I am forwarding these guidelines from Susan Howard at Imperial College
London with her permission. I thought they were helpful in thinking through some
of the issues raised.
David
GUIDELINES
FOR STAFF IN THE OPEN PLAN OFFICE ON LEVEL 2,
CENTRAL LIBRARY
Guidelines for staff in
the open plan office on level 2 are as follows.
A Standing Group will
keep these guidelines under review.
MEETING ROOMS
- Meeting rooms 1 and 6 are bookable and should be
booked via Admin.
- Meeting rooms 2, 3, and 4 are non-bookable, so
that staff can use them for unplanned meetings or for private work that
requires no distractions.
OFFICE LAYOUT AND
FURNITURE
- The office layout is not yet finalised and may
change further in the light of decisions made about changes in the layout
of other parts of the library.
- There is some scope for negotiation between
consenting sections about the use of shelves and cupboards in their
sections.
- Each section will have a visitor’s chair, so
noise from standing conversations can be minimised.
- It should not be necessary to bring in old
furniture to level 2. This includes fans and heaters. If staff are
experiencing particular problems, then please raise these with the Standing
Group.
- In most areas, desk lights should not normally be
required. A small number of ‘daylight’ task lights will be purchased for
particular problem areas and also for cover when an overhead light fails
above a working area.
- Smaller lockers are planned for everyone on level
2. For those with greater space needs, full lockers will continue to be
available on level 4.
- Team coat and umbrella racks are planned for the
future.
- There will be an office noticeboard.
ACCESS ROUTES
- Staff can use
both front and back stairs to access the level 2 office.
- Staff with trolleys must follow the wider
corridor through the office (marked in red on the office floor plan
displayed on level 2). This ‘red route’ must remain unblocked by trolleys,
boxes, etc, at all times!
- People without trolleys can follow either the
‘red route’ or the ‘blue routes’ (marked in blue on displayed floor plan),
which are the narrower corridors between sections.
- Familiarise yourself with the
office fire exits (marked in green on displayed floor
plan).
NOISE AND
TELEPHONES
- People should lower their voices when speaking on
the phone or to each other. Remember especially to keep voices down in the
kitchen, photocopying and other communal areas. Do not shout across the
office!
- People ideally should be seated when holding a
conversation, to minimise noise disturbance.
- The ringing tone on your phone should be reset to
the minimum volume; if you are not sure how to do this, please contact the
standing group.
- Best practices for answering the phone should be
decided within sections. Thought should be given to who answers whose
phone, etc.
- Use of voice mail is encouraged where this is an
option.
- Group ringing of phones (simultaneously or
sequentially) is discouraged; please contact the Standing Group if there
are problems with this.
- People with more than one phone should always
switch calls through to their current location.
- Remember to switch off your mobile phone in the
office.
- Cold snacks may be consumed at your desk, but
meals and hot food should be consumed in the level 4 staff room.
- Any food put into desk bins must be carefully
wrapped up to stop infestations of mice and cockroaches.
WINDOWS
- To avoid drafts, windows should be opened at the
top and bottom windows kept closed.
- Window opening policy will be reviewed when the
chilled beams are operational in Spring 2003.
POSTERS AND
NOTICES
- These should not be put on pillars or walls or
displayed in any public areas.
