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29 Apr

Posted at 14:00h in Business Resources, Office and Cubicle Resources
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Downsizing Your Office? Tips On How To Use Your Space Efficiently

 

All too often, valuable office space goes unused. Whether you are moving to smaller office or just decreasing the available square footage of your current office, be sure to maximally utilize your space. With a strategical plan you can make your workspace appear larger, and encourage employee productivity. Consider these tips when mapping out your workspace.

Be “Size Wise”

Nothing makes a tinier workspace appear more claustrophobic than oversized furniture, so aim to purchase smaller office furniture. No room in the budget for new furniture? Simply donate the furniture pieces that take up a lot of space, but are not really used.

Brighten Things Up

Try to avoid dark colors, they can make the space seem more enclosed.  Brighter colors will not only open up the space but can also contribute to a productive and positive psych. For example yellow inspires creative mind, blue stimulates sharper intellect and green offers a calm and collected temperament. Think about  the mood you want to encourage when designing your workspace. Also, don’t forget that there is power in good lighting! Open up your blinds to let in some natural light, bring a little bit of outside-inside.

Prevent Clutter

When office space is limited don’t take up valuable real estate with clutter. Plus, there is research which indicates that clutter tends to disturb productivity, while an organized workspace fuels motivation and creativity. Utilize simple tools, such as a desk organizer and labeled folders. Eliminating unessential items leads to more space and more productivity.

Embrace the Cloud

In today’s day and age, why not take advantage of our innovative technology. Rather than keeping excessive amounts of paper, digitize as much as possible. Digital storing is time efficient and extinguishes the need for bulky filing cabinets. Consider uploading your files to cloud-based programs, allowing for data backup and instant employee access both in and out of the office. Remember, if making the switch to the cloud, to keep your information secure, as information is at risk on the Internet. Take precautionary measures to ensure maximum company privacy, by frequently updating passwords and monitoring for any suspicious activity.

Veer Vertical

To save space, build upwards! Install wall shelving, and stack them one on top of the other. Hang magazine racks to store accumulated magazines, newspapers, and papers. Items, such as reading lamps, televisions, and other electronics don’t need to occupy floor space—mount them. So, don’t limit storage space to solely your desk and grounded furniture. Think vertical!

23 Apr

Posted at 10:30h in Business Resources, Healthy Office Lifestyle, Office and Cubicle Resources
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Transform Your Small Business: Go Green!

 

In a budding small business, it is important to get off to a good start and make a meaningful impression on costumers. Be economical and ecological. A greener workspace allows for a reduced ecological impact and improved productivity in the office. All too often, we forget to execute simple tasks in order to conserve energy and save money. Make it a priority. Take time to reflect on your company’s current footprint and plot strategies to aim towards a more environmentally friendly establishment. Consider these few points in getting started, and share them with your colleagues. Go green!

Let the Natural Light In
A well-lit working environment is important, but aim to use artificial lighting sparingly. On average, artificial lighting encompasses forty percent of total electricity usage in a standard office building. In addition, there seems to be a strong relationship between excess artificial lighting and minor health issues, as well as a correlation between natural lighting and increased efficiency amongst employees. So, keep the shades open and reduce the use of strong overhead lighting, which may contribute to headaches and eye- strain. Light colored walls and furniture will best reflect natural light, making the office appear larger and encouraging efficiency.

Implement “Task Lighting” and Purchase Fluorescent bulbs
Strong overhead lighting is often unnecessary. Set a plan to utilize adjustable task lighting in order to illuminate specific reading areas. Task lighting not only directs the light towards specific tasks enabling concentration, but also increases contrast and focused visibility for employees. Replace incandescent light bulbs with compact fluorescent. They last up to fifteen times longer and absorb only one-quarter of the energy. Observe your surroundings and take initiative. Turn off all lights in an empty room and, of course, remember to switch off all lights in the office when leaving for the day. Find our more about task lighting and other lights on our cubicle terminology page.

