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Entries Tagged as 'Office Space Design'

10 Keys to Managing the Flexible Workplace with Remote Work Capabilities

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Today’s emerging office leasing trend includes reducing the amount of offices space square footage by reducing unutilized desk space and meeting rooms into office hoteling spaces where employees reserve a workspace, a meeting space or a quiet space when needed. This is the one way managing a flexible workspace and remote workers can reduce operating costs, cut overhead and allow your company to recruit and keep the best and brightest.

An office hoteling system, with effective hardware and software technology, combined with the best training and deployment, can be more easily managed by embracing the following 10 keys:

  1. Investigate, Plan and Train Managers: As you begin preparing for a truly flexible workspace you will want to investigate the latest in technology; especially the office hoteling reservation system you wish to implement. Measure and plan how to change the workspace layout to facilitate hoteling. Then provide effective training for your management team. For some baby boomer managers, the concept may seem alien since they have spent their careers where being IN the office frequently was expected and demanded. Management at every level need to understand their changing responsibilities in the new environment and the ways in which the new philosophies will benefit them as well as their employees.
  2. Manage the Flexible Workspace Change Deployment as Part of Changing Company Goals: Employee want and need more than just an “oh, we can telework now.” introduction to the benefits the company will gain from this new working style and exactly how the change will also benefit the employee and their families. The company will become more eco-responsible and employees can enjoy mobility, increased productivity without more work. Goals that have direct positive impact on employees will help acceptance of the office hoteling and flexibility. For example, you could tie pay to performance with periodic bonuses based on sharing out some of the money saved on real estate footprint or another carefully thought out place of your choice.
  3. Use Office Resources Flexibly: Rather than increasing office real estate footprint for those situations where there are peak office hoteling situations, use resources in multiple ways. Provide some mobile workstations and network connectivity so that a meeting room can instantly become additional productive areas.  Yh These resources also can be used as quiet spaces when an employee who needs to work  in in a quiet area finds all the quiet workstations reserved.
  4. Prepare for  “Short Visit” Workspaces: Short visits are those where an employee needs to be accommodated for where the length of expected visit is less than the possible variance. This is considered generally to be a situation where an employee needs office workspace for, let’s say, 10 minutes sometime in the next 45 minutes. Usually this sort of office hoteling need is made by an employee running into the office to do necessary work between clients. Create some space that has a small work surface, computer with network access, phone, power, pens and note paper, and task lighting. By taking so little space, more workstations are available and it also makes the employee unavailable for drop-ins.
  5. Regularly Perform Cost / Benefit Analyses Assessments: In order to know how and how much hoteling is saving or costing your organization, regular cost/benefit analysis is a must. Effective management teams know and live by the adage:”If you aren’t measuring it, you aren’t managing it”, and apply this concept to office hotels. At first, you may spend a significant amount upgrading employee computers, tablets, networks, and smartphones but you will also be able to reduce the size of your leased office space. Employee recruiting, training, satisfaction, retention, productivity, as well as internal and external customer satisfaction, should be compared to past patterns to indicate how effective your office hoteling system is impacting your profits. Wherever an aspect of the hoteling is identified as an area for improvement, fully buy into and support the effort to implement corrective measures.
  6. Manage Worker Effectiveness Through Achievement-Oriented Tracking: Employees in a flexible, effective office hoteling organization can’t be managed by face-time any longer. Instead, establish ways to track the achievements accomplished. Whether you choose to do this through action item tracking, input of progress into a schedule, or another method, you want to be able to assess the progress on project or tasks completed so that your office flexibility is not abused.
  7. Manage by Walking Around: Each day, stroll through the office workplace at random times at least twice per day. These walkabouts provide a refreshing break from your busy day, but that is not the only benefit. This time-proven management technique allows you to see that the hotel workspaces are being used effectively. Don’t just touch base with those workers in the office at the moment but look for safety issues, traffic bottlenecks, under- or never-utilized spaces.  Be sure that office hoteling reservations are being made realistically rather than on the “in case I need it” frequently.  Worker satisfaction levels may be revealed to you through repeated use of negative body language and facial expressions. not everyone is outspoken about their happiness with the office hoteling and happy employees Adjust your initial plan as you identify improvements.
  8. Encourage Communication at All Levels: Develop policies and procedures so that you have accurate, easy to use ways to reach your staff as well as how and when an employee should or must contact you. Prevent feelings of worker disconnection with co-workers by making sure your team knows how to reach each other. Hold staff meetings with flexibility and technology in mind; include those working off-site through video teleconferencing, ensuring team members feel connected and respected by other members of the team.
  9. Keep Employee Work / Life Balance in Focus: Flexible workplaces, at least in most areas of business, means that the old strict 9-5 schedule must flex as well. Empower your team to schedule meetings at the convenience of their customer wherever possible. Communicate policies that allow responsible workers to accomplish tasks at times and in ways that allow that person to most productive. Because employees using flexible schedules allow them to establish and communicate those hours when they can best be contacted for voice or video communications. For example, those staff members with infants or caring for parents in their homes may request no phone calls before or after certain hours except in dire emergency situations. If you must make contact outside those hours, do so in a less intrusive way such as text or email.
  10. Remember Flexibility Means Changes to Your Own Work Methods: Many times business owners forget that they can be work flexibly, too. For example, using today’s technology electronic devices can coordinate when you and all the other required participants in a critical meeting can be available. You’ll be able to save time and money by performing allowing assistants freedom from such tasks that in the past have eaten up their productive time.

