Physical Factors

criss-crossing. Figure 2-2 shows the ideal communications space layout with sequential workflow. Placing related tasks in adjacent spaces reduces distance and increases efficiency of operations. This ultimately increases the work accomplished. Workflow affects the placement of sections within the division and the location of desks, files, and other equipment. Changes should only be made to improve workflow. Deviations from approved methods can result in loss of time and motion and cause delays in completion of work assignments. Physical Factors The physical layout of workspaces should be reviewed when: There is evidence of improper workflow; The number of personnel or office procedures change; The volume of work increases or decreases; Figure 2-2.—Ideal communications space layout. l New equipment is ordered or is to be installed; or . There is a change in allotted space. Before actually moving personnel or equipment, it is a good idea to draw a scale model of the anticipated layout. You can then evaluate the idea and judge its effectiveness. In evaluating an office layout, you should consider the following factors: Office congestion; Personnel supervision; Use of space; Volume of work versus people; and Office appearance. Internal Communications A large portion of communications office work consists of receiving, distributing, and filing communications, reports, instructions, and records. Another major portion of the work is the disposition of correspondence. When handling correspondence, the supervisor must establish standard procedures. Once decided, these procedures should be conveyed both vertically and horizontally. Vertical communications are routed up and down the chain of command. Horizontal communications are routed to other divisions and departments. Vertical communications can be either formal or informal. Formal information usually consists of office procedures, watches, schedules, job instructions, and written orders. Formal communications are handled to ensure wide dissemination and accuracy of information, to avoid distortions, and to provide a permanent record. Informal information is usually passed orally and provides guidance and instructions on work assignments. Horizontal communications can be either formal or informal. Personnel holding parallel positions (two watch supervisors for instance) can sometimes resolve problems through informal communications without involving higher authority. On the other hand, formal communications must be used when the subject requires approval through the chain of command. Formal communications may be in the form of station directives, administrative procedures, or station watch bills. 2-8