Question

your office has been moved to new premises and the general manager asked you to draw up a report after analysing the needs of the various departments. your report should include recommendation on how the move should be handled and where each department should be sited in order to render the most effective services to other departments and customers. write a report in formal report format. remember to give reasons for the sitting of each department, and the relevant recommendations

Answer 1

Report

For every organization, preparing the layout accurately is very important as it helps to operate freely and the settings of various departments help increase the amount of efficiency and productivity. In order to move to the new premises, the departments can be located as follows:

• Moving the entire office is a tough task, for which prior planning needs to be done.
• Firstly, the space available in the new office need to be measured so that fitting in the departments becomes easy.
• Instead of shifting the entire department all together in one go, it would be beneficial if the office is moved department wise, one by one.
• The employees as well should be given enough time and prior intimation before making the move to the new premises.
• The layout to be set should be flexible and spacious so that the work efficiency is not hindered due to clustered setting.
• The reception (may I help you) desk should be located and placed in the very starting of the office, where it is easily accessible to all the employees, as well as the customers.
• Opposite to the reception there can be two couch or some chairs for the customers to sit down and wait for their turn to come.
• Moving ahead, next the sales department should be located where the sales executives will be sitting. This is done so that the sales executives can easily approach the customers and hence convert them into clients and consumers, and vice versa.
• Further moving in, next the IT department should be located so that all the employees from the office can easily approach to this department in order to resolve their queries.
• Going further inside will be the HR department, where the HR managers will be sitting in order to resolve any conflicting issues or queries of the employees.
• Lastly the finance department will be located with all the treasury safe with them.
• Attached will be the office of the Manager of the office, or any other higher authority. The space offered to them will be away from all the chaos, so that strategic decisions can be taken effectively.

By following the stated layout for the new building, the office will be well organised and the employees will be able to work more effectively and without any delay. Moreover, this will not even hamper the sales and other operations of the business.