The management of national and provincial government office space in the Buffalo City Metropole

Abstract

The main objective of the study was to embark on research to ascertain the extent to which user departments manage office space effectively and efficiently. The research examined the management of scarce office space resources with a view to promote an environment of consistency that will facilitate government service delivery objectives. The theoretical study was guided by a number of theories expounded by theorists within the subject field, exemplified by the work of Frederick Taylor and Frank Lloyd Wright during the early part of the twentieth century. This included the Scandinavian and German designs of the 1960s, as well as the concepts developed by Frank Duffy and others, including the impact of information technology from the 1990s. The findings and subsequent recommendations flowing from the study were based on theoretical criteria selected from the writings of the various researchers as consulted during the study. A questionnaire-based survey was conducted among a sample population of prospective respondents comprising 27 property/immovable asset and corporate service managers within the geographical area of Buffalo City Metropolitan Municipality. The respondents consisted of randomly selected senior employees at user departments. Using quantitative techniques, the results were statistically analysed and the findings subsequently interpreted in order to arrive at an understanding of salient aspects regarding the research topic. It was ascertained in the literature study that key purposes of space management include creating direction, processes and accountability for rational allocation of space to all users by developing reliable policy documents founded on genuine requirements, and ensuring economical use of space. The study findings indicated that the majority of user departments do not have comprehensive policy frameworks nor general space norms as guiding documents for office space management. The study revealed that general space norms are only applied on newly-built government buildings. Due to service delivery needs and ever­changing markets in the property industry, user departments find it problematic to rent buildings that accommodate departmental needs or meet space norms. The study recommended that both Departments of Treasury and Public Works are to constantly monitor the conception process and submission of U-AMPs. Additionally, enabling of accounting officers of user departments to monitor and be held responsible for effective management. This is expected to position both the Departments of Treasury and Public Works advantageously in order to provide synergy and guidance on how user-departments can develop their own policy documents in accordance with their strategic planning directives.