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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).

02 Apr

Posted at 09:45h in Cubicle and Office Fun, Office and Cubicle Resources
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We often neglect to acknowledge the paramount importance of the office cubicle. Yet, it is difficult to identify another piece of office furniture, which has had a greater impact on the efficient use of office space or on the workforce at large. The cubicle has transformed the ways in which employees function both independently and interdependently with colleagues, fueling personal creativity and productiveness while encouraging necessary interactivity within the office. The history and evolution of the cubicle reflects the corporate responsibility to respond to the ever-changing economy, while providing their employees with optimum comfort and encouraging productivity in the office.

1960s

Herman Miller (an accomplished designer) collaborated with Robert Propst (an esteemed inventor and artist) to assemble a design, which would solve issues regarding office furniture and efficient use of space in the office. Propst envisioned a workspace that offered both privacy and room to interact. These proposed workspaces would be organized into rows. However, after much trial and error, and taking into consideration customer feedback, innovators realized the greater practicality of organizing these panels into a cube formation—hence the birth of the cubicle!

1970s

During the Energy Crisis of the 1970s businesses downsized and offices became more tightly packed. However, with the cheap production and a new tax deduction, there was a dramatic increase in cubicle sales between 1977 and 1997. There were still a few kinks to smooth over.

1980s

In the 1980s, the image of the cubicle shifted. Companies merged and shrank. Consequentially, cubicles were shrinking by twenty-five to fifty percent in size. As companies downsized further, employees with private offices were relocated into cubicles. This made for a more oppressive and disheartening working environment. Demoted employees were discouraged by the lack of lighting and creative atmosphere in the cubicle. In response to public discontent, businesses felt pressure to expand employee personal workspace. In 1994, the average cubicle space was extended to about ninety square feet. The importance of a flexible workspace, which encourages movement and innovation, became apparent. The cubicle continued to modernize.

Today

Through the years, like most products, the office cubicle underwent numerous experimental phases. This process of trial and error, and responding to public response, has helped the cubicle to evolve into the quality product it is today. To remedy the mundane plainness of the cubicles of the past, today’s cubicles offer brighter fabric options that create a more uplifting working environment. There are now an abundance of additional features like lighting options, which are tailored to the specific needs of employees. Particular configurations, designs, styles, colors, and sizes are selected to best suite a specific workspace—after all, no two workspaces are the same!

Today, employee comfort is of utmost concern. Optimal space and frequent movement is strongly encouraged. More than ever, employees embrace their cubicles by decorating and personalizing their space. Rather than viewing their cubicles as purely restrictive, today’s employees tend to focus on the cubicle’s potential. The office cubicle, when utilized effectively, minimizes distraction, and maintains space for privacy and personal expression. The modern cubicle encourages an interactive, yet focused working environment.

 

30 Mar

Posted at 14:51h in Company News, Office and Cubicle Resources
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Revamp Your Workstations: Quick-Easy-Affordable

 

Workstations can take a beaten over the years; from random scuff marks to massive spills. And let’s face it, there are just some things Mr. Clean can’t fix.

Cubicle By Design recognizes that buying new furniture can’t always make into your budget. This is why we now offer FreshFIT™, a self-adhesive panel overlay tile. It is easier than ever to refresh and revamp tired workstations, at a fraction of the cost to purchase new office furniture.

Add bright colors, custom design or new functionality, like whiteboard, to your current panels without any hassle. FreshFIT™ works on all systems and is simple to install; just align and press into place. By using FreshFIT™ you are extending the service life of your workstations which leads to saving money in the long run.

Give your office environment a facelift!  It’s quick, easy and affordable. Contact us to find out how you can revamp your workstations.

 

 

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.

04 Mar

Posted at 12:51h in Cubicle and Office Fun, Office and Cubicle Resources
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4 Simple Steps To a Relaxed Cubicle Environment

So, you’re moving into a new workspace or looking to revamp your already worn-in cubicle. Why not take this time to include simple changes, like personalizing your cubicle, to create a relaxing office environment. Spicing up your surroundings can have a great emotional impact, fueling a positive working environment; while, lifting your spirit throughout the day. Get started with these simple steps.

Step 1: Organize and Prioritize
You want to make the most of your cubicle. Clutter is the enemy. Keeping this in mind, first make a list of essential supplies (pens, sticky notes, paper clips etc). Once you’ve sifted out dispensable items, organize! Sort materials into drawers or containers (color coordination always helps). Don’t leave miscellaneous items flailing about.

Step 2: Decorate and Customize
Have fun with it. This is your space to express yourself. Feel free to display important mementos, such as family pictures or sports team schedules. It’s always nice to exhibit pride in your university emblem or favorite sports team logo.

Step 3: Encourage Healthy Habits
What you store in your cubicle matters. Always have a water bottle, and refill regularly. It’s no secret that hydration is key to a productive day at the office. Leave the candy behind and supplement with energy infused items, such as fruit and nuts to snack on throughout the day. Don’t overdose on caffeine. Replace your afternoon coffee run with a cup of tea to reboot and energize.

Step 4: Be a Good Neighbor!
Don’t be the one that every employee complains about. A friendly environment contributes to a a relaxed, yet professional atmosphere, triggering the flow of collaborative ideas and innovation.

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).