Plan it rightfrom furniture to phones to lighting.
The Perfect Office
BY STANLEY
ZAROWIN
- THE ADVENT OF the PC
changed the basic rules
governing office design. Suddenly there
was a need to install a PC on a desk so
that it was both convenient and
comfortable to use.
- EVEN MUNDANE THINGS,
such as lighting that causes
screen glare, had to be addressed.
- THE BEST DESKS
EXHIBIT two basic ergonomic
features: They are L- or U-shaped and
have an adjustable keyboard drawer
slightly below the desk top. Such designs
give the user convenient access. The goal
is to reach things without twisting,
stretching or moving too much.
- TODAYS MINIMUM STANDARD computer
setup is a 400-megahertz Pentium III with 128 megabytes of
RAM; a 5-gigabyte hard drive and CD-ROM and Zip drives; a
17-inch monitor screen; Internet access; a network (even
in a small office); an automated and reliable backup
system: a CD-ROM recorder; and an uninterrupted power
supply.
|
- DONT SKIMP ON TELEPHONE equipment.
Install enough extra lines so customers and clients are
not put off by busy signals; consider cordless phones so
you can move about the office as you talk and even
headsets for hands-free conversation.
- THINK TWICE BEFORE buying
one of those multifunctional machines
that print, fax, copy and scan documents.
They may save you money, but you may lose
out on convenience.
|
| STANLEY
ZAROWIN is a senior editor on the JofA. Mr.
Zarowin is an employee of the American Institute
of CPAs and his views, as expressed in this
article, do not necessarily reflect the views of
the AICPA. Official positions are determined
through certain specific committee procedures,
due process and deliberation. |
ntil the early 1980s, designing an executive office was a piece of
cake: All you needed was a large desk, a plush high-back chair on
casters, a couple of visitors chairs and maybe a credenza, a
bookcase and a conference table. No need to provide space for a
typewriterafter all, typing was done by a secretary or the typing
pool, situated outside the executives office.
In the mid-1980s, when the first hefty microcomputer
was trucked in, it was relegated to a space near the storeroom where the
nonprofessionals toiled. But by the late 1980s, micros had miniaturized
into desktop PCs, and secretaries were upgraded to executive assistants
and they no longer typed executives letters. In fact, not only did
executives have to make room for PCs on their desks, but they actually
had to learn how to use them. The joke making the rounds at the timeout
of executives earshot, of coursewas
Question:
How do you know when the managing partner is finally
using his new computer?
Answer:
When the screen is dabbed with WiteOut.
And once the PC became a tool required of all CPAseven
those in the executive ranksoffice design had to change. Their desks
had to accommodate the ubiquitous computer. Even lighting became a
problem: Blinds or drapes had to be added to the prized corner office
because sunlight streaming in from two sides washed out the computer
screen.
Some organizations, such as the one
profiled on this page, had difficulty recognizing the
impact of the move to computers.
| Form
Over Function In the early 1990s, a large East
Coast organization planned to move its staff to a new office
complex and retained an architect to design the interior
space. Since it was a forward-thinking organization, everyonewith
few exceptionswas given a desktop computer. For the
clerical staff, the architect designed typical cubicles with
L- or U-shaped desks and height-adjustable pullout drawers for
computer keyboardsthus, those workers could position their
work conveniently next to their computer monitors, and their
telephones were within easy reach.
But the architect designed a more executive feel for middle
and upper management: A large wooden desk faced the entrance to
each private office, with a two-level credenza behind the desk
against the rear wall. The credenzas upper portion contained
storage cabinets; the lower section comprised two stacks of
pullout file draws. The top of the stacked file drawer cabinets
was, in effect, a long, narrow desk in the middle of which a
computer and monitor rested; a pullout drawer for the keyboard
was installed in the kneehole space between the stacked
drawers under the desk top. When the keyboard wasnt in use,
the drawer could be closed.
The design, nearly everyone agreed, was elegant and certainly
evoked an executive atmosphere. However, a handful of middle
managers grumbled that the offices elegance exceeded its
functionality. They complained that because an increasing
portion of their work was computer-oriented, and because the
computer was directly behind their desks, they had to spin 180
degrees to gain access to it. Worse, the telephone was designed
to fit on the main deskjust beyond reach when they worked on
the computer.
In time, even those who initially applauded the design
recognized its drawbacks. For example, if they forgot to close
the keyboard drawer and spun around quickly to use the computer,
either a knee or the arm of the chair collided with the drawer.
After several such collisions, some of the drawers weakened and
collapsed onto users laps.
That turned out to be fortuitous: Since the
drawer was too small to accommodate both the
keyboard and a tray for papers, many executives
never bothered to have it repaired. Instead, one
by one they moved their keyboards and monitors to
their main desks.
