Office Down Size Blog Post

Downsizing Your Office? Tips On How To Use Your Space Efficiently

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!

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Small Business Go Green

Transform Your Small Business: Go Green!

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.

 

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ladder

Climb the Corporate Ladder of Your Small Business: Tips from a SMB Owner

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.

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Small Business Things To Consider

Things to Consider When Starting Your Small Business

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.

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Last Minute Tax Tips Blog Post

Tips From A Pro: Tackling Tax Season For Small Business Owners

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).

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Cubicle, Cubicles, Office Cubicles

The Evolution of the Office Cubicle

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.

 

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Work Station Revamp

Revamp Your Workstations: Quick-Easy-Affordable

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.

 

 

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3 Steps to Ditch Digital Clutter

Spring Cleaning: 3 Quick Ways to Ditch Digital Clutter

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.

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FreeDigitalPhotos.net

4 Simple Steps To A Relaxed Cubicle Environment

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.

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Commercial Realty-Cube Partner

Commercial Realtor Tip from the Pros: Securing a Top Office Furniture and Cubicle Partner

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.”

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