The workplace flexibility emerging from the office hoteling systems can provide that competitive edge your organization wants. Leased office space is a huge percentage of your company’s overhead expenses, so reduce expenses while increasing workers’ feelings of job satisfaction, value, trust and loyalty and simultaneously lower turnover rates and everyone, from your customers to vendors, top level executives to workers far down the organization flow chart, will benefit.

A properly planned office hoteling reservation system can save money and increase productivity. Contact us so we can get you started finding out how Office Hoteling might work for your company.

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By: James Osgood

Office Space , Office Rental , Office Space Design , Agile Workplace , Office Hoteling , Flexible Workspace

The Changing Office Space Workplace and Work-Life Balance

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Today’s office workplace is rapidly changing. Work is becoming more of what we do and less of where we are. One of the tools being used in this change is that of office hoteling. It is where those who do not need a full time desk space simply login and reserve a space when needed, resulting in savings of up to 40% in real office space costs.

As the office space workplace goes more and more mobile, with employees working wherever is convenient, it becomes necessary to recruit and retain the most motivated employees. If workers are not self-motivated, the system can easily be abused. Today’s younger workforce, however, is used to and prefers the idea of being mobile. When pay is tied to performance, they can and will perform for your business and be happier while do it. They are also more focused on the work-life balance where this type of Officing strategy fits in well.

Once great part of the changing workplace is that, depending on the type of business you operate, hours can be flexible to accommodate the life-work balance necessary to keep the best employees happy. Many areas of business, for example office space, often lend themselves to hours outside the traditional 9-5 pattern. The flexible worker can maintain balance by planning errands such as auto service or simply relaxing over a long breakfast by simply notifying their employer that their day will have altered hours. That two hours spent in the evening doing revenue-generating work can be taken off during the day instead of being considered overtime.

Employees today move from job to job rapidly, each time moving up in salary and position. In order to keep the very best on your staff, you must be flexible with them as well as expecting them to be flexible with your needs. The increased work-life balance priority is related to shifts in workplace priorities since many workers will spend as much as 95% of their time away from the traditional office space.

Values sought by today’s worker in terms of work-life balance include respect and trust from the employer. Family concerns being respected by the boss is critical. They want some hours they can telework from home when needed or when desired and more control over their work schedule. Unless a company is willing to institute flexible work policies and programs, the brightest and best will move on to a company that better understands their wants and needs.

Assess what flexibility makes sense for your organization. Would an office hoteling reservation system allow you to reduce real estate footprint and help workers feel more empowered? Would accommodating telework from home when a child is sick or another emergency fit into your business? What other flexible options could you institute to keep your best employees happy and offer them a balance between family and life needs and employment requirements?

A properly planned office hoteling reservation system can save money and increase productivity. Contact us so we can get you started finding out how Office Hoteling might work for your company.

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By: James Osgood

Agile Workplace , Office Hoteling , Office Relocation , Office Rental , Office Space Design

Millennials will be 75% of the Workforce in 11.5 Years

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What does this mean for the changing workplace? A lot! The Facebook generation is not only quite comfortable with working via the Internet, but actually prefers it. So what? As work becomes less of a place and more of an activity, businesses that expect to be able to attract the best and the brightest, will need to change how they perceive and manage their employees. Productivity measurement will be the key, not hours spent at the office.

How to change? A good way is to take a look at your office space. As a general rule up to 50% of it will be unoccupied during a good part of each day. If this is the case for your business, consider using an office hoteling system that can allow you to reduce your office space footprint, while allowing your employees to use office and meeting space as they need it and want it. It will not only save you up to 40% of your office rental costs, but make for a happier and more productive work force.

We can help. Contact us so we can get you started finding out how an Office Hoteling Reservation System might work for your company.