Although the new arrangement had its advantages (they were
finally within easy reach of their phones and they didnt have
to spin 180 degrees for computer access after slamming their
knees into the open drawer), it had drawbacks too: The monitor
and keyboard consumed nearly a third of a desks area, an
inelegant tangle of wires protruded from the back of the
computer right in visitors faces and the keyboard was a few
inches higher than an optimum ergonomic heightincreasing
users risk of wrist fatigue. But the advantage of being able
to work conveniently on the computer offset the risks.
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COST AND STYLE
Visitors to offices of CPAs and other executives who
spend considerable time at computers report that few have replaced their
conventional desks with ergonomic designs. Yet lower-level employeesthose
who typically do the menial office worktend to have simple but
well-designed ergonomic furniture. The reason for the inconsistency is
not clear; it may be related to cost and style: Its been only
recently that stylish and pricey ergonomic furniture has became popular.
Before that, ergonomic desks tended to be made of gray metal, and how
many executives are willing to trade in an elegant teak desk for the
sake of typing comfort?
Two variables complicate ergonomic design goals:
People come in different shapes and sizes and they perform multiple
functions. To accommodate these differences, good ergonomic furniture is
designed to be easily adjustablefitting the needs of people of
various sizes and flexible enough to serve multiple activities.
The best ergonomic desks exhibit two features: Theyre
L- or U-shaped, and mount an adjustable keyboard drawer below the desk
top, looking something like the designs below. Since the goal is to be
able to reach everything on the desk easilywithout twisting,
stretching or moving too muchsuch designs give the user convenient
access to paperwork, the computer and the telephone.
As you can see in the illustration below, its
possible to combine a computer workstation with a more conventional,
rectangular desk. But as you can also see, such a desk lacks the
easy-reach convenience of an L- or U-shaped desk. While such desks are
very efficient and utilitarian, some ergonomic-conscious accountants
believe they dont adequately project an executive image. For them,
the conventional desk is more in keeping with that image so they tend to
seek out such desks with built-in keyboard drawers. On some older desks
its often possible to add hardware for keyboard drawers.
COMPUTER
SETUP
Since computers have become the centerpiece of every
office, and since hardware prices are now at record lows, it stands to
reason the perfect office should have the best hardware. Its wise to
upgrade computers at least every other year, if not sooner. Dont
consider such frequent upgrading a luxuryits actually very
cost-effective. Faster, trouble-free machines get work done sooner and
with less frustration.
The minimum standard computer setup
today should have the following:
- Computers. All
machines should have at least a 400-megahertz
(MHz) Pentium III chip (by next year the minimum
speed will be about 600 MHz), with 128 megabytes
(Mb) of RAM and a 5-gigabyte (Gb) hard drive
(more is even better) plus CD-ROM and Zip drives.
- Internet. Nearly
everyone in the office should have Internet
access.
- Network. Even in an office with as few as two
people, the computers should be connectednot only for
communication between the computers but also so they can share a
single Internet access provider.
- Backup. Every
office should have an automated and reliable
backup system for all the data. The data should
be stored in at least two places: one on-site and
one off-site. The off-site location could be
accessed via the Internet.
- Monitors. Computer
screens should be at least 17 inches. For some
operations, when a large screen is vital, upgrade
to 21 inches. If desk space is a problem,
consider the more expensive flat-screen models.
They provide an image as sharp as the
conventional monitors with large footprints.
- A CD-ROM recorder. In
addition to a CD-ROM drive, the office should be equipped with a
CD recorder. With such a device, you can custom-record a CD for
permanent data storage, for sharing huge presentations or for
storing your computers complete setup. Should your computer
ever crash, inserting your computer-setup CD into the failed
machine will have it up and running with the original setup
software within a few minutes.
- Uninterrupted power
supply (UPS). Someday, just as youre finishing
a complex spreadsheet, an electrical blackout will occur. Without
a UPS system your computer will crash and youre likely to lose
not only that file but all the data on the hard disk. With a UPS,
which is essentially a big standby battery, you will have enough
time to save what youre working on and turn off your computer
properly. Prices start as low as $100. Its a must.
 |
 |
| This modified U-shaped desk provides more open space yet
everything is within easy reach. |
With a U-shaped desk, it's possible to reach everything
without twisting, stretching or moving too much. |
The
Top 10 Guidelines for the Perfect Office
1 Make
sure monitors are glare-free. When the computer is turned off,
the screen should not reflect light. If you cant achieve that
goal, add a glare screen, which clips on the face of the
monitor.
2 Adjust
office lighting so it produces little or no glare and is evenly
distributed throughout the office. Florescent lights, while more
efficient and cooler than incandescent bulbs, emit limited color
frequenciesand thats not good for your eyes. Check your
office supplier for broad spectrum bulbs, which make reading
easier.
