Effects of Information Technology and Office Automation

Developments in information and communication technologies have contributed greatly to the changing working conditions in offices. Multipurpose terminals are replacing individual data-, word- and image-processing equipment, and individual systems are being networked to form integrated office communication systems – (1). Video display stations, which also require computer terminals and additional equipment, have increased the floor area needed in offices by approx. 2-3 m² to approx. 15-18 m².

The effects of office automation on workstations and layout have created needs which existing office buildings can no longer fulfil. These include the greater importance given to the quality of the individual workstation, which improves flexibility, minimises operating costs, and results in working environments that are ecologically acceptable. Reorganisation of space and the modernisation of furniture and fittings are just as important as new buildings - (2).

Streamlining working procedures can potentially reduce the time spent on administrative activities (filing, sorting, copying, searching, acquisition of material etc.) and communication (conferences and meetings) by approx. 25%. Good design can minimise interruptions to the workflow. More telecommuting (work at home) compensates for the increased floor area requirement described above, but some activities (meetings, etc.) must still take place in the office building. There are also limits to the usefulness of telecommuting.

There are other forces which tend to work against potential decentralisation, and which may be very important. A centralised location may have a prestige advantage, a company's presence in a city is a symbol of continuity, and employees often prefer a communal working atmosphere and shared leisure activities. Video-conferencing, however, could reduce job-related travel by approx. 50%.

Changes in the workplace. Increased efficiency due to information technology and changes in work requirements (processes and organisational patterns) are changing office structures. Staffing levels are dropping, and working groups are getting smaller. The former hierarchical division of labour amongst staff, such as manager, secretary, senior clerk etc., often develops into an integrated working group. This in turn may change floor space allocations. A greater awareness of the immediate working environment is closely linked to current societal values.

These are reflected in attitudes toward workplace quality (daylight, use of environmentally friendly products, energy conservation) and daily activities (ecological aspects, consumption of materials, waste disposal). From the employee's viewpoint, the workplace is a vital forum for social interaction. This is increasingly important because of the stress caused by new technology and formalised work structures. Rising levels of physical and psychological stress have resulted in greater attention being paid to the work environment. Office workers need sufficient space, the freedom to arrange their own furniture, good ventilation and lighting, and protection against external or unnecessary disruptions. Approximately 65% of the working day is spent in limited work areas and 10% in extended work areas - (4). Work contacts and shared equipment are becoming more important, resulting in the need for individual and shared offices and workstations - (3) + (5).

In addition to reorganisation of existing buildings, new concepts for individual and group offices are taking shape, e.g. the interconnecting group office partially divided into zones, the combined office, or the multiple or multivalent workstation, although the latter does not appear to be popular.