1. OFFICE LAYOUTS

There are two main traditional types of Office Layouts:

Open plan offices: a large open space with no dividing walls designed to accommodate a large number of office workers.

Cellular/ Closed offices: a large floor space that is divided into a number of individual offices or by permanent walls.

 

 Advantages and Disadvantages of Open Plan Offices

In choosing how to plan an office there are decisions that have to be made that is whether to have an open plan or separate offices.

Advantages:

·         Open office plans are more economical as more work spaces can be provided to more employees than with a closed office plan. The company saves money as less money will be spent on air conditioning and electricity. One centralized area has to be heated, or cooled and lighted instead of a number of different offices or rooms each having to be heated or cooled separately.

·         Communication is easier between work stations and departments. There is no time wasted between offices because everyone is in the same area.

·         Things are easier for the supervisors, as everyone is in a centralized area. There is no need to track someone down from office to office.

·         Managers and senior managers are in constant contact with the staff. This makes handling issues and problems go much faster. With the employees being in constant contact with managers and senior managers, they are able to reach management more quickly and deal with issues. This means that issues get resolved faster, and this leads to more productivity.

Disadvantages:

·         Open space offices are noisier and can be more chaotic than closed plan offices. Employees are in one large area, and telephone conversations or conversations between employees will be overheard easily. When there are several conversations happening at one time, it can get quite noisy. This can lead to employees becoming distracted which may lessen productivity.

·         People passing to and fro can also cause distraction of employees. In a closed office plan, disturbances like this wouldn't happen as much.

·         In an open office space, security is reduced. Each employee lacks a lockable door like they would have if each one had a separate office. This can lead to risks and issues that the company may not want to face.

·         Privacy is difficult to obtain with an open office plan. If family members call, or if a confidential call needs to be made, it can be difficult. With individual offices, these things are more possible. Employees may feel uncomfortable being in such close quarters with their coworkers when confidential calls need to be made.

·         Sicknesses and infections can spread like wildfire in an environment like an open office plan. When flu season hits, you can bet that most employees will catch it.

·         Lighting, heating, and air conditioning to suit all of the employees' tastes can be difficult to achieve. With a closed office plan, employees are able to keep their individual offices the way they like them.

·         Senior staff or employees which have been with the company longer than most will most likely feel as if they are entitled to a private office. This can cause problems among the employees, which can damage productivity and employee relationships.

 
A relatively new type of office that exists is  "The Virtual Office"; 

Virtual Office: A virtual office is a combination of off-site live communication and address services that allow users to reduce traditional office costs while maintaining business professionalism. Frequently the term is confused with “office business centers” or “executive suites” which demand a conventional lease whereas a true virtual office does not require that expense.

 Virtual Office Users:
      A virtual office blends home and work to gain efficiencies in both. Office expenses are low, while the user’s professionalism retains the image of a traditional, high-cost office. A virtual office user can reduce their environmental impact, as well as the personal negatives of a daily commute. Virtual office clientele have the flexibility to match expenses with revenue fluctuations immediately, as the costs are usually variable. A virtual office can allow for low-cost expansion with no long-term commitments. Users taking advantage of virtual office receptionists eliminate the traditional burden of health care, records, payroll, insurance & rent. Also, traditional time-off (sick days, vacations, personal leaves, etc.…) does not apply to a virtual staff.

Common Virtual Office Users:

1.       Home-based entrepreneurs
2.       Accountants
3.       Attorneys
4.       Law Firms
5.       Mobile salespeople
6.        Trades (Home service industry: roofers, electrical, plumb, landscape, construction, repair/remodel, etc.)
7.       Doctors/Dentists
8.       Therapists
9.       Business consultants
10.       Mediators/conflict resolution
11.       Frequent travelers/foreign companies
12.       Chambers of Commerce
13.        Senior management
14.       Real estate
15.       Mortgage companies
16.       Stock brokers/financial planners
17.       Collections agencies
18.        Networking groups
19.        Trainers/instructors
20.        Incubators

What is a Virtual office - link on YouTube: http://www.youtube.com/watch?v=kcoqM2c-1Ac

Click on this link to view  a  Video - The Virtual Office

 

Advantages and Disadvantages of the Virtual Office

      The web and advanced phone service have transformed the way we do business. And now, businesses of all sizes can use the Internet as a virtual office, improving productivity across many levels. Here are key benefits to virtually "hanging your shingle" with a virtual office.

Eliminate rent costs
With a virtual office, the high cost of office rental space is thing of the past. Even better, you might be eligible for significant tax breaks when you use your home as a "home base."

Reduce Transportation Costs
With gas prices STILL on the rise, a virtual office makes great sense for no better reason than you won't have to fill up at the pump as much to get to work.

Reduce Transportation Time
Think about how much time you spend in traffic, driving to and from work every day. Now imagine that same time spent building your business in new and imaginative ways. More sales calls, more research, more time to make money!

Expand the employee pool
You've found a sales rep who you'd love to hire, but he is in Chicago and you are in Los Angeles. With a virtual office you can seamlessly make remote players a part of the team with web conferencing tools. Intranets, solid phone set ups and other link ups found in your virtual office make it easy!

Work with a professional
Find an expert who knows all the ins and outs of building a virtual office. They can help you set up reliable phone service, build powerful but affordable networks and just make sure everything you need is 100% connected.

Step forward into the 21st century with a virtual office - and step away from the traditional brick and mortar office (with its traffic jams and long commutes) forever! Read our web conferencing buyer guide if you are looking for more information on how to work from a virtual office.

Disadvantages of the Virtual Office

Lack of Interaction

For companies which employ telecommuters, lack of interaction can be a major problem. This is especially true for projects which require brainstorming or input from several members of a project group. Teleconferencing and virtual reality programs such as Second Life attempt to recreate this sense of real-time interaction; however, technical limitations and malfunctions mean that such efforts still often fall short.

Unprofessional Image

Virtual office arrangements to cover such functions as handling telephone messages can result in an unprofessional image for the company. Many services are shared among many companies, which means that the operators are often unable to answer specific questions customers or clients may have. Additionally telecommuters are also often assumed to be less professional by their colleagues in the office as well as by customers and clients. Potential clients may also view entrepreneurs who work from home as being less professional than those who have a physical office in another location.

Decreased Productivity

Without proper discipline, it is very easy for entrepreneurs to become distracted by outside influences such as television, telephone calls or demands from children. It is also very difficult to supervise employees in a virtual office or telecommuting arrangement, which can sometimes lead to abuse. Productivity can also suffer when, for instance, important documents must be signed and they must be shipped or delivered to the person who is authorized to sign them.

Isolation

A major disadvantage of a virtual office is isolation. Employees who telecommute may miss out on hearing about important developments within the company, such as openings for new positions or impending layoffs. Entrepreneurs can also suffer from isolation if their work does not require frequent interaction with clients or others in their fields. They may not hear about opportunities to obtain new clients or showcase their services.

Read more: The Disadvantages of a Virtual Office | eHow.com http://www.ehow.com/about_5272726_disadvantages-virtual-office.html#ixzz1vKl2FBc5