Rank: New forum user 
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I am currently working to prevent our managers trying to squash more staff into less space! I have advised regarding the minimum requirement as in 11 cubic square metres but see a 'hot desking policy' coming at me. Their argument is that if staff are only in the office for short periods then we can be more flexible with the amount of desk space given. I will be arguing regarding safe working and the importance of having adequate space to alter working position; all the ergonomic slant !
Has any one else been faced with this policy - as I see it we are not providing an 'internet cafe' for our staff- it is a working office which also requires space to house furniture as in filing cabinets etc.
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Rank: Super forum user 
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This has been discussed a number of times before and there really is no definitive answer. The regs and for that matter L24 cover all workplaces, so it is a pretty broad brush approach.
I suggest you take a pragmatic view rather than blind adherence to the figures quoted in the ACoP/guidance which are a little 'wooly' at best (I'm sure someone will take me to task over that!) I don't think your managers are being entirely unreasonable in suggesting that those who are only in the office for short periods might need less space than others who might spend the majority of their time there.
Take a step back, don't totally rely on the 'book' but use your own judgement, be objective, and be pragmatic and practical. Don't become entrenched in a position that is based solely on the 11m3 rule, but look at what the reg is trying to achieve (have in mind that it is trying to cover every workspace in one reg). The fact is that some types or patterns of work need more space than others.
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Rank: New forum user
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Thank you for your response and do hear what you are saying. Will say that I am very pragmatic in all that I do - realise that its guidance given and appreciate that we need to give some flexibility - at times. My concern is that I will be setting a precedent which will - in the long term have potential health issues. I am talking about teams of District Nurses, COPD nurses who have a very stressful job anyway and all office comfort is being stripped away from them. Also to throw in that many teams are expanding so the problem can only worsen?
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Rank: Super forum user 
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Sounds almost like your line is no more than "we have been comfortable for years and simply don't want to change!" That's presumably the tale you have been told, you have believed it, and now want to find reasons to support that view.
Take another look at this. In these straitened times, everyone needs to do their bit and even as an NHS employee I have to agree.
Leave the 'stressful job' issue. The hospital porter has a stressful job, as do the cooks and cleaners, but your view of their support will be different. Indeed, we all have stressful jobs and surely you know, as I believe, that is simply a superficial gloss you wish to apply to maintain the status quo. Even if their job is stressful a big comfy desk and chair in a lush office is not the way to deal with stress!
It's not that big a deal - ask the beleaguered tax payer who you are expecting to shoulder the burden of this generosity.
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Rank: New forum user
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Not the case at all!! I have spent 22 years working in the NHS and seen all the changes possible; change is part of life and in this instance its not the reason for resistance at all.
.........I am just trying to ensure that we have enough office space to support not only the staff and their transient working but also the stocks; supplies and paperwork that must follow them as well?
Stress IS exacerbated though when you have teams who have merged offices with noise levels often at a max and - from what I am seeing staff welfare at the bottom of the pile
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Rank: Super forum user
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If space allocation of offices was the cause of stress we would all have been given bigger offices and stress would be unknown!
Well, no quite so of course, wouldn't it be nice if it was, but I suspect that you are substantially overstating the case to your employer. Of course the staff involved will make their case, everyone wants their own space, and nobody welcomes change. But that is not a good reason to resist changes predicated on cost-saving, better resource utilisation and efficiency.
Firstly you wanted more space for people. Now, you seem to waver off from that one; it is now space for supplies. Will a new store room not suffice to support the hot desking arrangements? Job done!
If your case is presented like this, prepare to be rebuffed.
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Rank: Forum user
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In the appendix to the Guidance to the VDU regulations the HSA state that a space of 4.65 square meters Is the minimum space for each person employed in a room, this includes the desk and chair but excludes filing cabinets, and other office equipment? The document can be downloaded at www.hsa.ie/eng/Publicati...tions/Display_Screen.pdf I hope this is of benefit
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Rank: Super forum user 
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Bathgate, I'm on your side here. Allocate less that 11m3 per workstation and things start to get pretty cramped, but there are circumstances where this can be lived with - provided you've got decent air quality.
Much less than this though and you'll struggle to accommodate whellchair users.
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Rank: Super forum user
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We have hot desking for those staff who only need access to a PC/ for a couple of hours a day. Each desk is set up to the same standards as an individual desk ie the have the 11 m3 of space each etc. We have also created a ‘quiet area’ in a place formally used by our library/information centre for people who can’t work in noisy, open plan offices.
We also encourage staff to work from home and have systems to support those people who need that. The key to this is to be flexible and to recognise that ‘one size does not fit all’ (‘horses for courses’ and all the other clichés!).
The change was not popular but it seems to work better than some parts of the civil service where I have seen staff working on laptops perched on widow sills as these are the only spaces with enough light!
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Rank: Super forum user
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Bathgate31067 wrote:I am currently working to prevent our managers trying to squash more staff into less space! I have advised regarding the minimum requirement as in 11 cubic square metres but see a 'hot desking policy' coming at me. Their argument is that if staff are only in the office for short periods then we can be more flexible with the amount of desk space given. I will be arguing regarding safe working and the importance of having adequate space to alter working position; all the ergonomic slant !
Has any one else been faced with this policy - as I see it we are not providing an 'internet cafe' for our staff- it is a working office which also requires space to house furniture as in filing cabinets etc. This is a hard one, I once worked in a portar cabin on site, there was 11 of us in there, it was a joke at times, BUT, seen as we were all construction personnel, we were mostly on site, and not all in the office at once (unless it was raining or tea time!!) But when we were all in the office together, it got loud/ stuffy and just in general cramped, not to mind no space when drawings were opened up, I did advise to get another cabin, but the manger said no with site space restrictions and the money side of it.
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Rank: Super forum user
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We are currently introducing new ways of working, reducing the number of desks and hot desking or working flexibly. We are providing a number of desks in the usual office manner with some break out areas or drop down areas for use for meetings, catching up on emails between meetings etc. It is a difficult process to engage staff in losing their desk and clutter but many of our desks are under utilised for most of the week so it is a sensible way to go forward. All hot desks will be provided with equipment to comply with DSE requirements and the areas that are set aside for casual use are for that - the 20 mins between meetings etc. We are also enabling staff to work in any office or at home on occasions if that is appropriate and ensuring that we provide the correct equipment. If this is done correctly there will be improvements in work/life balance, staff morale, outputs etc. However in my last role we just crammed 3 or 4 people to a desk without any processes for flexible working, just assumed people would do it and it caused a lot of pain.
There is no problem in reducing the number of desks if they are not utilised as long as you put the correct processes and support mechanisms for managers in place.
I personally feel it is the way to go as I like being able to work from other locations or home if convenient.
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Rank: Super forum user
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Just how heavily used is the office?
District Nurses, COPD nurses etc will be working client side - a horrible expression but one that is gaining favour in the new NHS - for around 50% of their time, probably much more. Records will be largely electronic and/or kept with the patient.
I suspect that this space is rather underused, even if all concerned like their little bit of personal space.
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Rank: New forum user
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Thanks for all your responses and especially Eamon and Ron Hunter - will check out the link.
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