STO.

TOMAS COLLEGE OF AGRICULTURE, SCIENCES AND TECHNOLOGY

Feeder Road 4, Brgy. Tibal-og, Santo Tomas, Davao del Norte, Philippines

MANAGEMENT OF THE
MODULE
4
OFFICE ENVIRONMENT
Hooray to a new academic year!
The journey in this pandemic has been MODULE CONTENTS
tough yet you made it. New normal has
come, but the learning must continue.
This would be happy and exciting! As we
start digging through this course pack, we CHAPTER 4:
will focus on the topics dedicated to the
Administrative Office Procedure, which
Management of
focuses on the Office Management, the Office
Human Resource and Operations
Management, Banking and Finance, Environment
Entrepreneur and other allied business
courses. Administrative Office
• Office Layout
Management is also useful for career
oriented people whose works deal on • Ergonomics in the Office
communication, manage information, use
technology, handle records, work with
people and solve problems in an office
setting.

Intended Learning Outcomes

At the end of Module 4, you should be able to:
• Understand office lay out and environment;
• Know what is ergonomics;
• Appreciate the importance of ergonomics;
• Know the costing of office space;
• Identify the advantages and disadvantages of open plan offices;
• Appreciate the contributions of color in the workplace; and
• Identify new demands in an office environment.
 CHAPTER
“One negative person can create a
4
miserable office environment for everyone
else.”
- Jon Gordon

TIME FRAME

TAKE THE CHALLENGE!

In this lesson, challenge yourself to:

a. Identify the contributions of color in the office environment.

b. Discuss the new demand in an office environment.

G E T T I N G S T A R T E D

Hello student! Let us fill this lesson with love. For sure, you will enjoy this lesson
because this office system involves a very comprehensive office procedures which
provides essential knowledge and skills needed in a variety of careers in business
world.

So, what are we waiting for let’s begin!

 A B S T R A C T I O N • How do you calculate future growth
and space needs when planning your
office?

THE PLANNING STAGE Planning for an office involves

• Are you troubled with deciphering the many details including these key
exact needs required when planning concerns
and designing your office space?
• Spatial Design and Layout
• How do you distinguish what office • Electrical Requirements
furniture is needed? • Lighting
• Ergonomics
• Which would suit your needs best: a
desk, work-station, or portable desk Office Design/Layout
unit?
1. Strip
• Are you under estimating or over 2. Corner
estimating the amount of space you 3. L-Shaped
will require? 4. U-Shaped w/ Peninsula
• What is your working style?
Spatial Design and Layout:
• Do you have a tendency to spread
out" where you work? How you use your space is critical in
determining how t structure the layout of
• Do you like things out of sight? your office. When setting up your office
consider these issues:
• Are you more of a visual person?
1. Establish primary and secondary
• Are you currently juggling space for work areas for these tasks:
your computer and papers all in the
same work area? a Paper work
b. Computer activities
• How much lighting is needed to work c Projects
more efficiently and effectively?
2. Plan for accessible file systems:
• What type of lighting do you prefer?
a Action files
• How much space will be needed for b. Administrative files
storing surplus supplies? c. Client files
d. Project files
• Do you invest in lateral or vertical file e. Reference files
cabinets?
3. Allocate space for storage of office l. Miscellaneous Powered Equipment
supplies: m. Printers
n. Scanners
a. Utilities: pens and pencils, staples, o. Space Heaters
tape, paper clips, bands, etc. p. Stereos
b. Marketing materials; letterhead; q. Surge Protectors
envelopes; company literature. r. Telephones
c. Fax supplies s. Uninterrupted Power Supply (UPS)
d. Printer supplies Systems
e. Copier supplies
2. Telephone Lines:

a. Business lines
b. Fax lines
c. Dedicated data lines

LIGHTING

Lighting is critical Consider these three

key sources:

1. Ambient light (overhead)

2. Task light (on work stations)
3. Natural light (sunlight/moonlight)

ELECTRICAL REQUIREMENTS:
ERGONOMICS
Plan for these electrical needs:
What is office work? An office is a room
1. Outlets: where professional duties and administrative
work is carried out. The details of the work
a. Answering Machines depend on the type of business that you are
b. Back-Up Drives involved in but will usually include using
c. Computers computers, communicating with others by
telephone or fax, keeping records and files etc.
d. Copiers
e. Electric Pencil Sharpener
f. External CD Roms
DIFINITION OF ERGONOMICS
g. External Hard Drives
h. External Modems
i. Fans The science that seeks to adapt work or
j. Fax Machines working conditions to suit the worker; the study
k. Lightning: of the problems of people adjusting to their
*Ambient environment.
*Task
 A B S T R A C T I O N
List of considerations that can
be addressed when establishing
a work-station or area for
VITAL CONCERNS OF employees
ERGONOMICS