Digitize
In today’s technological era, there is no excuse for overusing wasteful materials. Excess materials contribute to clutter and a disorganized environment. Studies indicate that the average person wastes about four hours per week searching for papers, contributing largely to unnecessary stress and stunting concentration and creativity. Whenever possible, digitize. Categorize information into labeled desktop folders and communicate via email. Convert documents to PDF’s to efficiently share with colleagues. Digital planners, calendars, and reminders are useful tools to stay organized as well. The more you aspire to digitize, the less paper and wasteful materials you expend.

Put off Printing
Regardless of valiant efforts to digitize, all offices require purchasing paper. When shopping, choose recycled, chlorine-free paper to save money and energy and buy in bulk. When you must print, format double-sided documents and choose a smaller font to conserve. Avoid color printing whenever possible. Utilize software programs, such as GreenPrint and EcoPrint2, which locate and delete that pesky waste space at the end of documents, such as advertisements or web page listings. Aim to reuse misprints and scraps as notepaper. Recycle printer cartridges and purchase recycled new ones.

Unplug
When a machine is not being used, don’t just power it down—unplug! Simply switching the off button may send the machine into “standby” mode, still absorbing power. Neglecting to do so not only wastes energy, but also racks up your expenses. When leaving your desk for a moment, set your computer monitor to sleep mode instead of setting a screensaver. You’d be amazed at the positive impact on your electricity bill and reduced ecological impact.

Monitor Office Temperature
Even in the summer, cranking the air conditioning in the office to full-blast is not usually necessary. Monitor temperatures and find a comfortable setting, or instead of using central air conditioners, try purchasing portable ones. Portable air conditioners will enable you to efficiently fluctuate temperatures in certain areas, while saving energy in unused or unnecessary areas. Portable fans are an option as well, as they consume much less energy than installing a central air conditioning system. Of course, if weather permits, open the windows! Fresh air and sunlight will positively transform the office environment.

 

17 Apr

Posted at 09:58h in Business Resources, Office and Cubicle Resources
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Climb the Corporate Ladder of Your Small Business: Tips from a SMB Owner

 

You are a diligent worker. Your natural talent and strong work ethic enables you to shine in the office. Yet, you still can’t seem to snag that promised promotion. Something’s got to give. The fact is, no one is entitled to a promotion or raise—you must earn it. Remember, everyone is working towards the same goal. Consider these few steps in order to exceed expectations in the office and climb the corporate ladder of your small business.

Look for an Opening in the Company
Always be willing to jump on the opportunity to fill an opening in your company. Studies show that about 80% of jobs are never advertised. So, stay on the lookout and do your research. If you want a change, make it happen. Look on your organization’s homepage to see what the Human Resource department has to offer in terms of training, or make an appointment to discuss your interest personally—more training, more promotions!

Scout Out a Mentor
In any business, experience is key. Aim to ascertain a suitable mentor, which will help you grow in your area of business. Observe your superiors in order to see who has significant experience in the area that you are interested in pursuing. When searching, look for the employee who has the respect of his/her boss, staff, and peers. Ask them to mentor you. A mentor will help you identify your own strengths and weaknesses while navigating the political land mines of most organizations.

Pick up the Slack
Differentiate yourself from your colleagues by aiming to complete the tasks that are commonly overlooked or put off. If given a project to be submitted in two weeks, try to complete it in one. Take initiative. A little extra effort won’t go unnoticed. Everyone is busy and can use a helping hand now and again. If a colleague is under a time crunch with a project, go out of your way to help them manage it. Time management will help you immensely when balancing multiple projects and tasks. Get to work early and leave late. Remember, this may be a distinguishing factor between you and another employee.

Keep Yourself Visibly Organized
This not only pertains to the way in which you dress and carry yourself professionally, but also the extent to which you care about keeping your desk and personal space clean and organized. Of course, appearance may not be a distinguishing factor, but it is important to put yourself together well. Put in conscious effort to stay groomed and avoid looking like you just rolled out of bed. Presenting yourself in this way sends the message that you take both yourself and your job seriously. Think of your cubicle or desk space as a reflection of yourself as well. Don’t leave a mess. Utilize your filing cabinet, and sort through digital clutter, saving and filing documents regularly.

Learn Something New and be Open to New Activities
Be curious about learning new things, and always ask questions. Never underestimate how much people enjoy talking about what they do.

