Achieving Office Space Functionality through Optimized User Interface Design: A Business Advantage - Term Paper Example

Achieving Office Space Functionality through Optimized User Interface Design: A Business Advantage Introduction Office space is meant for working where people could safely perform their task with ease and comfort, since an office is basically where business is commonly transacted. An office where people’s movement is restricted by too many furniture, equipments, shelves, décors, and the like negates the very purpose of setting-up an office, as space is essential. In this context, space should be understood not only as the available space where people could move and work, but includes everything that is in a room – floors, doors, windows, ceilings, walls – as each of this perform specific function to transform a space into a functionality that the business requires (Winfrey, 2009, p. 1). To design an office has to consider many things, which above all are the people, whose office work has been dramatically altered by modern technology. Concretely, “many offices workers now use a laptop and handheld device to conduct the majority of business throughout the day, they are demanding a more flexible working environment to better suit their needs” (Easa Saleh Al Gurg Group (ESAG), 2009, p. 1). And with society today becoming more increasingly concerned in “the attainment of the best possible level of health and well-being (Last, 2009, p. 1)” of people in the workplace, safety is now among the major concerns of office design. If before companies tend to trade off safety with efficiency, as if the two are negating each other, with ergonomics “they have learned that designing a safe work environment can also result in greater efficiency and productivity” (“Ergonomics,” 2008, p. 1). Fortunately, with modern technology continually evolving to be more user-friendly, attaining both safety and efficiency in office design is now on our finger tips. However, business, especially the small ones, oftentimes ignore this opportunity believing that such is costly and is profit-wise unwise. This term paper believes otherwise. Office space functionality can be best achieved through optimized user interface design consequentially making business more competitive. This presents three assertions: (1) an office space can be functional if it provides both safety and efficiency; (2) office space functionality can be best achieved by optimizing user interface design; and (3) achieving office functionality through optimized user interface design makes business more competitive. Discussions below would tackle each of the three assertions after which the term paper would be concluded stressing the positive relationship of the three variables: office functionality, user interface design, and business advantage. Office Space Functionality Means Safety and Efficiency An office space is meant to meet the functions of the organization, that’s why “office space is one of the largest expenses a growing company incurs” (Harris, 2009, p. 1). Thus, “the most important feature of good office design is functionality” (Ward, 2009, p. 1).” But too often, office space functionality is understood simply as aesthetically maximizing space, forgetting its essentiality, which is safety and efficiency. Hence, to overlook the health and safety of office employees in office design is to compromise functionality, because “pain or environmental distractions reduce productivity, which eventually shows up on the bottom line” (Baron, 2006, p. 34), and “comfort is one of the keys to being productive," (Ahmed, cited in Widhalm, 2006, p. B01). In other words, “the safer it is to do a job, the more likely it is to see gains in productivity due to reduced time off for injury” (“Ergonomics,” 2008, p. 1), which will be more beneficial to the employer because it would mean lesser hospital bills and lesser expensive and time-consuming legal battles. Just take a look at these unfortunate incidents due to inadequate risk assessments and insufficient plan for a safe system of work (“Health & Safety News,” 2009, p. 1). “Laing ORourke has been hit with £90,000 in fines and costs after a worker was seriously injured in a fall on the £1 billion Liverpool One scheme in August, 2007” (“Health & Safety News,” 2009, p. 1). Another report reveals that “an estimated 2.8m working days were lost in 2007-08 due to repetitive strain injury (RSI), with the average affected person taking 13.3 days off sick. This added up to around £300m per year in lost working time, sick pay” (“Health & Safety News,” 2009, p. 6). And so, it was later reported that the Health and Safety Executive (HSE) through its ‘Shattered Lives’ campaign is cautioning employers and employees alike on the terrible dangers that may be caused by slips and falls in the workplace as such has tragically led to 61 deaths and over 14,000 injuries last year (“Health & Safety News,” 2009, p.27). These news reports only support the assertion that efficiency demanded by offices requires safety. To achieve office space functionality proper ergonomics must be utilized, as the latter’s “goal is to optimize human well-being and overall system performance” (Stage, 2009, p. 1) using the “knowledge of physical abilities, limitations and human characteristics that apply to job design” (“Ergonomics: Unlocking the potential,” 2009, p. 