The term ‘office work’ refers to activities that are largely characterised by the production, processing and transmission of information of all kinds. Around two-thirds of this consists of communication processes.
In Germany, around 18 million people work in offices, which is over 40 per cent of the total workforce – and the trend is rising. The number of office workers is growing massively, particularly in major cities and conurbations. A great many employees are therefore affected by the pros and cons. That is why questions about how an office should look and be equipped, and how office work can be organised as a whole, are of considerable importance – not least with regard to health risks.
Sitting, sitting, sitting
Another defining feature of office work is prolonged sitting – often throughout the entire working day – and consequently a lack of physical activity and variation in posture. This is exacerbated by the excessive use of computers and screens, smartphones and tablets, the internet, email and other digital means of communication. This requires a high degree of concentration.
If you enjoy being out in the fresh air and love plenty of exercise and variety, working in an office is likely to be very unsatisfying, as it invariably involves a great deal of sitting at a desk. Word has probably got round by now that this isn’t particularly healthy in the long term. For some time now, there has even been the saying, ‘Sitting is the new smoking.’
Health risks
Sitting for too long leads to poor circulation, tension in the neck, shoulders and back, and has a negative impact on the joints. It can contribute to cardiovascular disease and obesity. This is further exacerbated by the fact that we hardly move at all in our free time, but instead spend a lot of time sitting in front of our home computers or televisions. But the opposite is not healthy either. Working continuously whilst standing – for example, at a standing desk – puts excessive strain on the veins in the legs and can have a negative impact on productivity. That is why an ergonomic workplace design is particularly important.
Recent research has shown that prolonged sitting whilst working in an office affects brain function. In one test, participants were given typical office tasks to complete for four hours. At varying intervals, they had to interrupt their sedentary work and walk on a treadmill for varying lengths of time. It emerged that optimal blood flow and carbon dioxide concentration in the brain were achieved when participants moved around for about two minutes every half hour. Such a routine can help prevent neurodegenerative diseases such as Alzheimer’s or dementia.
Burnout and boreout
The term ‘burnout’ is not new. People who suffer from it feel burnt out and drained due to work-related overload. For many employees, a 35- or 40-hour week is nothing more than a pipe dream. Around a quarter of employees work more than 48 hours, not least because they have not just one, but two or three jobs. They are constantly under time pressure and take too few breaks – the result is chronic stress.
‘Boreout’ describes the opposite: a condition caused by a lack of challenge and excessive boredom. Those affected come home after their day’s work feeling exhausted and tired, even though they have done almost nothing. There are essentially two reasons for this. Firstly, they have to expend a great deal of energy on appearing to be fully occupied to the outside world. At the same time, they are plagued by the fear that their lack of work will be discovered and that they may lose their job because it is deemed redundant.
Preventative measures to protect health
Preventative measures should always take the overall situation in an office into account. Ergonomic office furniture is only the first step towards avoiding the negative consequences of sitting for too long. Care must be taken to ensure the correct height of the office chair and desk, the optimal distance from the screen, and adequate lighting. Constantly looking at a monitor from a single direction and always at the same distance places a heavy strain on the eyes, which, in the long term, can lead to visual impairments or frequent headaches. However, factors such as noise levels in open-plan offices, temperature and draughts must also be taken into account.
New ways of working are transforming office life
Over the last two decades, the internet and mobile devices have brought about significant changes in the world of work. This has given rise to new ways of working, particularly in an office setting.
Working from home
One such working model is working from home. Employees no longer spend every day at the office, but work partly from their own homes. The balance between time spent at the office and at home varies from company to company and also depends on the nature of the role. If you opt for this arrangement, you should clarify with your employee to what extent you will cover the costs of office equipment. Where working from home is officially recognised and contractually agreed, the employer’s responsibility for health and safety applies in the same way as statutory accident insurance.
Mobile working
Sales and field staff are frequently on the move and, with the help of new technologies, carry out a large proportion of their office work whilst travelling. This may be on a plane, on a train, in a hotel or even directly at a client’s premises. Particular care is required here with regard to health, as minimum ergonomic requirements are rarely met.
Crowdsourcing and cloud working
In these working models, companies outsource specific tasks to a larger group of internet users, who generally work as freelancers on a self-employed basis. The number of cloud workers is growing, particularly in the fields of IT, programming and content marketing. Once an assignment has been accepted, the cloud worker has a specified timeframe within which to complete the job. This model certainly has its advantages, as it offers freedoms not available in a normal office environment, for example in terms of time management and planning. However, it also demands a high degree of self-discipline and carries the risk of having no financial security during periods of illness or holiday.
Project- and results-oriented work
In these forms of work, teams generally collaborate on a project. It is not the working hours that are decisive, but solely the outcome, which is set out in advance in target agreements. The risk for employees is that they often have to work under considerable time pressure and with a heavy workload. When a new project comes up, the composition of the teams usually changes. This means your staff constantly have to adapt to new colleagues.
A solution through outsourcing
Companies offer an interesting service in the office sector known as ‘office services’. With this service, certain office tasks are handled by a service provider. These usually include services such as administrative tasks, hotel bookings, and post and telephone services. Depending on the provider, the service can be booked either directly at the client’s premises or as a virtual office.
Virtual assistance
In a virtual office, tasks are carried out at the service provider’s premises without the need to rent them. Business centres provide a business address and a local telephone number, along with telephone and postal services. Where there is a strong focus on secretarial tasks, this is often referred to as a virtual assistant service. Outsourcing the telephone service in particular can be very helpful, as important calls cannot be answered during peak times. For start-ups, this can be an excellent solution, as they often lack the capital to hire their own staff.
Advantages of outsourcing
The main advantage of booking office services is that it enables cost savings. Only services actually provided are invoiced, thereby reducing fixed costs. The company remains flexible and can outsource its own office work as required, allowing it to focus on its core tasks. This takes the pressure off staff within the company, who are often solely responsible for various areas and have to work extra hours to cope with all their tasks. It is also worth using these services to cover for staff on holiday or off sick. This provides the company with relief as and when required, without the need to take on new staff.
Tips for booking
When booking office services, care should be taken to ensure that contracts are drawn up in line with individual needs. One of the drawbacks of outsourcing office work can be poor service delivery if an unprofessional service provider is engaged. Office services should therefore always be carried out by experienced staff. Business centres usually guarantee a high standard of service, as they adhere to quality standards. This makes booking office services well worth it.
Cover image: Shutterstock/Bacho