Ask for feedback and accept constructive criticism. Be energetic in the office and project positive energy. Join activities to connect and network with the staff at all levels. Participating in the corporate run, or other such activities, is not only good exercise, but will possibly benefit your career as well.

Know Your Stuff
Remain up to date on relevant news and events pertaining to your industry. Send out any interesting information to your colleagues. During meetings, grasp the opportunity to speak up and showcase your knowledge. Have an educated opinion. Don’t be afraid to disagree. Fresh viewpoints are always welcomed, as long as they are informed. Show your boss that you have a solid grasp on the inner-workings of the business and an understanding of the “bigger picture.”

Cubicle By Design has over 25 years of experience aiding small businesses with their office furniture solutions. We not only provided services and products, but spent the years listening to our customers vent about all of their small business needs. These are helpful tips based off of their input and what we have learned. You can find more small business tips on our CBD Blog.

13 Apr

Posted at 11:43h in Business Resources, Office and Cubicle Resources
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Things to Consider When Starting Your Small Business

 

Have you always dreamed of starting your own business? Do you believe in your vision and feel confident in making it a reality? The fact is, you can. Take action. Be motivated and aim for a strong start.  Starting a business may be your pathway to financial security. It is important, though, as a budding entrepreneur, to take necessary precautions. Keep these tips in mind when taking off.

Plan before you begin a new venture
Many good ideas are not profitable—think, then act. All businesses begin with a personal vision. However, it is important to be realistic and adapt appropriately to the market. Although it is important to be passionate about your endeavor, consider what people want to buy, not simply what you want to sell. Will your business create a steady income? Research the market and similar businesses to determine their success-rate. Craft a basic business plan identifying the product or service, the target market, what the product or service will cost you, and how much you will charge for the product or service. Then, plan your method of action.

Identify target market and convert them to customers
Of course, in order to sustain any business, you will need customers. Thus, attracting their attention must be your number one priority. Begin with a list of 50-100 potential prospects and take the necessary steps to reach them. Spread your company’s message through direct phone calls, flyers, and word of mouth. Be sure to utilize all social media platforms to engage directly with your target market and promote your service or product regularly. Find creative and innovative ways to attract interest.

Be smart about your spending
The key is to bring in more money than you spend. Starting out, it is important overestimate expenses and underestimate revenues. When launching a start-up, you must keep costs down. Aim to save money by strategically budgeting. A service business is much more inexpensive to maintain than a product business where it costs money to create a certain product. Being conservative in your spending will only benefit your business down the road. Once in a business be sure to keep the benefits of your employees in mind. Set up a pension and profit sharing program to ensure a prosperous retirement for you and your employees.

Keep in mind the employee vs. independent contractor issue
You must understand that utilizing workers is a responsibility and the government is becoming more aggressive on the manner in which workers are compensated. Both on the federal and state level, there are strict guidelines regarding the treatment of workers and harsh penalties if these rules aren’t followed. Workers are classified as either employees or independent contractors depending on behavioral control, financial control, and type of relationship. Both employers and workers may ask the IRS to determine whether a specific individual is an independent contractor or an employee by filing a Form SS-8. This classification is important, as employers who misname their workers may end up with a hefty tax bill.

Look to helpful resources
There are a number of resources available to help your business get off to a great start. Your local Small Development Business Center (SBDC) and SCORE offices, associated with the U.S. Small Business Administration (SBA), are useful assets when developing a start-up. You may also contact the IRS to receive free assistance in accounting, record-keeping, and organizational endeavors. The IRS stresses that it is imperative to keep good records in order to monitor the progress of your business and prepare accurate financial statements.

Cubicle By Design has over 25 years of experience aiding small businesses with their office furniture solutions. We not only provided services and products, but spent the years listening to our customers vent about all of their small business needs. These are helpful tips based off of their input and what we have learned. You can find more small business tips on our CBD Blog.

