Final report administrative office management topic office layout

FOREWORD When it comes to office layout, we immediately think of several things such as organization and arrangement of space, division of areas, departments, selection of office furniture

FINAL REPORT ADMINISTRATIVE OFFICE MANAGEMENT

TOPIC: OFFICE LAYOUT

Group: 5

Lecturer: Nguyen Thi Ngoc Anh

Students:

Ho Chi Minh, November 2021

CONTENTS

FOREWORD 3

PART 1: MINI CASE 4

1.1 Identify factors that should be considered in determining whether a landscape is viable or not? 4

1.2 Present the advantages gained from using landscapes in the new layout design 8

PART 2: CASE 10

2.1 Office Layout 10

2.1.1 General layout of the room 10

2.1.2 Layout of each office 11

2.2 Partitions with each office and workflow 14

2.2.1 Partitions for each room 14

2.2.2 Workflow 16

PART 3: SUMMARY AND CONCLUSION 18

PART 4: REFERENCES 19

FOREWORD

When it comes to office layout, we immediately think of several things such as organization and arrangement of space, division of areas, departments, selection of office furniture arrangement, lighting design, In a scientific and highly aesthetic way to bring a modern, convenient and professional working space Setting up the right office will help increase the mental and spiritual capacity of employees and countless other benefits Therefore, this is a large amount of work and requires great care and meticulousness in the design and construction team In the age of modern technology, the office layout is also a factor that attracts talented people

to the company Because of that, the arrangement of rooms, space as well as furniture arrangement must be appropriate To exploit the strengths of employees, create a comfortable feeling in the working process Bringing many different perspectives for businesses in arranging closed office layout, open office following their business model

Part 1 Mini case :

1.1 Identify factors that should be considered in determining whether a

landscape is viable or not?

Factors that should be considered in determining whether a landscape is viable are: Interior and decoration elements

+ Aesthetics: design, style is synchronous and harmonious with the room space

+ Suitable: for corporate culture

+ Usability: furniture needs to be used for the right purpose; it is necessary to determine what the office needs to buy or order to avoid waste

+ Use furniture with a long life or take advantage of changes in layout in other rooms to help businesses save costs

+ Each office needs to arrange items suitable for the specific nature of each employee's work

+ Create individual connections, not grouped ones

+ Ensure the contrast between objects is not dazzling

+ Close, in harmony with nature

Light element

+ The 4 most commonly used office lighting types are natural daylight, fluorescent light, incandescent light and high-intensity discharge light In any given case, there should be a standard of lighting appropriate for employees to work better

+ There must be a harmonious combination of natural light with electric light in the office

Sound factor:

+ The performance of employees is very dependent on sound If the environment has too much noise, the employee's performance will be reduced by up to 66% The office layout should be closed, or the partitions or walls covered

+ Play soft, instrumental music with medium and low volume to help employees relax while working

Office color elements

+ Avoid using more than three colors in office interior design

+ Choose the right color for the nature of the work: the color element in the office also affects the mood and spirit of the employees, so it is advisable to choose a light color to help employees feel comfortable while working Job

+ Choose the right color for each space or personal preference

Safety factor

The layout of the office needs to create favorable conditions for the movement of employees, avoiding passage from one area to another being obstructed or unsafe Stairs and emergency exits must meet the standards of the national fire protection association

The ‘‘green area’’ factor needs to be focused on:

+ Consistency when designing landscape

+ Simplify the theme, plant group, and species you plan to use

+ Size, height, the color of that group of trees

+ Materials and miniatures can be used for decoration

+ Natural flexibility in the green layout: the flexibility creates a natural feeling, helping people feel closer to nature and have a more comfortable working spirit

+ Balance in the design ''green space'': when you choose asymmetrical balance, you will notice that the landscape looks more orderly If too many trees are either too tall or too short, the tall tree planted next to the short one will not look good

- Symmetrical balance: all elements in the design are equally divided Every element has a symmetrical version that is the same in shape, size, color…

- Asymmetrical balance: asymmetrical balance in landscape design can be understood as an unbalanced, abstract, or free form but still creates unity and

balance through the repetition of many factors It is a little difficult to realize asymmetrical balance when designing a landscape and that is the advantage of making landscape design seem more natural and comfortable

To consider determining whether the landscape is feasible or not We must first learn about the office style 17 years ago and what are the current office trends and their pros and cons?

What had the office of 17 years ago?

+ Technology and equipment in the 3.0 technology era are underdeveloped and slow

+ The office is built in the style of closed rooms divided by departments and individuals The employee's workspace is designed to help employees focus on their assigned work, but it reduces work and community communication, reduces the ability to interact with other employees in the company, reducing work productivity

+ The front desk to welcome customers is still lacking It doesn't highlight the brand for the business

+ The furniture in the room is inadequate, the supplies and equipment are few, most offices are usually arranged with the main door, a window, and staff desks and chairs With offices like before, it is simple with the arrangement of tables and chairs as well as the workplace, which always gives employees a feeling of rigidity and dryness compared to their working corner

+ Colors in offices are often minimalist, using bright or light colors such as yellow and white, without stylization that makes the space look boring

+ Green areas or rest areas for employees were little to none at the time

+ Materials for simple construction, not too many sophisticated details, prioritizing the sustainability of the building but having to maximize the investment cost in the office design as low as possible and still meet the job requirements

+ From the 2000s onwards is also the beginning of the trend of office design in the direction of co-working and designed space This design promotes communication, increases interaction and work exchange among employees Helping them have the ability to complete the work in the least amount of time and complete many tasks

at the same time, increasing work efficiency

What are the current offices and current design trends?

