1 Overview 5

2 Reception Area 7

3 Law library 8

4 Conference Room 9

5 Attorney Office 10

6 Employees Office Area 12

7 Conclusion 14

Table 1: Martiny Contributions

evaluation

Team evaluation Notes

Lecturer evaluation

Võ Tr ần Thiên

Nguyễn Đăng

meeting Nguy ễn Xuân

Ng ọc Case Study (Law Library + Conference room) 100%

Mai Ng ọc

Lê Minh Qu ốc

Việt Leader (Employees Area) – Case Study 100%

TOPIC: OFFICE LAYOUT

I Mini Case

1 Introduction

The building of Donovan insurance company was built 17 years ago, this building is designed in a traditional office style, so there is almost no open space The company's board of directors recently approved an extensive remodeling project, and upgrading the facilities Before any decisions were made on the new layout, the vice president, who was in charge of coordinating the renovation project, asked the administrative office manager to prepare a report to determine if the whether it is feasible or not Content requirements in the report:

1 Identify factors to consider to determine if landscape design is feasible

2 Present the benefits that landscape design brings if it is used in new layout design

2 Definition

- Landscaping layout: Today, landscape design is not just about

designing spaces and trees It is also seen by office designers as a combination of open office design and surroundings An open space offers flexibility Consists of a large open room or open area, without walls or partitions + Employees from different departments working in the same area

3 Factors to be considered in determining whether landscape design is feasible

Factor 1: Privacy and Security

- For Enterprises: Open office design does not have much private space,

so confidential information is easily leaked and disclosed to the outside

- For employees: Working under constant supervision and monitoring will make employees feel more pressured Besides, your computer screen will always be seen by others at any time

Factor 2: Job Performance

- Open office, must work in a common space with other employees, so it

is inevitable that noises such as voices, phone calls, etc make employees lose focus Needing quietness at work will distract and reduce work efficiency

Factor 3: Communication

- Facilitate communication for employees: Employees easily interact with each other, capture information faster, improve co-worker relationships When you want to exchange work directly with other departments, you don't have to spend a lot of time commuting

Factor 4: Maintenance costs and Future expansion

For Businesses:

Due to not building many separate departments, the large space should be used as an office area

Minimizing the cost of purchasing office furniture and equipment: Office equipment can be shared in a large space, thereby reducing procurement costs for separate departments

Easy restructuring: Enterprises can adjust the location, working area, and restructure the office depending on the purpose This ensures employees always have a suitable workspace when there is a change of personnel or other issues

Factor 5: Work management and supervision

When designing an open office It is necessary to consider the element of employee supervision by managers, an open working area for employees will promote communication and information exchange But it can also make employees lose focus, talk privately, and reduce work efficiency Therefore, it is necessary to consider designing an open area for convenience, so that managers can easily monitor whether their employees are focused on work or not

4 Benefits of landscaping design

* For staff

- Purify the air, choose the fresh air again

- Reduce the risk of office diseases

- Easy collab: The employees easily interact, exchange information,

receive advice from each other, improve the feelings of colleagues

- Flexible: Shorten time and capacity to switch between employees and

departments when needing to change The under the level of the used for

the general is not gina, employees can easily change

with manager

- Promote development and creativity: Clean, airy working

environment gives many ideas, good ideas for design and project

- Goodness: Employees are exposed to a lot of natural light and natural

air, so it's good for health and comfortable working spirit

For business:

- Save cost, build time: Remove or minimize the number of walls,

partitions, separate rooms

- Save cost of furniture, equipment: Do Reduce the private room, using

the general time

- Easy Refactoring: Open office is easy to adjust, transform, upgrade,

expand, restructure, and rearrange business goals Therefore, it should be

flexible, in line with the needs of human resources to grow in number

- Supervising and managing employees: Leaders and managers can

monitor infections about working time, working status, rest, going out

- Enhancing the business brand in the eyes of customers: Incorporating

the landscape into the office creates an environment-friendly, close but no less modern, polite Be more sympathetic to the business Thanks for the professionalism as well as the progress, resulting in faster impact, investment decisions

II Case Study

1 Overview

The legal consulting center of two lawyers Tom Gaffey and Peter Finney

is about to have a new lawyer So one needs to move to a new location They rented a 27th floor of a building, it was 74 x 64 feet, which was a windowless space Which the design team needed to design for an area of

54 x 64 feet They have the following requirements

* The team needs to design a space for

- 3 attorneys

- 2 legal secretaries

- 1 typist

- 1 receptionist

- 1 law clerk

* Determine the right size for the following areas

- Reception area

- Conference room

- Attorney office (3 lawyers)

- Law library / law clerk work area

In addition, it is necessary to define the design for the working area of 2 legal secretaries and 1 typist According to the design method "Open area"

or "Around fixed area" Or is it a combination of these two methods ?