2). The following “risk factors – the elements of workstation design or employee action that can result in muscular skeletal disorders” (“Ergonomics: Unlocking the potential,” 2009, p. 12) have to be considered in designing an office space ergonomically: “environment risk factors – heat or cold, lighting, vibration, tool design, and noise” (“Ergonomics: Unlocking the potential,” 2009, p. 13); and “activity risk factors – static or awkward postures, improper gripping, improper lifting, and repetitive motion” (“Ergonomics: Unlocking the potential,” 2009, p. 14). And since “neck pain, shoulder pain, backache and headaches are common complaints amongst office staff that spend most of their working day sitting behind a desk” (Sabrina, 2009, p. 1), “the crux of an ergonomically sound workspace is fitting tools to workers to permit natural movement” (Baron, 2006, p. 35). It will certainly be highly advisable to make sure that the chair provided for your employees has a number of basic adjustments, such as height, tilt, lumbar support and of course a back rest. Arm rests arent always necessary, and usually serve relatively little benefit as far as ergonomics are concerned. To be able to raise or lower the chair in order to make sure that the employees eyes are level with the monitor is essential, as any tilting of the head can easily result in strain or compression injuries over time, These can be very painful, resulting in twinges or headaches which will undoubtedly result in reduced workflow at the very least. (Winfrey, 2009, p. 1) Optimized User Interface Design to Achieve Office Space Functionality Today, technology is a natural part of offices, as it makes work faster, more efficient, and even economical. Imagine how the computer has made easier the filing and retrieving of documents. However, “as technology becomes ever more pervasive in our lives, one of the fundamental questions confronting us is how to resolve the increasing complexity that too often accompanies it – complexity which threatens to prevent our reaping the potential benefits… it offers” (Buxton, 2006, p. 248). With the proliferation of technology, it’s quite frustrating that instead of freeing office spaces, it lessens it. This means two things. First, the wonders that technology could do more in best achieving office functionality are not yet being enjoyed fully. And, second that technology despite it being a necessary part of offices is still treated not integral to designing offices. The first point means, technology could have the two main attributes that would best provide the uses of office space. These are ubiquity and transparency – an apparent paradox, yet an exact formula in optimizing office space. The paradox is “how can something be everywhere yet be invisible?” (Buxton, 2006, p. 253) The perfect formula is to be invisible to be everywhere. Meaning, the presence of technology should not encroach into workplace environment. (Buxton, 2006, p. 253) The best illustration to this is the automatic door which opens up automatically when one goes out. “A simple sensor, switch and motor make this door have more ‘intelligence’ about you and your location than is exhibited by your typical PC” (Buxton, 2006, p. 252). This shows that for technology to optimize office space is “to design for and exploit what we can know about the semantics of the space/function/distance/scale relationships of the social and physical context where they will be used” (Buxton, 2006, p. 251). The second point, which would further strengthen the first point, to design an office space to its maximum functionality could be possible with technology as an integral part of the whole design. When you are designing an office, it’s just like designing a user interface wherein you give consideration on what would make interaction most effective. In fact, today, many technological innovations rely upon User Interface Design to elevate their technical complexity to a usable product. For example if interaction styles in computer are defined by its “command line, menu selection, form fill-in, direct manipulation, anthropomorphic” (Galitz, 2007, p. 5), in the same manner that designing an office should be organized and systematic for easy access and efficient service. So, in designing an office space for maximum functionality, treat it as if it is the technology. In this manner, the technology becomes the office. If as “applied to computer software, User Interface Design is also known as Human-Computer Interaction or HCI” (User Interface Design, 2008, p. 1), then, when applied to office space design, the office becomes the computer. How would efficacy be tested? As discusses above, the bottom line of designing for maximum office functionality is in being able to satisfy people’s (specifically employees) safety and efficiency, and just like HCI, the people’s experience or how they experience the office – not simply the chair, the light, the computers, but the office as a whole – is the key testing point to its efficacy. Is this possible? This is very possible given the limitless innovations being done to technology. Just take a look at some of the current cool interaction design concepts illustrated below, which could be useful in designing office spaces; they are simply amazing. They concretely show, what wonders could technology do: Generation Random (Image # 1), which is a multi-touch a