09 Apr

Posted at 15:22h in Business Resources, Office and Cubicle Resources
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Tips From A Pro: Tackling Tax Season For Small Business Owners

With the dreaded April 15th tax deadline quickly approaching, it is important for small business owners to consider options and plan ahead. In addition to gathering and organizing paperwork, it may be difficult to master all the intricate rules of tax. However, small business owners, in particular, must educated themselves regarding the “ins and outs” of paying taxes and receiving tax deductions in order to successfully tackle tax season.

In an interview with founder of R.J. Centrello, CPA Robert Centrello, we came up with the following advice for tackling this tax season.

Prepare accurate contemporaneous records and take steps to keep them confidential.

You must remember that your security, specifically online, is at high risk. Make sure to utilize passwords and security precautions to protect your data.

R.J. Centrello stressed the importance of maintaining flawless records when trying to raise capital, as the various taxing jurisdictions may request a review of your records to ensure that you are paying your appropriate share of taxes and fees. Reinforcing the importance of orderly records, Centrello warned that “state and local jurisdictions have become much more aggressive in determining tax liabilities and collecting what is due.”

In addition to keeping these general tips in mind, for some small business owners there are certain special deductions, in which they may be able to take advantage of.

Is your business a start-up?

You may be able to deduct expenses. First, calculate the expenses paid to start your business. These expenses may include transportation, training for employees, or any kind of advertising costs. These deductions are typically considered capital taxes and, therefore, the deductions must be spread out over a certain amount of years.

Do you use your vehicle for business?

You may be eligible for tax deductions as well, such as the costs of maintaining and operating the vehicle. The IRS’s standard rate is 56 cents per mile. Or, you can deduct your actual expenses, including things gas, tolls, and parking fees. According to the IRS, you can still take a deduction if you use your vehicle for both business and personal endeavors. You simply must divide the expenses based on the mileage used for each.

Do you run your business out of your home?

You may be able to collect a home office deduction. However, this is only an option if a portion of your home is used solely for managing business. If you qualify for the deduction, you have two options—to deduct actual expenses or use the IRS’s system. Only expenses acquired from the business portion of the home will qualify for full deductions. Other expenses like insurance, utilities, and repairs can be deductible based on the percentage of your home used for business. In using the IRS’s method the deduction may be determined by calculating the square footage of the area of business in your home by five dollars.

Did you know that your office furniture is tax deductible?

Your office furniture provides another chance to trim your taxes. Items such as desks, chairs, tables, and other office-related equipment may qualify for deductions. You have two choices—deduct the entire cost of the furniture during the first year of your purchase or deduct a percentage of the expense over the course of seven years. Either way, your saving money!

(In addition to considering these helpful tips, we advise companies to consult with a qualified business accountant).

18 Mar

Posted at 02:00h in Business Resources, Healthy Office Lifestyle
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7 Steps to a Happy Mind and a Happier Workday!

 

We’ve all been there. It’s eleven AM on a Wednesday. The walls of your cubicle seem to be closing in on you. Your eyes are glued to the clock. You want to bolt for the door. But of course, if you did, you would find yourself searching for another job. So, with a pained look on your face, you slump in your chair and proceed with the usual routine. Fortunately, simple lifestyle changes in and outside of the office will ensure a happier workday. The things you surround yourself with throughout the day have a greater impact than you may think. Even the most dull and dreary jobs can be remedied. A happy workday begins with a happy mind!

1. Wake up just a little earlier

I know what you’re thinking—NO WAY! Who wants to give up those last precious moments of rest before starting the workday? But, your morning determines your day. So, get to bed at a decent time. Resist that Netflix urge. Set your alarm thirty to forty minutes earlier than your usual routine requires. Bolting out of bed, skipping breakfast, or bypassing your morning hygienic routine leaves your body with insufficient time to wake up. Waking up a little earlier will leave you with the necessary wiggle room to relax and prepare for the day with minimal stress. Plan to prepare yourself a hearty breakfast as an extra incentive to get out of bed.

2. Be Nice to your Body

Make sure you’re feeling nourished at work. If your stomach is rumbling you are more likely to feel irritable or unfocused. It is never productive to make important decisions while your body is hungry or dehydrated. Keep a water bottle filled throughout the day and drink more than you think you should. You’d be surprised what some cold water can do for your mood and overall productivity. Have a mid-afternoon snack to hold you over after lunch and before dinner. Healthy choices are always the best decision. Snack on fruit, yogurt, or wholesome bars. A satisfied stomach fuels a happy and sharper mind.