If you still cant eliminate the glare, no matter how you
arrange the lighting and the furniture, go to
www.computerlight.com, the Web site of a unique product from
Eclipse Computer Light. What makes the Eclipse compelling is its
indirect lightingfrom a bulb to a mirror and then onto your
workspace. The result: No glare no matter how you position the
lamp. The product costs about $60.
3 Dont
place the keyboard atop a desk. It should be mounted at least
two-and-a-half inches lower than the desk surface on a roll-away
keyboard drawer. If you want to keep your old desk, you may be
able to install a pull-out keyboard. Check an office supply
store or do a search on the Internet under ergonomic office
furniture.
4 Use
ergonomically designed keyboards that fit the users natural
arm position. Several good designs are on the market. To find
one that suits your needs, visit a computer supply retailer or
search the Internet using computer keyboards as your key words.
5 Dont
skimp on chairs. No matter what vendors say, no one chair is
perfect for everyone. While its true some ergonomic chairs
are highly adjustable and good for many people, a chair is not a
product you can buy without test sittings. A great chair should
be on wheels that roll easily in any direction. It should have a
high back or neck rest. Some also have retractable arms (so you
can move them out of the way at times); thats a feature only
some people like. Also, the chairs height and backrest tilt
angle should be adjustable. While some people insist that
leather, rather than cloth, is more comfortable to sit on for
long periods, thats strictly a personal issue.
6 Be
sure to place a chair mat under the desk chair so
it rolls easily unless you have an unusually
hard-surface rug.
7 To
keep noise down, situate large computers, copiers
and other devices that hum, beep and make
disagreeable noises in other rooms. If noise
remains a problem, place the machines in
noise-proof enclosures. Sound-absorbent
floor-covering and ceiling tiles help, too. And
if noise still bothers you, consider equipment
that generates soft, comforting background noise,
such as running water, to mask the offensive
sounds. Again, check the Internet for nearby
vendors of sound-masking equipment. Prices run
about $1 per square foot of ceiling space.
8 If
possible, position your desk so you can focus periodically on
faraway objects. Its good for your eyes and lets you work
longer and more comfortably.
9 Get
a telephone with a good speaker system that
allows you to speak and hear clearly, hands free.
While there are many such products on the market,
not all have high-quality sound, so you must test
them.
10 Provide
fresh, clean air at a comfortable temperature.
|
INTERNET ACCESS
For an Internet link, as in life,
access is everything; and the faster you want to be able
to access, the more it costs. Internet access comes in
five varieties. And also as in life, the five come with
advantages and disadvantages. Here they are, from the
least expensive to the most expensive:
Modem with conventional
phone line. The fastest individual modems are 56 kilobytes
per second (Kbps) devices that sell for between $100 and $150. But their
typical upload-download speed ranges between a laggard 33.6 and 50 Kbpswhich
is why the World Wide Web is still jokingly called the worldwide wait.
Monthly fees for Internet access are about $20. If an Internet
connection and Web surfing are important to your business, dont even
consider a regular phone line modemits too slow.
ISDN. The Integrated
Services Digital Network (ISDN, as it is better known) became popular a
few years ago because it was the first relatively fast alternative to
the modem and conventional phone connection; its as much as four
times faster. Setup costs range from $50 to $300, depending on your
location. One advantage of ISDN is that, when its operated in the
dual-channel mode, you can share phone and Internet connections
simultaneously. The downside of dual channels is that operating speed
drops sharply. ISDN installation is limited to those within about
three-and-a-half miles of a telephone central office.
ADSL. The Asymmetric Digital
Subscriber Line (ADSL) is ISDNs first cousin. Its blazingly fast,
with maximum upload speeds of 1.7 million pbs (Mbps) and top download
speeds of 8 Mbps. In addition, its always on so theres no need to
dial up the connection. The setup costs run between $100 and $500 plus
the cost of a special modem. Monthly costs vary widelybetween $40 and
$800depending on location and use. Like an ISDN installation, you
must be within about three-and-a-half miles of a telephone central
office.
Cable. This is probably the
best service. While not always the fastest service, its more than
respectable. Upload speed can be as fast as 4 Mbps, but in locations
with a slow remote server and poor Net connection it can drop to 33.6
Kpbs. Downloads are as fast as 4 Mpbs but can be as slow as 400 Kpbs.
Speeds often depend on the number of other connections on the cable
line. Setup costs go as high as $200 but monthly service is a bargain at
$50 or less. Like ISDN service, its always onso theres no
dial-up wait. The downside is youre stuck with the cable companys
Internet providertheres no choice.
