Open space office environments

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    31-Dec-2016

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  • OPENSPACEOFFICEENVIRONMENTSPlanningforEfficiencyandComfort

    intheWorkplace

    NewYorkStateOfficeofGeneralServicesRealEstatePlanningandDevelopment

  • Whatisopenspaceofficeplanning?Openspaceofficeenvironmentsembracetheconceptofergonomicdesignbyusingfurnituresystemstomaximizeworkefficiencyandemployeecomfort.Openofficeplanningwasdevelopedasameansofprovidingorganizationalflexibility,promotinginteractionsamongpeopleindifferentunits,andsupportingateamconcept.Anopenofficesignificantlyreducesthenumberofprivateofficesanddistributesstaffthroughoutthespaceinworkstationgroups.Officesandconferenceroomsaresituatedinthecenterofthefloortoallowthestafftoworkbyperimeterwindowstoaccessnaturallight.Inaddition,thefurnituresystemsuselowerpanelheightstoimprovelightingandthecirculationofheatandairconditioning.Benefitsinclude:

    Encouragementofconversationandcollaborationbetweenemployees;

    Increasedaccesstonaturallightandoutdoorviews; Improvedairqualityandcirculation; Abilitytosupportandaccommodateadvancesintechnology; Economyofstorageandusableworkspace; Easyaccesstostorageandsurroundingfacilities; Increasedcomfortandconvenience; Improvedofficemoraleandemployeeproductivity; Reducedsquarefootagerequirementswiththeassociatedreal

    estatecostsavings;and Enhancedaestheticsofficeappearsorderlyandattractive.

  • Howdoesopenofficedesignaddressprivacyconcerns?Inthepast,stateagenciesusetheenclosedofficeasameansofestablishingstatusfortheirmanagers,withoutevaluatingtheactualneedforprivacy.Byreevaluatingeachemployeestitleandresponsibilities,statuscanbeprovidedtoamajorityofprivateofficeholdersbythedesignorsizeoftheirworkstation.Assuch,privacyneedsmustbebalancedthroughoutthegroup.Mostemployeesdonotneedprivacycontinuallythroughouttheirday.Foremployeeswhohaveonlyoccasionalrequirementsforprivacy,small,enclosedroomscalledenclavesareprovided.Employeesareencouragedtousetheseroomsforconfidentialmeetingsandpersonalphonecalls.Inaddition,acousticalprivacycanbeenhancedwiththeuseofspecialcarpetingandacousticalsystemspanels.Insomecases,whitenoisecanbeintroducedaswellasacousticalceilingtiles.Whatarethestepsinvolvedinplanninganopenoffice?1. Discussandanalyzetheaffectedagencyorworkunitbodytounderstand

    thewayitfunctions.Thismaypresentanopportunityforagrouptoreorganizeorvalidateitsprocessesandstructure.

    2. Determinethelogicalandmostefficientofficelayoutbasedonhowthegroupworks,orshouldwork.Designtheworkstationsandofficelayout.

    3. Selectasystemsfurniturevendorthroughthebiddingprocessorfromanexistingstatecontract.Makechoicesforcarpet,paintandworkstationmaterialstoachieveacoordinateddcorandsetthetonefortheunit.

    Howissystemsfurniturepurchased?Theprocessforpurchasingmodularfurnitureensuresthatagenciesobtainthebestworkstationatthebestpricetosuittheirneeds.Vendorsareinvitedtoparticipatebyprovidingworkstationdesignsbasedontheagencysneed.Themockupworkstationsarethenevaluatedbytheagencyscriteria.Thebesttwoorthreevendorsarethenrequestedtosubmitpricingfortheprojectandthelowbidvendorischosenforthefurniturepurchase.Ifalandlordispurchasingthefurnitureaspartofaleaseagreement,thelandlordisadvisedwhentheagencyhasdecidedonavendor.Atthispoint,thelandlordassumesresponsibilityforplacingtheorder,overseeingthedeliveryoftheordertothesite,ensuringthecompletenessoftheorder,andinstallingoftheworkstations.Typically,theconsultantpreparingthelayoutsisalsoresponsiblefordevelopingacolorschemeforthespace.Twocolorboardsareusuallyoffered,withcolorssuggestedforbotharchitecturalelementssuchaswallsandfloors,aswellasforworkstationsandmiscellaneousfurniture.Thisresultsinanofficeenvironmentthatisaestheticallypleasingaswellasfunctional.

  • ContacttheOfficeofGeneralServicesforprofessionalsupportTheOfficeofGeneralServicesRealEstatePlanningstaffhastheexperienceandexpertisetoguidestateagenciesthroughthetransitiontoanopenspaceofficeenvironment,including: Knowledgeofmultiplevendorsonstatecontract; Understandingofagenciesmissionandgoals;and Inhouseplanninganddesigncapabilities.PleasecontacttheOGSRealEstatePlanningunittodiscussthepossibilityofanopenspacedesignforyournextmoveorspacerenovation.

    NewYorkStateOfficeofGeneralServicesRealEstatePlanningandDevelopment26thFloor,CorningTowerEmpireStatePlazaAlbany,NY12242518.474.7676space.planning@ogs.state.ny.us

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