Working Practices and Work environment

Question 1

Justify the decision to change to an open-plan office (7)

Answer 1

• Improved communication with colleagues leading to greater efficiency
• May improve teamwork as employees are working in a more open environment
• Senior staff will find it easier to supervise and monitor staff
• Savings in space/equipment/heating/decoration
• Flexibility of layout
• Minimises movement of staff and documents
• Morale of staff is improved by the pleasant, spacious appearance of the office

Question 2

Discuss the impact of flexible working practices on employee well-being

Answer 2

• Employees can balance work with other commitments eg childcare, hobbies etc
• Employees who may have mobility/health issues can work restricted hours to suit or at home
• Having choice in where and when work is completed can reduce stress levels - travel costs
• Starting and finishing working day at different times can allow staff to travel at quieter times reducing stress levels - reducing travel time
• Employee motivation is increased as there is choice
• Improved morale as flexibility reduces pressure on employees
• Happier staff will increase morale and increase productivity
• Staff might feel isolated if working from home
• Staff may find that they are overlooked for training/career opportunities if not in office at same time as managers
• Relationships with managers/colleagues may suffer as interaction is limited to work issues
• When homeworking the employee may not comply with DSE regulations which could result in injury

Question 3

Compare the features of a cellular office layout with an open plan one

Answer 3

 An open-plan layout may be a difficult environment in which to work without distraction whereas a cellular layout may give employees more privacy and a less distracting work environment
 An open-plan layout may mean that employees have limited personal space in which to organise work whereas a cellular layout may offer a work environment which is used solely by one employee and can be organised to suit
 An open-plan layout may mean that some equipment is shared and privacy to work on confidential work is reduced whereas a cellular layout will offer employees the opportunity to engage in confidential work using equipment based in their own work space
 Security of personal belongings
 Team working/buddy system more likely in open-plan …
 Isolation/social environment
 Personalisation of space
 Description of the sizes of the space.

Question 4

Describe features of an ergonomic office environment

Answer 4

 Adjustable office furniture/computer screens which will allow staff to work comfortably – and limit back injury - eye strain
 The positioning of all desk items is important so that they are at the optimum position for working
 A spacious workplace with minimal clutter ensure there is enough storage space
 The arrangement of desks and chairs should allow ease of movement
 The noise levels in the organisation can be controlled perhaps with the ability to go to quiet areas to concentrate . . . this will allow for greater productivity and increased motivation
 The office temperature could be regulated by staff for example via air conditioning and heaters
 The environment should be dynamic and allow for teamwork to be carried out – additional break out areas when required
 Certain colours are associated with calming moods/uplifting and energy
 Lighting can be via natural light/and good quality daylight bulbs – positive effect on mood. Eye fatigue and headaches can be caused by poor lighting
 Anti-glare screens on computer can prevent headaches

Question 5

Discuss technologies that enable employees to work away from the office

Answer 5

 E-mails can be used to send and receive information from their colleagues. Files and attachments can be sent backwards and forwards
 Portable technology such as smartphones/tablets allow staff to be contacted using different communication apps
 Intranets provide secure access to files for employees working remotely allowing staff to continue with their work wherever they are
 Video-conferencing can be used to hold meetings when the worker needs to be involved in a face-to-face meeting. Can improve communication as body language can be observed. eg Skype
 Google docs can be used for co-workers to concurrently create/edit and share files
 E-diary can be used to inform others of meeting dates, where colleagues can accept/provisionally accept or reject. Can view colleagues’ diaries before making firm arrangements.

Question 6

Benefits of flexitime to the organisation

Answer 6

• Knows that during core time, the majority of staff will be there, allowing meetings and training to be organised for this time
• Can allow staff to start / finish earlier as required, retaining staff who have other responsibilities such as child care
• Better staff morale

Question 7

Benefits of flexitime to the employee

Answer 7

• Can bank extra hours worked - allowing to take time off when required for personal issues
• can choose when to start and finish work - allows to deal with responsibilities such as childcare
• benefit from feeling less stressed - travel out of rush hour traffic

Question 8

Benefits of home working for an employee

Answer 8

• Saves time and expense - no commuting
• The home worker can work around other commitments - choses when to start / finish
• Homeworking can lead to increased productivity - as the home worker is able to concentrate on the work in hand - fewer distractions / interruptions
• The home worker is able to use their own IT equipment - may be easier to use and less stressful