Office
Environment:
Office
environment has an important bearing on the efficiency of employees.
It
is common experience that people work better if they are given the surroundings
and equipment appropriate to their work. According to Terry, “an individual’s performance is significantly familiarized
by the environment in which he works”.
Lighting
is the most important of all the physical conditions in the
office.
Proper lighting is important because it offers the following advantages:
·
Increased
productivity
·
Better
quality of work
·
It
results in fewer errors
·
Reduction
in eye strain and mental fatigue
·
Better
employee morale
Basic
factors in good lighting are:
i.
Quantity of Light: It is necessary that the correct quantity of light is available for different types of
work in the office.
ii.
Brightness of Light: The light should provide the right degree of intensity and brightness. It can be
described as the amount of light reflected from an object. It also controls
contrast which affects seeing.
iii.
Diffusion of Light: Proper diffusion of light can be obtained by having light in different amount that
come from an adequate number of sources and directions and should not throw any
shadow. It should also be spread uniformly over all parts of the working place.
There
are two main kinds of light available:
1.
Natural Lighting: The sun is the source of natural lighting which is considered as the best form of
lighting from the point of view of the health and efficiency of the employees.
Day light is admitted through large windows in the walls or from the roof.
2.
Artificial Lighting: Artificial lighting may be used to supplement natural light. It is generally not
possible to provide natural light over the whole working surface; artificial
lighting has to be provided so that the working surface may be properly and
evenly illuminated. Artificial lighting is of two kinds
a. Fluorescent: The illumination produced by fluorescent lighting closely resembles that of natural
lighting. The light is evenly distributed and produces less heat and fewer glares and lasts
longer even though it is very expensive.
b. Incandescent: It is most commonly used, less expensive lighting produced by filament bulbs. It
consumes more electricity and produces more glare and shadows. Incandescent
lighting may also be used to provide heat for the office building.
c. LED: The light-emitting diode
(LED) is one of today’s most energy-efficient and
rapidly developing lighting technologies. Quality LED light bulbs last longer,
and are more durable. They also offer comparable or better light quality than
other types of lighting.
d. Solar Lamp: A solar lamp also known
as solar light or solar lantern, is a lighting
system composed of an LED lamp, solar panels, battery, charge controller and
there may also be an inverter. The lamp operates on electricity from batteries,
charged through the use of solar photovoltaic panel.
The
lighting system consists of the following five types
Approximately
90% to 100% of the light is directed downward to the working surface in this
type of lighting. This system uses some shade or reflector for the source of
light. It provides a good intensity of light. At the same time, it casts dark
shadows around and raises direct and reflected glare that could cause eyestrain
to the office employees.
In
this system, 90% to 100% of the light is directed towards the ceiling or walls
and then the directed light is diffused and reflected on the work surface. This
type of lighting system is soft and avoids shadows and glares and does not
cause eyestrain. This type of lighting system is highly useful for general
illumination but not for office work.
In
this type of lighting, a transparent or translucent shade is used which directs
60% to 80% of the light downward. The remaining light is directed upward and
the directed light is reflected from the ceiling. This lighting system is an
improvement of direct lighting. So, dark shadows on the ceiling and glare are
eliminated in this system.
A
transparent or translucent shade, bowl, cover or reflector is placed under the
lamp in this lighting system. In this way, 20% to 40% of the light may be
directly diffused downward on the working surface. The remaining 60% to 80% of
the light may be directly towards the ceiling and walls. Such directed lighting
is reflected downward to the working surface. This form of lighting is
intermediate between direct lighting and indirect lighting.
An
equal amount of light is diffused directly and indirectly by its reflection
from ceiling and walls in this type of lighting system. This system gives more
light with the same wattage than the semi-indirect lighting system does.
Ventilation
in the office refers to the supply of clean and fresh air in the right amount,
at the right temperature and of the right humidity. Proper ventilation is an
important aspect of office environment. Fresh air must pass through the office
regularly. Arrangements of rooms and partitions should be such as to allow free
circulation of fresh and dustless air. The following methods are generally used
to maintain proper ventilation:
(i)Natural
Ventilation: Natural ventilation may be obtained by
providing enough doors, windows and ventilators of the right type at the right
place. Natural ventilation
can be increased by providing roof ventilation and internal tube ventilators.
