Your workplace is an extension of your service. A well-designed workplace gives positive signals to staff, clients and visitors. Even if your workplace is well designed, some change from time to time, provided the staff have input, can give everyone a lift. Even if you cannot redesign your office completely, it is still possible to overcome its most obvious problems, including light, painting and perhaps some plants.
The office or other workspace represents more than just a place to work. It is a place where staff members meet, where clients and other visitors judge the rest of the organisation, and where the subtleties of status and role can be played out. Community service organisations are, after all, very people focused
There is little doubt that people feel better about their jobs and themselves if they work in a pleasant and well maintained physical environment with up to-date equipment.
BUILDINGS AND EQUIPMENT
It is suggested that a building and equipment assessment is conducted at least yearly, and we have included an example with this article. Opinions can be sought from staff, perhaps some visitors if this is relevant, the Occupational Health and Safety Committee and if necessary from the accountant and other outside experts.
One of the major risks in an organisation is not having a depreciation fund for building and equipment replacement. It is important that community services ensure they have adequate funds to ensure they can maintain an adequate working space and up-to-date equipment.
Some simple principles for effective office design include the following:
· Always consult the users ─ clients, staff and even the occasional visitor.
· No one person should own the light near a window, views or other desirable areas of the workplace ─ use for common space, relaxation or discussion space.
· If you have open space layout, ensure you have a room (or two) that can be booked for quiet times, meetings and so on.
· Think carefully about how knowledge and information flow through the work area and try to allow contact between people who need it.
If you wish to change or improve your workplace, the following steps are suggested:
1. Ask the staff what changes they would like in the workplace.
2. Identify the needs of the workplace, for example, how often are group meetings held, how often do staff need to be alone, how often are staff in the workplace?
3. List equipment such as computers and determine the need for staff to share such equipment.
4. Inspect some other workplaces and perhaps talk to someone with experience in workplace design.
5. Review the Occupational Health and Safety needs of the workplace.
6. Design a simple workplace (preferably with a number of options) that meet the criteria and then ask for comments from stakeholders.
7. Progressively develop your workplace to meet the designed plan.
A redesigned or changed office or other workspace can have a powerful morale and motivating effect, provided the people who work in it are fully consulted.
It is, of course, important when designing the workplace to ensure that safety and security are fully considered. Also, poorly designed furniture, badly located switches or equipment, and ventilation, temperature, light and noise should be evaluated to ensure as comfortable and safe an environment as possible.
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