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Entries Tagged as 'Office Space Design'

Creating an Agile Workplace Using Office Space Hoteling

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So, You think you might want to change your traditional office into an office hoteling agile office space but have no idea how or where to begin. From the experience of businesses that have successfully performed the transition, we’ve collected some steps that will help you.

Do Your Research

Research on the Internet net and learn about the types of companies that have make successful transitions. Look for ways where your business is similar and ways in which it is different. Do a study on your office over the period of a week or more and assess the actual occupancy. If you find your company office space has 20% or more vacant on average, then this may be a good alternative for you. The higher the normal vacancy rate, the better suited to office hoteling. If you find you run 50% or more vacancy, it only makes good sense to implement office hoteling.

Identify Employees Not Suited to Office Hoteling

Look at your skill mix. Few companies have 100% of their employees away from their traditional workspace the majority of the time. Your receptionist, office manager, some executives and management are in the office on a 90% or greater basis. The traditional office is where they perform their jobs. Those workers should be included in the office hoteling plan as permanent on-site and should remain with their traditional assigned workspace. Choose employees available for agile working is the key to making work more efficient for the hoteling workers once the transition is made.

Determine the Maximum Employee Density on an Average Day

Having looked at average occupancy vacancy rates previously, you should be able to translate that study into a highest average occupancy rate. The lower the occupancy, the more money you can save, but you need to be careful to provide enough hoteling workspaces. If not, you could find unhappy employees standing around waiting for workspaces. It is far better to set up an extra workspace or two to be on the safe side. Office hoteling workspaces don’t have to be large or take up a lot of square footage. Better too many than too few.

Choose an Easy to Use Office Hoteling Reservation Software

When employees choose to come in to utilize a workspace or conference, they will need to log into a control system; the office space hoteling reservation system. By entering a unique identifier, they can pick any available workspace to use for their time in office. They can reserve a meeting room if a client gathering is their purpose, even reserving those spaces several days before the meeting. When the employee has finished using the space they reserved, they simply log out of the office hoteling reservation system, or in the case of a meeting room, might close out their meeting room use and select a workspace to make calls or type up minutes of the meeting. A good office hoteling reservation system will even know which workspace they are using and allow the receptionist to route their calls to where they are at work.

There is Help

Office Hoteling is not a new field and there is help available. There are consultants who specialize in this field and can help you with the transition. it is not necessarily inexpensive to implement an office hoteling system, but it results in savings on average of 30% - 40% of your office rental costs. It is well worth the effort.

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By: James Osgood

Agile Workplace , Office Hoteling , Office Leasing Tips , Office Rental , Office Space Design

How to Find an Office for Rent that Embraces Current Workplace Trends

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Whether you are relocating your business or are moving into your first office, finding the right office for rent can make a big difference to your company’s productivity. While the look and feel of the building, its landscaping and its location determine the reaction of clients, customers and suppliers, the setup of the interior may put you behind the eight ball when compared to your competitors. The easiest way to avoid this pitfall is by staying on top of current trends and implementing them as much as possible.

Avoid the Cubicle Setup

Invented in the 1960s by a savvy office furniture manufacturer, the cubicle has long been hailed as the most conducive setting for the office worker. In a wireless world that no longer needs a lot of the office machines and accompanying furniture that used to be the norm, the cubicle can now actually be a damper on your staff’s productivity. Business Insider notes a survey of 7,000 professionals in a global setting, which had 19 percent decree that the cubicle is a thing of the past.

There is no Need for Offices with Doors

With the exception of doctors and lawyers, the same survey found that 16 percent of respondents noted the disappearance of individual offices with doors. This is particularly true for managers and other executives. Rather than working behind closed doors, 21 percent of survey respondents noted that these professionals are joining the staff in an open workspace environment.

Become Part of the Trend

Commercial real estate brokers have been examining these trends. It has become clear that today’s company thrives in an office space that meets three distinct criteria.

  • Support of ad hoc team work. When wireless technology is the norm, there is no need for workers to stay at their desks. When a project calls for collaboration, team members occupy the same work space for the duration of the job. Creative office designers have experimented with huddle rooms and smaller conference rooms with movable wall panels.  
  • Layout is king. There no longer is a need for the big office that supports plenty of individual workspace. Rather, go for a smaller space as long as it has the open floor plan that lets you set up work spaces based on projects and current business needs.
  • Embrace the coffee shop concept. It may seem at odds with everything that you learned in business school, but there is a strong trend toward renting a space that is kept large by adding a wide variety of seating options versus formalized work stations. Remember, wireless technology makes it possible to take the laptop or tablet anywhere your workers need to be.

The professionals at OfficeFinder, LLC know that it can be a difficult task to find just the right space. Contact us today to discuss the current trend in office rentals and to find out how we can help you get set up.

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By: James Osgood

Office Leasing Tips , Office Rental , Office Space , Office Space Design

Office Space Hoteling Reservation Systems: A Rapidly Emerging Trend

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Perhaps you have heard the term Office Space Hoteling or read an article somewhere in a business journal. This rapidly expanding trend is allowing offices to save space and maximize productivity? It is part of a new office space trend, the Agile Workplace.