1. The eyes need to be approximately 24-36

According to Ergonomist Sally Long year inches away from the screen, where the
the following are things of importance to be aware neck is bent within a 15 degree angle, up
of: or down. The top of the screen should be
just below the eye level.
• Are your eyes really tired at the end of the
day? If so, you may need to adjust your 2. The back and shoulders need to be
display or lighting and to practice eye relaxed and in a natural position, with the
fitness training. worker sitting firmly against the back of
their chair.
• Are your neck and shoulders often stiff and
sore? If so, your chair height, display or 3. Elbows need to rest comfortably on
keyboard/mouse may need adjusting. armrests, yet closely to the sides of the
Check your reach distance and phone body, in a 90 degree angle. Wrists need to
posture. extend from the arms at this angle as well.
Fingers are slightly curved upward, where
• Do you ever feel pain or discomfort in your the keying motion is gentle and
back while working in your computer? If so, comfortable.
you might need to adjust your backrest or
posture. 4. Knees need to also be at a 90 degree
angle with the feet securely on the floor or
• Do you feel tingling, numbness or pain in a footrest.
your forearms, wrists, or hands? If so, your
chair height or keyboard mouse may need
adjusting. Also, check your sitting posture
and wrist position.

• Are your legs often stiff and cramped, or do

you have swelling and numbness in your
ankles and feet? If so, you chair height
might need adjusting or you may need a
footrest.

• Do you feel exhausted at the end of the

day? If so, assess your lifestyle habits for
possible contributing factors good nutrition,
exercise, rest and stress reduction. Good
ergonomics at home and micro-breaks at
work can improve your health and comfort
on and off the job.
 A B S T R A C T I O N KNOW THE COSTING OF
OFFICE SPACE

BUILDING AN OFFICE It is important that you know exactly what

LAYOUT you want or don't want in a lease before you
begin looking for office space or initiate the
Source: Office World News negotiating process. What is the maximum lease
that fits your needs? It is equally important that
• Improved office layout, right place of you go into the process prepared and with
personal computers and thermal control reasonable expectations.
revealed the largest impact on productivity.

• Optimizing worker productivity has moved

up to become an important as building AN OPEN OFFICE
location. CONCEPT

• Optimizing workforce productivity,

organizational needs and building location When choosing how to plan the office,
are equally important. you are faced with the decision of an open plan
or separate offices, Decision should be based
• The key to unlocking productivity may lie in on knowing the advantages and disadvantages
office facilities. of both Ultimately, the decision needs to be
about what is best for the company or business.

Studies Show ADVANTAGES

• Open plan offices are more economical.
IMPROVEMENT BENEFIT You are able to provide more work spaces
and place more employees in an office.
A 1% improvement Equal 10% of the facility
Studies have been done to show that the
productivity... operating cost, or the
cubicle type working area does not affect
entire utility bill.
productivity as of yet, and estimate that the
cubicle area could even be up to 21%
Effective ventilation, Can increase
smaller without affecting productivity.
adequate lighting good productivity by 6-16%.
acoustics and superior
• Communication is easier between work
or indoor air quality.
stations and departments. There is no time
wasted between offices because everyone
Computer programmers Performed 2.6 times
is in the same area.
with larger workspaces better than other
and less acoustic and programmers in the
• Things are easier for the supervisors, as
visual disruptions…. company.
everyone is in centralized area. There is no
need to track someone down from office to
The installation of new Has shown a dramatic
office.
high performance reduction in the
lighting ballasts…. incidence of headaches
• Managers and senior managers are in
and eyestrain.
constant contact with the staff. This makes
handling issues and problems go much
faster.
 A B S T R A C T I O N

• Expenditures are economical when it comes

to money that is put out for air conditioning
and electricity. One centralized area is
being heated or cooled, and lighted.

• If the layout of the office needs to be

changed, it can be done quickly and with
minimum effort.

DISADVANTAGES OFFICE ENVIRONMENT

AND HEALTH
• Open space offices are noisier and can be
more chaotic than closed plan offices. The office environment is a combination
Employees are in one large area, and of lighting, temperature, humidity, air quality and
phone conversations or conversations decoration. The office can be a healthy and
between employees will be overheard comfortable place to work in if the correct
easily. combination of these element is maintained.
• People passing to and fro can also cause TEMPERATURE
distraction of employees.
A comfortable temperature must be
• In an open office space, security is reduced. maintained (Between 20-26 degree Celsius)
Each employee lacks a lockable door like Office temperature can be localized. A desk
he would have if each one has a separate situated in direct sunlight will be much warmer
office. than the average temperature in the office and a
desk situated directly under an air conditioning
• Privacy is difficult to obtain with an open vent can be cooler than average.
office plan. If family members call, or if a
confidential call needs to be made, it can be HUMIDITY
difficult. With individual offices, these things
are more possible.
Low humidity can cause dryness of the
eyes, nose and throat and may also increase
• Sicknesses and infections can spread like
the frequency of static electricity shocks.
wildfire in an environment like an open
office plan.
High humidity, above 80% can be
associated with fatigue and report of
• Lighting, heating and air conditioning to suit
"stuffiness".
all of the employees tastes can be difficult
to achieve. VENTILATION
• Senior staff or employees which have been Office should be ventilated either
with the company longer than most will naturally or artificially. Where mechanical
most likely feel as if they are entitled to a ventilation or air-conditioning is provided make
private office. sure the system is regularly checked, kept clear
and well maintained to prevent growth of
legionella bacteria or other organisms.
 A B S T R A C T I O N LIGHTING

Adequate lighting must be provided.