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By: James Osgood

Agile Workplace , Flexible Workspace , Office Hoteling , Office Rental , Office Space , Office Space Design

Deloitte, Consulting and Financial Advisors, Saves Millions Using An Office Hoteling Reservation System

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Deloitte, a New York-based company with dozens of offices in the US and many more spread around the world, entered into the world of office hoteling very early, soon after the concept began being discussed. Today, they continue to save big money by continuing to utilize an office hoteling reservation system in many of their offices. The company provides accounting, financial advisory, auditing, consulting and other services related to finances involved in doing business.

Adversity Drives Change

Deloitte leased office space consisting of three complete floors of the World Trade Center in NYC when it was initially attacked 1993. Due to problems resulting from the bombing damage, the CEO decided to break the lease and moved their staff to the World Financial Center, just one block west.

The 2001 attack on the World Trade Center also collapsed the World Financial Center, resulting in 3,000 employees being dislocated. One employee was killed and several injured. Everyone involved was injured emotionally. During this trying time, many Deloitte employees became teleworkers, learning they could do their jobs outside the traditional office workspace.

The Mother of Invention

Needless to say, even with a huge operation, the destruction of a single office and cost of rebuilding records from back-ups, as well as the fact that office space was at a premium in the Financial District of New York due to the loss of the World Trade Center complex, saving on real estate by reducing the footprint only made sense. Reviews revealed that only around 60 percent of many worker’s productive time was spent working with clients in their office spaces.

Officers at Deloitte decided the best way to address the empty space and high square footage cost of office space was to organize the workplace by implementing office hoteling through a reservation system. The plan was to share workspaces by placing a reservation, much like making a reservation for a hotel accommodation. The plan involved employees each having standard gear: a cell phone, a blackberry and laptop computer.  This equipment allowed employees to work from any location: a client’s office, a coffee shop, at home, or even sitting in a park. This same equipment worked well in the office as well.

The Details Define Success....or Failure

When Deloitte designed their office hoteling reservation plan, they too into account their design would affect employee motion, comfort, creativity and productivity. The shared workspaces and open workspace concepts had to benefit professional who traveled extensively as well as those who worked locally. Each employee must have a storage space of their own, perhaps roll around file cabinets to keep their on-going work in and maintain file records.

Central copiers, perhaps fax machines and, when appropriate, support staff should be available. Conference rooms should be available but also should have multiple uses; a mobile workstation can be placed in the room when no meetings are planned.

A properly planned office hoteling reservation system can save money and increase productivity. Deloitte saved 40% as soon as the plan was instituted. When fully deployed in all their locations, the Chicago office was able to give up an entire floor and that’s a lot of money saved.

Contact us so we can get you started finding out how Office Hoteling might work for your company.

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By: James Osgood

Agile Workplace , New York Office Space , Office Hoteling , Office Rental , Office Space , Office Space Design

Office Space Flooring Options When Renting Office Space

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What do you pay attention to when renting an office? Obviously, the size of the space and the available amenities make a big difference in your decision. Yet the ever-changing world of real estate trends notes that flooring is a new consideration for professionals weighing different office space rental options.

The standard institutional carpeting has been found to wear out too quickly and therefore presents with a raggedy appearance in an otherwise attractive space. Other flooring options do not always adjust well to the emerging green cleaning technologies that many office building managers now embrace. In some cases, the heavy use of a floor may have damaged pre-installed stone or concrete significantly.

It is here that the rental of a new office space calls for meticulous attention to detail. While you do not want to inherit the previous occupant’s flooring problems, consider the financial aspect of redoing a floor to match the look and feel of your business. Stepping into a ready-made space is always a plus.

  • Technology trumps expensive flooring choices. The GLA ALA Leadership Exchange Magazine investigated the changing trends in law office design and noted that expensive parquet floors were now taking a backseat to investments in technology. In short, your business’ financial makeup is a major determining factor when it comes to floor choice or replacement.
  • Contemporary looks replace outdated dark wood. Although wood flooring is a highly-desirable option, it has to be the right type of wood. In the past, dark wood paneling and matching floor boards were considered de rigueur for successful estate planning offices. Modern office designs call for lighter colors that also feature a more streamlined look. 
  • Developers eye environmental upgrades. Efficiency is the new buzzword for office builders, the Urban Land Institute reports. Examples include the use of energy-saving products as well as under-floor air systems that greatly improve the air quality in an office.
  • Cork quickly becomes the material of choice. The World Floor Covering Association identifies cork as a material that not only offers a sleek and contemporary look but also cleans up easily. Moreover, it has a strong resistance to mildew and water. When properly maintained and re-waxed every six to 12 months, cork is supremely long-lasting. Wood and stone are more expensive and are quickly falling out of favor due to warping and dirt absorption issues.

OfficeFinder, LLC is committed to helping you find the right office that suits all of your needs. Contact us today to find out how we can help you.

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By: James Osgood

Office Space , Office Space Design , Office Space Negotiations