3. Sticky notes, sticky notes, sticky notes!

The world’s most versatile invention—the sticky note. The possibilities are endless. Think of them as colorful little reminders to maintain a positive energy and mindset throughout the workday. Jot down inspiring quotes or funny sayings that just make you feel good. Who’s your ultimate role model? Capture his/her voice and wisdom on a sticky note. Share this insight with others. Leave colleagues little reminders saying, “don’t forget, meeting at 11!,” or friendly notes reading, “stop by my cubicle later to chat!” This is an effective way to stay organized, get up on your feet a bit, and maintain a more personal relationship with your colleagues. Who doesn’t love personalized notes (not to mention on fun, colorful paper)?

4. Make Someone’s Day

Studies have shown that smiling more actually makes you feel happier throughout the day. Friendliness breeds positive energy. Bring this energy into the workplace. Be social with your colleagues. Set aside petty rivalries. Remember, you’re all on the same team. Be nice. People don’t forget it. Not only will this attitude create a more enjoyable and comfortable working environment, but also, will potentially open doors for you down the road professionally.

5. Create a Minimal-Stress Schedule

Plan ahead. Construct a list of objectives for the day and make sure you achieve them. Go at your own pace. Don’t be a slacker, but be realistic. You know yourself and your work habits. Prioritize important projects and avoid lingering on small tasks and trivial details. If you get stuck, move on. When you fulfill all your goals for the day, go back and perfect them. Always stash your cellphone and other distractions in your desk drawer. Aim to be your most productive self!

6. Take Breaks

Working diligently throughout the day takes a major toll on your mind and body. Leave room in your schedule for a mental break. Rise from your chair regularly. Find excuses to walk around. Refill your water bottle, break up your printing and copying tasks to retrieve your work sporadically throughout the day, or simply take a quick lap. Find a quiet room to be alone for a few minutes. Clear your mind. Get outside and stretch your legs. Enjoy a short walk in the fresh air. Absorb the sunshine. Briefly close your eyes and breathe. Listen to a soothing tune or calm ocean sounds—whatever transports you to your happy place.

7. Ask for Help/Lend a Hand

We all run into obstacles at work. It’s okay to ask for help. Rather than a sign of weakness, asking thoughtful questions is actually a chance to better yourself (and yet another opportunity to be social with colleagues). Be open- minded. Accept constructive criticism. Try to see things another way, and schedule regular brainstorming exercises. Conversely, always be willing to offer guidance and helpful advice to others. This back and forth process of sharing and swapping ideas will fuel creativity and teamwork in the office.

17 Mar

Posted at 11:05h in Business Resources, Office and Cubicle Resources
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Spring Cleaning: 3 Quick Ways to Ditch Digital Clutter

 

In the office, a significant, yet commonly overlooked clutter exists within your cellphone and computer hard drive. This lingering chaos causes you underlying stress and a cluttered mind.

1. Sort Through Email Junk
Make it a priority to sort through your emails. Delete or archive any non-relevant emails. Also, take this time to part with the automatic notifications from last season. You don’t want to risk re-cluttering your inbox.

2. Create Desktop Folders
Your computer desktop is the first thing you see when you sit down at your desk in the morning. Ensure that it is welcoming. Disorganized icons are not only stressful to look at, but make it extremely difficult to find anything. Create and label desktop folders by task. This simple digital filing system will immensely increase productivity and efficiency.

3. Revamp Digital Appearance!
Staring at the same screen all day can become tiresome. Update your default screen savor to an uplifting photograph, like a beach scene or favorite vacation spot. Set your screen saver to a photo montage of fun memories (work-friendly shots, of course). Replace your old grey mouse pad with something a bit more colorful. Add a keyboard cover with a funky pattern or brightly colored design. You’d be amazed at the positive results on your psyche.

Just a note: For security reasons, change your password!  It is important to be cautious with your personal and work information. The same recycled password is vulnerable on the Internet.

