Impact of IT Flashcards
0ffice layout: cellular
A cellular office layout is made up of a series of individual offices or rooms where small numbers of employees work.
office layout: open plan
An open plan office layout is a larger communal work space which can be divided into distinct work areas using screens/furniture to create work areas.
key terms for office layout
hot office - bookable office to conduct meetings/discussions
touchdown area - informal area where employees can connect laptops or mobiles to WIFI to quickly check e-mails etc.
breakout area - informal areas to chat/have discussions
cellular office advantages
gives employees more privacy and a less distracting work environment.
offers a work environment which is used by one employee and can therefore be organised to suit their requirements
offers opportunity to engage in confidential work using equipment based in their own work space.
provides more security of personal belongings.
employees may experience a sense of status and privilege in occupying their own individualised work space.
cellular office disadvantages
employees may feel isolated from each other
communication between employees is more difficult
supervision of employees is more challenging
difficult to share equipment between individual office spaces
inflexible layouts which can be difficult to change or adapt.
open plan office advantages
space is flexible and can be adapted more easily according to organisations requirements.
employees can communicate easily with each other.
equipment can be shared between teams/departments thus decreasing costs.
employees can easily be supervised in one big area.
work environment can be more sociable - employees do not feel isolated.
team working/buddy systems are more useful and likely to succeed in an open plan layout.
open plan office disadvantages
a lack of privacy exists to conduct confidential or private meetings/discussions.
secure storage may be more difficult fro personal belongings - increase risk of theft.
difficult to adjust settings, e.g. temperature or lighting, to suit individual requirements.
May be noisy - can decrease productivity of employees.
Employees may become easily distracted as it may be difficult to concentrate.
ergonomic work enviroment
Employees who work in large open-plan office environments sometimes complain of illnesses such as headaches, sore throats, or fatigue. This is known as sick building syndrome. Causes can be due to drafts/leaks/poor ergonomics.
Ergonomics is the study of the office environment and its impact on the employee.
It is the process of re-designing the office environment to promote health and work productivity.
advantages of ergonomic work environment
improves morale and motivation - increases productivity.
ensures effective flow of work.
results in an improved image/reputation for the organisation.
can be cost effective.
Features of an Ergonomic Work Environment
Adjustable office furniture/computer screens allow staff to work comfortably - which limits back injury and eye strain.
Office temperature should be regulated by staff via air conditioning and heaters.
Certain relaxing wall colours should be used - associated with calming moods and uplifting employees.
Positioning of all desk items is important so that they are at the optimum position for working, e.g. keyboard, mouse, height of computer screen.
Lighting should be non-glare and natural where possible with good quality day lightbulbs provided - helps reduce eye fatigue and headaches.
Anti-glare screens on computers prevent headaches
Impact on Employer of Flexible Working ✅:
Being able to offer flexible working patterns may suit employees with children -retaining good staff.
Happier and more motivated staff will improve morale - increasing productivity.
Less absenteeism/lower staff turnover.
Less costs on rental of premises/less work space needed
Impact on Employer of Flexible Working ❌:
Not always easy to ensure appropriate health & safety, and security, at home.
Difficulties in communication.
Technical difficulties when equipment breaks down.
Difficult to supervise staff working at home.
Impact on Employee of Flexible Working✅:
improved work-life balance - increased morale.
lower stress levels - freedom to choose where to work and personalise work environment and more able to focus.
reduction in travel - means can complete more work due to time saved.
more accessible for people with disabilities.
Impact on Employee of Flexible Working❌:
However, may feel isolated in home environment - increased stress and decreased morale.
More difficult to establish new working relationships.
key terms
Flexi-time is when employees choose the hours they work, but they must work during the organisation core hours.
Home-working is when employees work from home, using IT to keep regularly in touch with the workplace. Very commonplace now due to COVID.
Job-sharing is when 2 people split the hours, salary and responsibilities of a job.
Videoconferencing
Uses a webcam or digital camera in addition to a microphone and uses a live internet connection.
Allows both audio and visual communication.
Shows demonstrations/facial expressions/body language which is useful for interviews or presentations.
Saves travel and accommodation costs/time.
Can be recorded electronically for later reference.