* Furniture and equipment include the following items:

7 desks and desk chairs

24 four - drawer document cabinets

17 four-shelf bookcases (one for each attorney and the rest to be housed

in the law library where the law clerk has his office)

4 sofas (one for each lawyer and one in the reception area)

18 upholstered chairs (four for each law office and six for the reception area)

3 small round meeting tables (one for each lawyer)

1 meeting table and 8 chairs

1 table and 4 chairs in the law library

1 photocopier

Figure 2.1: Model of the office space shown in 2D

2 Reception Area

The reception area is designed in an open space style (…) The area is also equipped with 6 wooden chairs and 1 sofa used for customers to come to wait for work or need advice

- The front desk is located at the main entrance of the office, this will also

be the place where most of the receptionist's working time is occupied The reason this area is located in such a position is because the reception functions as a face of the company in welcoming, supporting customers,

or partners In addition, placing the reception area at the entrance will help the receptionist to observe all situations, capture information in the office, thereby providing the manager with the necessary information to understand the situation in the office

- For furniture used for this area In addition to the reception desk, which

is the working place of the receptionist, this area is also arranged with a large sofa and 6 wooden chairs, allowing customers or partners to rest while waiting or working in the office Besides, since this area is the face

of the company, it will also have other furniture for decoration such as paintings, photos, wallpaper in a classic, luxurious style The purpose of these furniture is to create an artistic, elegant space for the face of the company It helps the front desk staff when working in such an area, will also increase their confidence when communicating with customers

3 Law library

Figure 2.2: Law library 3D

Reading is always a useful activity of great significance for each person

in the process of forming and absorbing knowledge And when it comes

to books, people immediately think of libraries And in our law office there is also a law library

- This area is located right next to the reception area, This is also the workplace of the law clerk, who will be responsible for managing issues

in the library such as preservation, control, inspection, document storage,

as well as support for those in the office who need to find books related

to law to serve their work… The library area has a total area of 46 m2, the library is located in the center office, because the library is the center of the office a place to store many books and documents representing knowledge Therefore, the location of the library here is likened to the brain of the company, located in a convenient position that anyone in the office from employees, or customers can easily use

- Although the location of the library is located in the center of the office, there are places with a lot of noise such as conference rooms, reception areas, places where people often talk and communicate In order to ensure privacy and quiet for people in the library room, they can focus on reading books without being affected by ambient noise Then we decided

to use soundproof wall material, to prevent outside noise

- Furniture is arranged inside the library including 1 table, 4 chairs (this area is where people can sit and read books and study documents) and 14 bookcases with 4 shelves, these shelves will be arranged around the 4 corners of the room The room makes viewers feel like entering a knowledge paradise, with only 14 bookcases that contain a whole sky of legal knowledge for everyone law clerk, this employee will be arranged with a desk in the corner of the room, where this employee can observe the entire room, in addition, there will be 2 file cabinets placed on either side of the secretary's working position law that employees can use to store documents, or for work purposes To match the library space of a law office, most of the furniture used in the library will be wooden furniture, creating a cozy, classical-style space Give the reader the feeling and inspiration of sitting in such a space That is the idea from law offices

in Western countries such as the UK and the US But usually now we only see it in movies

4 Conference Room

The area of this area is 35m2, this room is a conference room, so in addition to internal meetings in the company, there will be many other uses This room can accommodate 10-15 people, in addition to meeting, this room can be used to chat with clients, or organize seminars to share information related to the law industry, or also Can be a room that employees in the company can use to have lunch together, helping to strengthen relationships in the company

Regarding the interior, this room has a basic interior of 1 long table and 8 chairs, besides there is a projector to serve for information transmission Besides this room will also have 3 large windows to take advantage of the light from outside

5 Attorney Office

Figure 2.4: Attorney Office 3D

Figure 2.5: Attorney Office 3D

As required, it is necessary to design an area for 3 lawyers After learning about the nature of the work, realize that the daily work of lawyers requires their workplace to have privacy and confidentiality to chat with clients presenting sensitive issues your attorney So the team decided not

to use the common work area for all 3, but to design offices for 3 lawyers The area of each room will be 25m2

- Because a lawyer's office is considered a legal representative; Therefore, luxury is indispensable The furniture we choose elegant colors such as light yellow, wood, etc A little strong black color will enhance the seriousness of the office

- To design the interior of our lawyer's room based on the element of equipment and furniture, each lawyer usually advises about 2-4 people,

so the furniture needs to be neatly arranged and carefully prepared for the reception guests The items in the consulting room will usually include a spacious working desk, comfortable chairs for lawyers, a sofa for lawyers

to rest, a 4-shelf bookshelf and a 4-chair table for consulting clients goods, six multi-compartment file cabinets suitable for contact work, using a lot of important papers and legal documents

- Every small detail in a lawyer's office has a great influence on the brand image, reputation and trust that customers give in the business, so a smart lawyer's office design can show the level and position that the business wants to assert

Figure 2.6: Employees Office Area 3D

First, according to the requirements, it is necessary to design a working area for 3 office workers including: 2 legal secretaries and 1 typist There

is also another requirement that the team must determine the layout of this work area according to the "Open area" or "Fixed walled area" plan The furniture for this area includes: 3 desks, 3 chairs, 1 printer, 6 file cabinets

- Based on that requirement, there are 2 options given to design this work area After learning about the function of this office and the nature of the staff's work, besides, the team also tested the "With fixed wall" option on 2D and found that there were many problems when designing according

to the design method this case Finally, my group came up with the idea that this area will be arranged according to the open plan This area will

be centrally located, between the law office areas, the reception area and the law library This space has a total area of 60 square meters