10 Feb

Posted at 12:15h in Business Resources, Office and Cubicle Resources
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Commercial Realtor Tip from the Pros: Securing a Top Office Furniture and Cubicle Partner

 

We work closely with commercial realtors every day. After all, our businesses cross paths frequently. We both eat, sleep, and breathe new office buildings, business expansions, and office relocations.

From our experience, commercial realtors are often asked by their tenants to recommend where to find various office-related items, including furniture and cubicles. We decided to sit down with a commercial realtor to pick his brain about what he looks for in an office furniture provider. Our goal was to put together a few expert tips for other realtors who are approached by their tenants as well.

Richard F. Smith, Jr., Vice President of Avir Realty Group in Pennsylvania.

Richard F. Smith, Vice President of Avir Realty Group in Pennsylvania.

We recently sat down with Richard F. Smith, Jr., Vice President of Avir Realty Group, Inc., at their office in Fort Washington, Pennsylvania. We asked him: What makes a great office furniture partner?

From Smith:

“Obviously you want a partner who is knowledgeable about the products and understands what tenants need when they are moving into office space,” says Smith. “But to me, it’s more than just knowing what you’re talking about. Since you are making the recommendation for business, like with anything else it’s your name that is attached. You want your tenant to have an outstanding experience, and you want their job to be done right the first time.”

Below are some more specific traits that Mr. Smith looks for in an office furniture partner.

Solid Communication

Like in all aspects of business, people expect their phone calls to be returned and their emails to be answered. The ideal partner in this field is large enough to be able to provide excellent customer service but small enough to be able to add that personal touch that businesses and individuals expect.

Says Smith:

“If I am recommending a cubicle and office furniture company, I need them to be there to take my tenants’ calls. But that’s just the first step. Similarly to how I work with architects, if the tenant decides to move forward with them, I need to be able to rest assured that the company I’m referring to will be there every step of the way – from selecting the right products to laying out and setting up the office. And if they have questions throughout the process – which they will – they need to be answered in a timely fashion. Lack of communication just does not work for anyone.”

Creative Nature

Creativity comes in many forms. Many people in charge of selecting office furniture think about colors, styles, and fabrics. While these are all important elements of a business location, space planning and office layout also require a creative touch.

Says Smith:

“The high majority of tenants I work with are ecstatic when moving into their new office setting. I enjoy helping them select the right space for their needs, but for them this is only half the battle. Laying out the office comes next. With this in mind, I look for furniture partners whose teams have a keen sense of design to help people turn the vision for their office environment into a reality. From my experience, companies with creative personnel who assist with office layout maintain more long-lasting relationships with tenants who have furniture needs than those who deliver product.”

Product Range

There are many factors that determine what types of cubicles and office furniture an organization may need, and no two situations are alike. Factors like spacing, colors, configurations, power requirements, type of workers, and quantities vary for each organization. According to Smith, the right partner will have products that meet the needs – and budget – of every tenant

Says Smith:

“It’s no secret that companies’ budgets vary. I work with multimillion-dollar entities, start-ups, and small to mid-sized entities alike. Some organizations involve architects and can afford elaborate offices, while others just need great-looking cubes that offer privacy and a comfortable “home away from home” for their employees. I need a partner that has an extensive product line and can come through in all of these different scenarios. It makes no sense from my standpoint to hire one vendor for higher-budget tenants and one for lower-budget tenants, for instance. The ability to always recommend the same quality partner makes my life easier.”

28 Jan

Posted at 11:24h in Business Resources, Office and Cubicle Resources
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Office Relocation: 5 Major Pitfalls to Avoid

So you are thinking about relocating your office. Maybe your business is booming and you need more space (we hope). Maybe the boss is looking for a change of scenery (very common). Or maybe everyone is just tired of the drab carpet and taupe walls (even more common). Either way, relocating an organization can be a little tricky, in a sneaky sort of way – and it’s not until you are living and breathing the move that you realize the potential pitfalls.

Having helped hundreds of companies move their offices over the last 25 years, we have seen it all, from lightening-fast, successful transitions to epic failures. We consistently share our expertise in the office furniture and cubicle industry, and thought it would be helpful to put together a few key mistakes other individuals and companies have made when moving so that you can avoid them.