DirecPC Satellite. If cable
is not available and you cant access ISDN or ADSL, the only
alternative is this direct satellite connection from Hughes. Speed is
not great: upload is a poky 33.6 Kbps via an analog modem and download
is about 250 Kbps. Setup is expensivebetween $300 and $800 because
you have to install an outside satellite antenna dish (which must have a
clear line-of-sight view to the south) and a modem.
| Some people consider this Aeron chair, available from
Herman Miller of Zeeland, Mich., the best one for the office |
 |
| Bring Order to
Chaos Take a look at the back of your computer
systemif you dare. Youll see a tangle of cables and
wires, and its unlikely youll be able to identify where
they came from or where they go.
Well, we cant help you there, but here are several simple
options for at least making same order out of that chaos:
- Tie the cables and wires with garbage bag
ties or Velcro straps. That way, you can
easily unwrap them when you upgrade or
need to disassemble the system for
repairs.
- Run the wires and cables through PVC pipe
insulation, which can be bought at any
hardware store.
- Run everything through data switches,
which can be bought at any computer
store. Use one data switch for each port.
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TELEPHONES
Dont skimp on telephone equipment. The money you
save with an economy system is more than offset by the frustration you
experience with poor service.
First of all, install enough extra lines so that
customers and clients are not put off by busy signals.
Consider cordless phones. The relatively new 900-MHz
cordless models not only produce less static and interference but also
work well even at extended distances from the home base; that means youre
not deskbound when youre on the phone. Because they use very
sophisticated frequency-switching technology, eavesdropping is nearly
impossible.
 |
The Ergon chair, also from Herman Miller, is a
slimmed-down version of the Aeron chair. |
For slightly more money, you can have a
higher frequency (2.4 gigahertz) phone, with more clarity
and even longer range. For a small office, consider the
2420 Gigaset from Siemens (www.siemenscordless.com). It combines a corded two-line phone with a
cordless phone that has a range of several hundred yards.
If youre a heavy long-distance user, its worth
your while to shop around for your long-distance provider; competition
has accelerated to the price-war stage. But even if you get a good
price, dont sign a long-term contract with a provider. Prices should
get even softer, so check out the competition every six months or so.
If youre on the phone a lot, your office is noisy
or youd like both hands free while youre talking, consider adding
a headset. The new designs are light and comfortable; some are cordless,
so you can walk around the office while talking.
| Take an Ergonomic
Break If you spend many hours
at your desk and at a computer, try these
exercises at least every few hours:
- Alternate closing your eyes tightly and
opening them wide at least 10 times.
- Alternate spreading your fingers and
making a fist; hold each position for
about 10 seconds.
- With fingers spread, place your hands
together with fingertips under your chin.
Then slowly lower your hands and your
fingers will peel apart. Reverse the
process and repeat several times.
- Turn your head as far as it will go and
hold it for 10 seconds. Repeat in the
opposite direction.
- Tilt your head to the left and hold the
position for 10 seconds. Repeat in the
opposite direction.
- Rotate shoulders (like a shrug) first in
one direction and then in the other.
- Place hands on hips, feet about a
shoulder width apart. Slowly push hips
forward and lean shoulders slightly back.
Maintain that stretch for 10 seconds.
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MULTIFUNCTION MACHINES
A well-equipped office should have, in addition to a
computer, a way to print, copy, fax and scan documents. You can buy
separate machines to do each function at a total cost of about $1,000 to
$1,500, depending on how many bells and whistles you want. Or you can
buy one machine, generically called a multifunction peripheral (MFP)
that performs all those functions for between $400 and $700all
packaged in a machine no bigger than a toaster oven.
Before you make a decision based
entirely on cost, consider the following:
- If any part of the machine breaks downthe
scanner, saythe entire machine probably will be out of
commission, paralyzing your office. So ask yourself whether the
risk is worth the savings of a few hundred dollars.
- Unlike todays computers, many MFPs cant
multitaskthat is, they can do only one job at a time. If youre
printing, it cant fax or copy; if a fax is coming in, the
machine cant do anything else until the fax is complete. There
are some MFPs that can multitask: the $500 Brother MFC-7150c is
one with that ability.
- Most MFPs use ink-jet printers, which are
relatively slow and dont print as sharply as laser printers.
The Brother model is an ink-jet. The few laser printer MFPs tend
to be more expensive. The Hewlett-Packard Laser Jet 3100, at $700,
is one of the better ones.
In planning your office, recognize that achieving
perfection is illusive at best: Its like trying to carry frogs in a
wheelbarrow: Every time you think youve finally achieved it, a new
technology or a new product will come along to suggest a better idea.
Therefore, resist the temptation to stay on the leading edge: It can
become a compulsion that requires a huge investment in time and
financial resources, leaving you little time to practice your profession
and earn a living.
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