multi-touch screen where all projects could be stored (Interaction Design, 2008, par. 3); Interactive Water Board (Image # 2), which is an interactive whiteboard that allows user to manipulate the flow of water” (Interaction Design, 2008,par. 7); and The Cabinet (Image # 3), which “collects and organizes images that designers use in their design work” (Interaction Design, 2008,par. 15). Image # 1: Generation Random (Source: Interaction Design, 2008) Image # 2: Interactive water Board (Source: Interaction Design, 2008) Image # 3: The Cabinet (Source: Interaction Design, 2008) The important thing is that “any technology introduced must reflect and respect … space-function-distance relationship… interaction with multiple technologies spatially deployed in various appropriate locations is much less intrusive [than] doing something on… single general-purpose technology… deployed in a single, and … frequently wrong, location” (Buxton, 2006, p. 256). Optimized User Interface Design in Office Space Makes Business More Competitive As Mendlowitz says: “Having a neat, clean and comfortable work environment is very important… It can mean the difference between having a superstar or a mediocre employee come work for you" (as cited in Baron, 2006, p. 34). Meaning the work environment define your business, whether yours is excellent or not. A neat, clean and comfortable work environment defines excellence. And as superstars or prominent people give high regard to excellence, then, it is just logical to see them your clients. Such is generally accepted, but to assert that optimizing User Interface Design to achieve maximum office space functionality makes business more competitive is a different thing, as some business particularly the small business, would see it too expensive not worth to invest in. However, analyzing the costs and the benefits business could derive from such innovation, would show more beneficial effects over its cost. For one, the technology alone is already a benefit as it does not only prove human ingenuity, but more so brings out the best possible solution to what office space designers commonly faced. If in the short term, such could not yet be afforded by small business, at least in the long term, it has some solutions to turn to. Besides, technology is constantly improved as it responds to society’s demand to be more marketable and usable, that it could be possible to make it more affordable. Second, look at the reported figures, how much work-time is lost and how much money is spent by companies due to injuries and fatal accidents brought about by poorly designed offices, not to forget the tarnished reputation and the headaches of legal battles and scandals companies have experienced. In analogy, to put aside even for sometime the technological transformation of office spaces to its maximum functionality, is just like waiting for an unhealthy person to be terminally ill. This kind of prioritizing puts business into two disadvantage positions: worsening the problem and missing the opportunity for development. Third, the efficacy of the technological innovation would be enough for business to be competitive. Where else would anyone want to work and to transact business but in this kind of working environment. As business has to take risk for greater leap, this risk is worth it, as its benefit is far greater than the cost. Conclusion: Indeed, to design an office space for maximum functionality is to ensure both safety and efficiency, as office spaces are meant to be utilized for the optimum performance. And this could only be achieved if employees could safely work there with ease and comfort, as safe working environment are not prone to accidents, and assures employee’s safety and confidence, enabling employees to function well as they are physically fit and mentally apt. To do this, offices must be designed ergonomically, because safety and efficiency is ergonomics. That despite the availability of modern technology, still it is not fully maximize to attain maximum office space functionality, as technology is not integrated into the whole process of design. To achieve this, User Interface Design must be used with space, functionality, people, and technology its integrative elements. The benefits that business could enjoy from this technological development are far greater than its cost. References Baron, Laura. (2006). “The Economics of Ergonomics: For a Happier Staff and a More Productive Firm, Apply the Principles of Ergonomics.” Journal of Accountancy, 2002 (6): 34-37. Buxton, W. (2006). “Space-Function Integration and Ubiquitous Media.” In M. Shamiyeh (Ed.). Towards and Interactive and Integrative Design Process, 248-271. DOM Publications: Linz, Austria Health and Safety News. (2009). Retrieved 8 December 2009 http://www.scribd.com/doc/13603678/Health-and-Safety-News-February-2009 Easa Saleh Al Gurg Group (ESAG). (2009). Mobility and ergonomics most important office considerations in UAE (Press Release). AMEinfo.com. United Arab Emirates: AME Info FZ LLC. Retrieved 5 December 2009 http://www.ameinfo.com/190971.html. “Ergonomics.” (2008). Usernomics. 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Winfrey, Margaret. (2009). “Three Office Interiors Often Forgotten.” ArticleSnatch.com. Retrieved 5 December 2009 http://www.articlesnatch.com/Article/Three-Office-Interiors-Often-Forgotten/810088 Read More