Best of luck with your move!

 Pitfall #1: No Single Point of Contact

Who is in charge of your relocation process? Have you been appointed king or queen of the great migration? If so, does everyone know you’re the grand poobah?

Like all projects in business, office relocation has a lot of moving parts. Everyone in the organization is involved, from Ned in IT to girl in accounting with the squeaky voice. There are paper files, phones, a million cords, and furniture to move, employees to appease, and many other concerns. Without a plan, and someone in clearly in charge of that plan, disorganization can lead to error, added moving time, and operational downtime. Just like with all aspects of business, downtime is unacceptable.

How to Avoid: Your move should be treated like any other business function. Assign a single “operations” manager who is in charge of managing the process. Just like you might name one account manager to a client or one project manager for an important task, make sure you have one person who knows what’s going on with the move at all times. Also, make sure that everyone knows who has been selected as the point person. This can ensure that questions are answered and everyone is on the same page so the move is executed quickly and efficiently the first time.

Pitfall #2: Being Shortsighted

Many businesses struggle to plan for holiday parties let alone 12-month growth. When deciding to move an office, people just take measurements, count the number of cubicles, offices, printers, and chairs they currently have, and start looking for new space that will fit it all. When they sign their new lease, it’s only enough space for today’s needs. Go figure.

Sometimes organizations even start hiring during the moving process, not taking this into consideration before relocating. The result? You can run out of space very quickly and waste more time and money scrambling for space.

How to Avoid: Consider the following: Will you be planning to hire people, secure new clients, or develop new partnerships in the next 12 months? The answer is probably yes – so plan for expansion. Adding personnel and new business will create needs for cubicles, desks, office space, cabinets, and other furniture, at the very least. Now is the time to plan for expansion – so you don’t have to go through this process again in three months.

Pitfall #3: Bringing Paper Baggage

Many companies do not clean and condense beforehand – especially paper files. They quickly box everything up, pay oodles of dollars to move the documents, and figure out a place to store everything in the new location. Why? Going through filing cabinets is Excel-sheet-formula-calculation-tedious, and there aren’t enough interns to go around.

How to Avoid: Build time into the move to allow paper files to be reviewed and discarded and recycled when warranted. Assign team leaders to go through different paper assets, such as internal accounting documents and client files. Break up the task so it’s not only on a few people’s shoulders. Depending on your industry and budget, you could also consider converting paper documents to secure electronic files. Look at this office move as an opportunity to free your organization of unneeded paper baggage, avoid the cost of moving trash, and establish a leaner workspace.

Pitfall #4: Bringing Furniture Baggage

When searching for office space, it’s easy to get excited about new styles, paint colors, and carpet. This is the fun part. But the tripwire lies in forgetting to consider how current furniture will look in the new location. Many organizations find out that their cool new office décor doesn’t match their drab old furniture. So in addition to paying to move the old furniture, they may have to pay to move it again once new furniture arrives.

How to Avoid: Take pictures of your office furniture and bring them with you when searching for the new environment. If you really like your current furniture, consider asking your new landlord about changing paint colors and carpet type so it matches. At the very least, decide whether you will bring your furniture to the new location so you don’t waste money. If you decide to purchase new furniture, you may be able to sell your old chairs, desks, and cubicles, donate the items, or even give some to your employees. (If you decide to give furniture to your employees, look into having them sign a waiver releasing the company of responsibility. Your legal team will be able to help.)

Pitfall #5: Rushing the Job

Moving an office requires significant man-hours and may be someone’s full-time job for a period of time. From employee communication to phone systems to computers and printers, there is substantial coordination needed to ensure a successful move. Many times organizations substantially underestimate time requirements. They want to move faster than Speed Racer, but don’t want to spend time building an engine.

How to Avoid: Develop a move checklist and timeline – and build in at least a 5-office day buffer. Work with key stakeholders within the organization and delegate tasks related to furniture, IT services, notifying employees, and cleaning and trash removal. Also, be sure to take an inventory of everything in your office that will be moved to the new location so you can make sure everything arrives.