+ In the age of technology and equipment 4.0, the office will be equipped with modern equipment to make it easier to work and make better use of time

+ Diverse interior, different department areas will be designed and decorated, airy space, resting areas, and trees in the working and resting areas for employees

+ Currently, the rooms are arranged in a simple but private and creative way In different offices, the offices are also freely arranged for employees to create the most comfortable feeling for employees to reach their full potential

+ The color scheme and layout are highly appreciated to bring excitement to employees and people in the office, increase work spirit, inspiration and creativity + Rich construction materials such as concrete, glass, aluminum, steel, wood ., bring different and more diverse workspace designs

+ Most of the current office styles will be open and multi-functional An open space will help employees communicate better with each other This increases the ability to unite employees and the department to achieve better efficiency at work + Existing offices will be made to appropriate standards Based on the functions of each different department, the office layout is different, maximizing the position of each employee in that department to bring the highest adaptability and work integration

+ Aesthetics: from the reception area to the working space of each department, it must be designed to suit the brand's culture and create a working space for employees to enjoy and create abundant inspiration for employees to be able to promote their creativity, and improve work efficiency

+ Suitable for the economy and towards sustainability to reduce the depreciation

of equipment and materials year by year to help companies and enterprises set reasonable office construction costs with the construction plan and not cause much confusion between reality and estimate

After reviewing the factors in determining whether the landscape is feasible or not; the group thinks that it is completely feasible and very reasonable for nowadays

1.2 Present the advantages gained from using landscapes in the new layout

design

+ Open, spacious, and airy design that helps employees have more space inspire, promote creativity, energy, and enthusiasm for them Additionally, creating benefits and efficiency for the company

+ More modern equipment will help employees complete their assigned tasks better, bring better work efficiency and use less energy Aiding employees complete work quickly as to perform multi-tasking

+ Having trees in the office will help the office have aesthetics, purify and regulate the air, reduce mental pressure for workers In addition, green trees also create a natural and refreshing feeling in the office; meanwhile helping to adjust the necessary humidity for the office According to the eastern concept, green trees also bring feng shui that is luck, fortune, and health

+ Rest area for employees (office pantry): this is a place to rest for employees after stressful working hours They can eat and sleep there A beautiful pantry space will assist employees who stop by when they need a break It's a place where they can interact, discuss with others about work, or relieve stress At the same time, the adequate supply of food and drink of clear origin helps employees stay healthy, energized for more inspiration and creativity The pantry room also shows the firm's concern for employees, letting them retain talents

+ Modern facilities, dynamic and creative working environment is also a great point for the company to retain and invite talents to work for them

+ Enhance the brand value and company image: a beautiful office also helps your company improve the brand value and image of the brand Owning a beautiful office will help customers want to visit the business more

PART 2: A CASE DESIGN TABLE EXPLANATION–

2.1 Office layout

Office model drawing:

+ From the main door entering is the reception desk with an area of 10m2, posted behind the reception desk from the left is the legal secretary 1 with an area of 17m2, going straight to the conference room is an area of 20m2

+ At the end of the left row is lawyer 1, next to the right is lawyer 2, and lawyer 3 All lawyer rooms have an area of 20m2

+ At the end of the row in the right corner are two bathrooms with a space of 25m2, adjacent to the bottom right corner is a technical room with an area of 20m2, next is a kitchen with an area of 17m2 And the lower right corner is a storage room with an area of 25m2

+ From the main door to the center of the office is the legal secretary room 2 and the typing secretary, they possess the same area of 15m2

+ Located in the center, opposite the lawyer's office is the law clerk's office and the library with a total area of 30m2

2.1.2 Layout of each office

Front desk: it includes 1 sofa, 6 upholstered chairs, potted plants, small flower pots for the table

- Functions of the front desk

+ A place to welcome customers and guide them to where they need to go (office, room number )

+ Receive incoming and outgoing calls through the company's hotline

+ Collaborate with a secretary to schedule meetings and prepare meeting rooms

+ Store customer and partner information such as personal information, arrival/departure time

+ Ensure office security through check-in / checkout process

+ Order stationery and check stationery for the company

+ Coordinate with other departments, handle common tasks at the request of superiors when needed

Legal secretary room (2 rooms): 2 sets of tables and chairs, 8 document cabinets, trees

- Functions of legal secretary

+ Take notes, answer phone calls of law offices, prepare letters/emails to send and return to partners, clients for lawyers, and law clerks

+ Book and receive an appointment at the reception directly from the customer

+ Coordinate with a reception to schedule and prepare meetings

+ Legal secretarial support for lawyers and law clerks

Meeting room: 8 chairs, a long table, projector, trees

- Meeting room function

+ As a place to design layout to organize events related to meetings, conferences, seminars To solve customers' problems, individuals, or from certain departments

+ This is also a place to share knowledge and experience, raise personal opinions in meetings, and make decisions on an issue of the business

Lawyer's room (3 rooms): consist of 3 sofas, 12 upholstered chairs, 3 small tables, 3 sets of desks and chairs, 3 bookcases with 4 drawers, 3 file cabinets with 4 drawers, green plants

- Functions of a lawyer

+ A place to listen, consult and resolve legal issues at the request of customers and partners

+ A small private meeting room for lawyers when meeting difficult clients

+ Work directly with high-ranking agencies, judges,

+ Resolve customer disputes and lawsuits

Law clerk room and library room: 1 set of desks and chairs, 1 table with 4 chairs, 14 bookcases with 4 drawers, 2 file cabinets with 4 drawers, green plants

- Functions of law clerks