They would ensure a regular flow of fresh air from outside and of decayed air
from inside.
(ii) Artificial
Ventilation: Artificial ventilation may be
achieved by the use of electric fans, exhaust fans, air coolers, air filters,
air conditioners etc in the toilets, basements, crowded rooms, canteens,
machine rooms etc so that the warm air is let out and fresh air enters through
windows and doors.
Temperature and
Humidity: Temperature and humidity are two vital factors in the office that exercise a
great influence over the worker and his output. Temperature and humidity in the
rooms should be maintained at a proper level because too much heat or cold
induces physical discomfort and affects the efficiency of the staff. The ideal
office temperature is approximately 68 degree fahrenheit and humidity is
between 40 to 60 percent.
Leaving a fan running overnight over the summer wastes enough
energy to power the laptop for a year and iPhone for 25 years.
A two degree increase in office temperature creates enough
carbon di oxide in a year to fill a hot air balloon.
A
noisy place is never an efficient office. Noise is one of the great disturbers.
A
noiseless and quiet atmosphere is a must for an office to maintain the
efficiency of the employees at high level. Noise may be internal and external.
Noise can be controlled through following measures:
i.
Separating
noise making machines from the main office.
ii.
Fitting
doors with door closers and rubber lining.
iii.
Housing
the telephone switchboard away from the general office.
iv.
Using
sound absorbing material on floors, walls and ceilings.
v.
Covering
floors with rubber, coir or plastic mats, etc.
A
clean and tidy office is important as it offers the following advantages:
·
It
is healthier as a work place for different types of office workers.
·
Since
people react to their surroundings, a clean and healthy office contributes to accuracy
and efficiency
·
A
clean and tidy office also projects a good image of the organization in the
eyes of the people who visit it.
Disposal of Waste: Proper disposal of waste and waste paper is very essential.
Toilets: Proper provision of
toilets and their proper cleanliness
are important. Toilets should be conveniently located with adequate number. It
must be properly stocked
with soap, toilet paper and towels. Paper napkins or towels are convenient and
hygienic.
The
cleaning work should be undertaken either before or after the business hours in
the office. In addition to the daily cleaning, a definite programme of special
cleaning should be laid down and followed. This sort of special cleaning should
be a comprehensive one and no part of the office should be left uncleaned.
One
of the vital functions of a modern office is to keep and preserve documents and
records for future guidance or reference. All documents or records of office
should therefore be kept under proper security. The following precautions
should be taken to secure documents and employees:
(i) Fire Precautions: Adequate fire precautions should be taken for the preservation of office records
and documents, machines against risk of loss or destruction by fire. Similarly
precautionary measures to safeguard the employees in the office should also be
provided in the office. Adequate fire extinguishing equipment should be
installed and the staff should be trained in its use. Fire alarms should be
fixed in conspicuous places. Such appliances should be regularly inspected to
ensure that they are in working order.
(ii) Accident
Prevention: Most accidents occur due to
overcrowding in the office; use of obsolete machines and equipment, improper and careless
handling of machine etc. Hence adequate precautionary steps to prevent
accidents should be taken in the office. The employees should also be made
aware of the safety arrangements and should be advised to handle the office
machinery and equipment carefully. Office machines and equipments should be
placed on firm foundation and proper fitting of desk and file drawers should be
ensured.
(iii)Provision of Safe
Working Place: Arrangements should be made to provide a safe working place for
the employees. Shape and size of the office rooms, location and size of doors,
gangways, etc., must be such as to eliminate hazards of accident. Office floor
should be covered with nonslippery material, lighting of
(iv) Provision of
First Aid Service: To ensure immediate
treatment to injuries, there should be a first aid box in every office with
sufficient medicines. These should be regularly inspected to ensure that they
are stocked with all necessary materials.
(v) Safety Education
and Training of Employees: Each employee should be made thoroughly aware of
the dangers of his job. Training should be given to employees in the correct
and safe way of doing the job and trained in first aid and fire fighting work.
Safety regulations should be carefully framed and strictly enforced.
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