05 Jan

Posted at 12:15h in Business Resources, Office and Cubicle Resources
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So your organization needs to buy cubicles, and you’ve been tasked with the job. Awesome! (Cue sarcastic thumbs-up and over exaggerated smile.)

Realistically, for as much as we enjoy living and breathing the world of office furniture, we have worked with enough office administrators, facilities managers, and purchasing directors over the last 25 years to know that buying cubes is not the most awesome thing in the world. Without the right direction, this process can be almost as painful than a root canal.

We also know that this task is probably among a million others on your to-do list that are all screaming with importance. We hear you, and we understand, which is why we constantly offer resources to make your “job” of buying cubes easier so you can get back to work.

Below are hands-down the four most crucial elements of the cubicle buying process. These tips have been compiled after thousands of conversations we have had with people in your shoes. Rest assured that following these steps could save you precious time and unnecessary headaches.

One last thing – we do not dive into an obvious element of the process: Budget. Only you and your team can determine what you have to spend. Knowing that each company’s resource pool is different, we have built a product line ranging from basic to highly-customized, so we can work within any budget.

Read on to learn more about how to get your plan in place, and feel free to contact us with any questions.

Space Tip – How to be Accurate

Cubicle Measurement

Measuring the space needed for your cubes sounds easy: Just grab a tape measure and any co-worker with a pulse.

Here’s where people go wrong time and time again: They don’t look at the big picture.

Square footage is a key number of course, so you record that measurement for areas where cubicles will reside. But also take into consideration any offices, electrical poles, copier areas, or other “dead zones” where cubes won’t be deployed. Taking a few extra minutes to break the large office space into smaller areas will help you when it comes time to select cubicle configurations and sizes.

Also, if you are purchasing cubicles for a new office setting, it almost goes without saying that you should measure the new office space area, not your old one. You might be surprised at how many times people don’t do this and end up wasting time.

Quantity Tip – Counting the People

Office Personnel Count

How many people work in your office? Better yet, how many people need cubicles?

Many times it takes a little more strategy than just going through the company directory and counting the number of co-workers you have. You may need to have conversations with the business owners or the human resources manager to see who actually needs a cubicle. For instance, a specific scenario to consider is related to sales personnel: Do they need personal cubes, or do they “work from home” or “operate remotely”?

Again, be sure to take into consideration whether your company is hiring. The last thing you need is to place an order, have cubes installed…and then have to go through the process again.

Requirements Tip – Determining Size and Features

We all know the line from “Office Space” – now you get to ask the question!

Determining the tasks your employees perform on a daily basis is extremely important because it will help you nail down the requirements for individual cubes such as size, height, storage, power requirements, and more.

Here are some things to consider:

  • Privacy – Are your employees on the phone all day making calls, like telemarketers or inside sales representatives? If so, cubes with higher walls are ideal and more privacy work best for them and everyone within shouting distance.
  • Storage – Cubicle dwellers working for organizations in healthcare and insurance, for example, have substantial amounts of paperwork, binders, and files. They may need multiple shelves, cabinets, and other storage compartments to support their work.
  • Power Requirements – Is one outlet enough? Probably not if you employ developers or designers who have high-powered computers, monitors, and other gadgets. There are various cubicle options available for users of all types.

Timeframe Tip – Creating a Realistic Timeline

Office Cube Calendar

Nobody ever wants to hear this, but you should realistically start planning your cubicle deployment 30-90 days before you purchase. That’s a far cry from the “tomorrow” timeframe that our customers are often given, but it’s also not that crazy.

If you are replacing cubicles, give yourself a few weeks to measure your space, determine the quantity of cubes you need, and develop a game plan for cubicle needs based on your employees’ tasks. Finalizing space layout, cube configurations, and colors takes another week or 10 days. Delivery can be five or 10 days at least, especially if your vendor has a quick-ship program (like us). So right there you’re in the 45-day range.

And if you’re relocating your office, add another month for packing and moving. This is a big job – don’t rush it!

Developing a realistic timeline can also help you manage the expectations of the powers that be, which is can save you even more stress (we hope).