Why Join the Trend of Office Hoteling?

If you have a traditional office, walk through the space at any given time and look at all the empty desks. Some people may be telecommuting that day. Other people are out at meetings, visiting clients, department meeting, making sales pitches, and all the other tasks required to make your business a success. Other workers are away on travel to take care of business for your company or gone on a well-earned vacation or away on necessary medical leave. What a lot of wasted square footage you are paying for every month. when you pay rent. Office hoteling can save you tons of money by reducing all this empty space.

What Makes Office Hoteling Work?

Work is no longer just a place, but an activity. However, everyone needs the support of an office with a copy machine, may be support staff, fax machines and a workspace or conference room as needed. And you probably realize a few spots simply won’t work as an agile workspace. For example, the support staff and maybe a high level executive. Those employees need to have dedicated workspaces.

To ensure a worker has a space when needed, a office hoteling reservation system should be in place. When a worker klnows they will need to be in the office, they check into the reservation system with their unique login. They choose an available work space of the kind they need and provide the amount of time they expect to use the space. It is pretty simple and relatively easy to executeon a company wide basis. Different systems allow various means for checking on available space, but the office hoteling reservation system you put in place should be easy to identify vacant spaces and input their reservation.

The worker then goes to their selected workspace and gets right to work. The workspace should have an up to date computer, legal pads, pens, and other handy tools.

Once the employee has performed all the necessary tasks, they neaten the workspace for the next person and go log out of the office hoteling reservation system. It’s as simple as that. Once an employee logs out of  the desk space, another employee can log in and choose that space is they wish or any other available location.

Promote An Agile Workplace and Save Money

Not only will employees feel free to work where they need to work, but as the business owner, you will benefit in a big way. Studies have shown that 40% to 70% of employees work away from their desks in many industries.

Rent is calculated on square footage. If you are paying for even 30% too much square footage, you are throwing dollars to your landlord for nothing. By downsizing the office and changing to a non-traditional setup for all workspaces that make sense not to be dedicated to just one employee, you can reduce your overhead in a very noticeable way. One surpirse you may receive is that employees will be happier and more productive, knowing they can work from where ever they feel they can be more productive.

Up next: Creating an Agile Workplace Using an Office Space Hoteling Reservation System

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By: James Osgood

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

Unconventional Office Space is a Hot Trend that is here to Stay

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There used to be a time when renting an office was an exercise in visiting virtually identical office space locations in various buildings. Cubicles dominated the seating arrangements for the workers while enclosed office spaces denoted the domains of company executives. Recent trends in commercial office space rentals are showing this setup to quickly become antiquated.

Companies that wish to portray an image of being in step with the times, and perhaps even thought leaders in their fields, will do well to take a cue from this trend that now favors the more unconventional office setup. If you are in charge of organizing your business’ next office accommodations, what should you look for?

Top Floor Spaces are Hot Properties

In the past, spacious top floors were reserved for large law firms and investment companies. Starting in New York, commercial landlords discovered that breaking up these large spaces would attract a bevy of companies that either dealt with an artistic or exclusive clientele.

The draw here was the use of a second elevator, which clients interpreted as a private access, or a private staircase that only clients were permitted to use. Artistically-minded clients appreciated high ceilings, skylights and breathtaking views. One supermarket chain discovered that top floor offices with some of these unique features impressed their visitors, particular if they came from Europe.

Modifications to the Open-plan Design

If a top floor property is not to your liking, choose an open-plan design instead and then modify it. Writing for the International Review of Industrial and Organizational Psychology, researchers note that there is an ongoing move toward an evolving office. It is largely based on the open-plan design but takes into account the importance of collaboration between workers.

Strategically placed hubs of interaction combine functionality with the opportunity for unscheduled collaboration. Researchers also determine that a departure from a layout of strictly individual work spaces actually result in cost savings. The experts greatly encourage the setup of hot desks, which allow workers to collaborate in pairs or small groups as needed. The desks are set up for phone, light and computer connectivity.

Creature Comforts save Money and Increase Productivity

Reviewing the work spaces of trendy companies that are taking their fields by storm as well as those that are established as industry leaders, the Harvard Business Review discovered that their offices spaces supported productivity by cutting down on unwanted interruptions.

When you have the ability to control the office space and make changes, you can head off likely interruptions to your workers’ productivity before they occur. For example, an attractive screen in front of the delivery entrance makes the appearance of the delivery driver less disruptive for workers who are not in charge of receiving deliveries. Add natural light, energy-efficient appliances as well as green office space considerations, and you know that you will save money even as you increase productivity.

OfficeFinder is committed to put its tenant representatives to work on your behalf. We will work tirelessly to find you the type of office space that is exactly right for your company. Contact us today to discover how you can enhance your brand with the right space.

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By: James Osgood

Office Relocation , Office Rental , Office Space , Office Space Design

5 Unexpected and Unusual Office Spaces

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Move over cubicles. