Office Space Design: User Comfort and Productivity Report

This report investigates the essential elements of office space design, encompassing technical, physical, psychological, and regulatory aspects. It provides guidance for evaluating recommendations from property agents, emphasizing the enhancement of scientific principles, universal design, safety, and building performance measurement. The report delves into crucial factors such as lighting, acoustics, indoor air quality, thermal comfort, and spatial quality, offering detailed insights into their impact on user comfort and productivity. Furthermore, it addresses issues like glare reduction, noise management, ventilation standards, and the prevention of Sick Building Syndrome. The report also explores the application of universal design principles to ensure accessibility and usability for all individuals, incorporating the seven principles of universal design for equitable use, flexibility, simple and intuitive use, perceptible information, error tolerance, low physical effort, and size and space for approach and use.

1.0 INTRODUCTION
1.1 Aim
The investigation in this report considers a variety of aspects among them;
technical, physical, psychological as well as the regulatory requirements
necessary for setting up an office space.
1.2 Purpose
The performance brief developed will properly guide the client in evaluating the
recommendations from property agents.
1.3 Scope
The report will emphasize on:
 Enhancing Scientific Principles
 Principle of Universal Design
 Safety and Security
 Building Performance Measurement (Evaluation at Design and Post-
Occupancy stages)
Other important factors taken into consideration:
 General Office (20-25 workstations)
 5-8 private offices.
 Double meeting rooms with controlled access for visitors.
 Print/Equipment room and storage or other ancillary spaces.
 Kitchenette and staff meal room.
 Should be able to operate on extended hours and weekends.
1.4 Research Methods
The methods used to obtain information include books, journals and web pages.

2.0 USER COMFORT AND PRODUCTIVITY
2.1 Lightning
There are positive outcomes that come by with good lighting of a workplace. By directly
improving health and vitality of employee efficiency grow towards a higher end hence
more productiveness.
Light intensity can be measured using a Lux meter.
Setting up optimum working conditions, there are a number of factors to go by,
including; nature, operation hours and location of the work.
A class 5 building for a workplace, employers are recommended to adopt the following
lighting specifications in Table.1 (Standards Australia 1680 - 2004) below.

2.1.1 Glare
It is important for employees to go about their work under proper lighting for job
effectiveness. This means the light should just be bright enough to allow a clear sight of
things and therefore easy movements and not so bright to cause glare, that is, blinding
effect.
Glare would occur where an area portion is brighter than the background or vice versa.
Example being a bright window looked at behind a computer screen, the contrast may
be uncomfortable to the eye where they are forced to constantly adapt.
Visual discomfort may arise from glare and can be categorised as follows:
 Glare disability – achievement of visual task is restricted
 Glare discomfort – leading to a decrease in visual comfort
Glare could be direct where one looks at a bright source of light or indirect where light is
reflected from surfaces.
Daylight Glare Index (DGI) is determined to measure the degree of glare indoor. Each
number in the scale of DGI (13, 16, 19, 22, 25 and 28) is significantly proportional to the
change in glare effect. Tolerable glare is at DGI 16.
Some of the ways to reduce glare an office space include:
 Control of natural light emanating from windows, good example adjustable blinds
to enable people control the light being received in their work areas.
 Keep contrast between the foreground and background minimal for example by
using a darker partition with a matte surface to reduce the contrast between a
computer screen and surrounding area.
 Shifting the area of work in order to reduce the light reflected on the surface.
 Reducing the general office room lighting so as to favour the task being
performed.
2.2 Acoustical
Acoustics is a significant factor that calls for consideration in a building. Noise may lead
to reduced concentration amongst staff.

“Sound level is unit decibel (A) which is measured at the frequencies over which
humans hear, 20 - 20 kHz, (Australian Standard 2659.1—1988, 1988).
Background sound is of minimal strength and exists in any surrounding almost all the
time. The background sound in an office may generate from computers, lights and
ventilation systems.
Ambient noise may disturb other sites leading to reduced internal environment quality
hence, (Holmesglen) the following fields must be considered so as to avoid it:
 Insulating - wall and slab constructions that are convenient to the set criteria are
determined and specified at design stage.
 Internalised sound levels by including partition/wall constructions that enhance
speech privacy.
 A noise masking system may come in handy in situation where privacy is
essential in an open office.
Table.2 - Recommended A-weighted equivalent design sound levels in Australia
(Australian Standard 2822—1985, 1985).

 Noise can be managed using an internal fit-out design for instance, consider
using white noise to aid privacy in open offices.
2.3 Indoor Air Quality (IAQ)
This is an important factor to consider. For the sake of public health, employers or
building managers must provide a safe working environment and be liable for any failure
on that.
Contaminants such as odours or microbes alter the air in offices. Employers must
ensure building workplaces provide:
 Very natural ventilation
 Forced ventilation should go by the set standards (Australian Standards 1668.2-
2002, 2002)
2.3.1 Forced Ventilation
The air quality may be controlled by an air conditioning system which functions to draw
in air, heat, filter, and cool it then circulate it in the building. The system directs in fresh
air and filters the polluted air back into the outside environment. (WorkSafe Victoria-
Officewise, 2006, p.30) as shown in Figure.1.

However IAQ measure will help to determine the quality of indoor air through:
 Avoiding the pilling of pollutants.
 Considering the specifications on heat and respiratory requirement.
 Allows a sense of comfort.
2.3.2 Ozone
Ozone is a type of gas produced in small quantities by electrostatic photocopiers.
Sufficient ventilation will help prevent harmful contaminants from pilling up to levels that
can cause illness to the employees around these machines (WorkSafe Victoria-
Officewise, 2006, p.57).
Figure.1 – Air Conditioning System Diagram (NIOSH 1991).

2.4 Thermal Comfort
2.4 Thermal Comfort
Comfort may be obtained from type of clothing, job being undertaken, temperature,
humidity and air flow. Discomfort is felt where the temperature within an office is in the
extreme ends, either too low or too high. High humidity means a stuffy, sticky
Table.3 - IAQ, environmental and occupational exposure goals for air contaminants
(Stephen Brown, 2006, High quality indoor environments for office buildings, p.4)

atmosphere and may contribute to feelings such as tiredness. People adapt to different
environmental conditions hence differences in levels of comfort as to particular
temperature or humidity levels (Comcare Australia, 1995).
It is normal for an office to always achieve likely percentage dissatisfaction (PPD) of
10% or lower. Perimeter zones up to predicted percentage dissatisfaction of 15% are
recommended by The ASHRAE Standard 55 (1992).
Factors that interfere with an individual’s thermal comfort include:
 Metabolism
 Radiant temperature
 Humidity
 Clothing
 Air temperature
 Wind speed
Productivity is affected by comfort in that productivity could go down when the employee
feels either too hot or too cold.
Air temperature being factored in for buildings lie between 20 ̊ C and 26 ̊ C during winter
and between 23 ̊ C and 26 ̊ C during summer
Relative humidity should be 30% to 70% for summer and winter conditions (ISO, 1994).
2.5 Spatial
Spatial quality refers to the interaction of users between themselves and the indoor
environment. Spatial quality includes:
 Giving ownership and individual boundaries
 A diverse working environment styles
 Enhancing team work and creativity

 Societal interactions
 Security
 Accessibility
 Adaptability and flexibility
An acceptable spatial quality is determined by the following factors:
2.5.1 Workspace
 Conducive space is required for easy mobility of employees while working so as
to reduce accidents at work stations.
 The task given should determine the amount of space allocated to the
employees.
2.5.2 Access ways
 There should be no obstructions in the work stations to enhance easy movement
of employees.
 The design of the workstation space should incorporate access ways to different
stations within the working area.
2.5.3 Floor space
Sufficient office space for productive operation is necessary.
 Primary spaces – appropriate for meeting rooms, lift lobbies and similar areas
 Secondary spaces – appropriate for corridors and storage
 Tertiary spaces – to accommodate a desk, drawers, filing cabinet and other
necessary equipment in a workstation.
(WorkSafe Victoria-Officewise, 2006, p.22)

2.5.4 Privacy
Intrusion whether physical, visual or acoustical can be minimised by setting up office
partitions. The privacy level of an office therefore depends on plan of the office
environment.
 Space at intimate level – It is the immediate surroundings to an individual’s
body. This is the most private area and combines both physical and emotional
interactions.
 Space at personal level - only a select few, friends with whom personal
conversation is possible.
 Space at societal level– area within which employees are able to make social
contacts on temporary basis.
 Space at public level - area within which the individual is not expectant of a
direct contact with others.
2.6 Sick Building Syndrome
In the late 1970's, when the world was hit by an acute oil shortage, cost cutting changes
were made in the design of buildings and construction so as to save on energy.
Following this, Sick Building Syndrome has taken over a number of workers working in
these buildings. The Syndrome is characterised by non-specific symptoms, which by
World Health Organisation (WHO) definition might include any of the following:
 Irritation in the eyes, nose or throat
 Dry mucous membrane sensation
 Dry skin, rash
 Mental fatigue
 Dizziness

 Nausea
 Headache
 Wheezing
 Coughs
 Wheezing
 Itching and non-specific hypersensitivity reactions
Causes of Sick Building Syndrome are air pollutants as shown in table.4 and poor
ventilation.
3.0 UNIVERSAL DESIGN AND ACCESS
This is the design of products and surroundings meant to be beneficial and serving the
needs of the largest proportion of the population possible. It takes into account the
average body of everyone, their ages and allow for contingency in terms of size, shape,
gender, children, and all nationality.
Universal Design ensures every users safety while in the building and it should be
simple and more convenient in use by everyone including the disabled.
3.1 The 7 Principles of Universal Design
The Principles describing the characteristics that make usable universal designs are:
Table.4 – Shows example of indoor Air Pollutants

3.1.1 Equitable Use
Defines ability to be useful and marketable to people with diverse abilities. In these the
following provisions should be checked;
 Limit segregation or stigmatization on any user.
 Equitable provision of privacy, security and safety.
 Make the design appealing to all.
3.1.2 Flexibility in Use
To be able to accommodate individuals wide range of preferences and abilities by;
• Providing different choices on how the space can be used.
• Allowing the provision of left handed and right handed access of the things to be
used.
• Facilitating the precision and accuracy of the users.
• Ensure that the space easily adaptable by the users.
3.1.3 Simple and Intuitive Use
Make it easy for understanding, regardless of the user’s experience, knowledge,
language skills or level of concentration.
• Elimination of unnecessary complexity.
• Consistency with user expectations and intuition.
• Accommodation of a wide range of literacy and language skills.
• Arrangement of information consistently with its importance.
• Provision of effective prompting and feedback during task completion.
3.1.4 Perceptible Information
A communicative design giving necessary information effectively to the user, regardless
of ambient conditions or the user’s sensory abilities.
• By adopting different modes (pictorial, verbal, tactile) for redundant presentation
of essential information.