When artificial lighting is used it should be
CONTAMINATED AIR
sufficient so as to avoid visual fatigue and
prevent glare or refraction into the workers eyes.
Contaminants in the office can include
bacteria, viruses, mould spores and dust,
solvent vapors of chemicals generated or used SUITABLE LIGHT LEVEL
in the building. STANDARD FOR INTERIOR
LIGHTING
Appropriate control measures for the reduction
of air contamination include: • General background 200 Lux

• Effective air filtration. • Routine Office Work 400 Lux

• Ensuring that adequate amounts of fresh air • Work with poor contrast (Proof Reading)
enter the building. 600 Lux

• Maintenance of air-conditioning units COLOR

including regular cleaning.
Study after study has shown that color
• Preventing the obstruction of vent. influences not just mood, but also wellness and
productivity. The impact of a well designed
• Locating equipment using solvent in non-air environment on emotional well-being is
conditioned area with substantial air becoming widely known and widely accepted.
movement and/or installing local exhaust
ventilation
THE CONTRIBUTION OF
SMOKING COLOR
Environmental tobacco smoke is an Office spaces support several kinds of
indoor contaminant and there is growing very human needs. These include functional
recognition that non-smokers may suffer needs such as the ability to concentrate or to
adverse health effects through inhaling tobacco collaborate, and ergonomic needs such as the
smoke. ability to work comfortably with minimal fatigue.

OZONE &
PHOTOCOPIERS Color determine the level of
reflectance as follows:
Modern photocopiers and laser printers,
are fitted with an ozone filter and do not present • White reflects 75% or more of light
any hazard to health, provided they are properly
maintained. • Light colours 50% - 75% (subdued cool
colours)
LIGHTING
Adequate lighting must be provided. • Medium colours 20% - 50% (bright warm
When artificial lighting is used it should be colours)
sufficient so as to avoid visual fatigue and
prevent glare or refraction into the workers eyes. • Dark colours 20% or less
 A B S T R A C T I O N • Information security needs to be considered
amongst other security needs

• Constantly changing business and process

demand flexible accommodation

OFFICE FLOOR SPACE

CABLING
Workstation should be comfortable with
The need to route power, telephone, and
safe and suitable chairs and sufficient space.
data cabling to every work station puts a severe
strain on the hidden deducting in buildings.
Pressure to move people in response to change
increases that strain.
WELFARE FACILITIES

Welfare facilities like eating facilities, FURNITURE

sanitary facilities, washbasins etc. should be
available. Ensure adequate facilities for building
water and taking meals are provided for office Technology also has an impact on the
employees or ensure they have reasonable furniture. It is unlikely that a building will be able
access to these facilities. to support wiring for technology at any random
point where a desk is to be placed.

CLEANLINESS
NOISE
The standard of cleanliness required will
In offices, noise can affect concentration,
depend on the use to which the office is put.
can be irritation and can be a source of stress to
Floors and indoor traffic routes should be
some people. With the development of quieter
cleaned at least once per week.
equipment especially printers, noise levels in
offices have generally decreased.
NEW DEMANDS IN AN OFFICE
ENVIROMENT BREAKS

The changing need for office property is It is very important that you take breaks
being influenced heavily by the universal from your work during the day. Working at a
adoption of information of information and computer involves sitting in a fixed posture and,
communications technology: however good that posture is, our bodies are not
designed to stay still in one place for long.
• The increasing vast array of mains and
signals cables needs to be managed.
BREAKS
• Extra heat from the equipment needs to be
controlled or removed It is very important that you take breaks
from your work during the day. Working at a
• New health and safety risk include electrical computer involves sitting in a fixed posture and,
hazards sitting positions, eyestrain, lack of however good that posture is, our bodies are not
breaks and RSI (repetitive strain injury) designed to stay still in one place for long.
 A C T I V I T Y 1
G I V E Y O U R O W N
P E R S P E C T I V E

1. EYESIGHT
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2. OPTIMIZING
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3. AMBIENT LIGHT
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4. TASK LIGHT
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5. NATURAL LIGHT
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 A C T I V I T Y 2
ANALYSIS

Answer the following questions:

1. How will you describe the office environment?

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2. How do you do office management?

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3. How can you improve your office management skills?

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 A C T I V I T Y 3
Give at least 5 advantage and disadvantage of an office environment

ADVANTAGE DISADVANTAGE

1. 1.

2. 2.

3. 3.

4. 4.

5. 5.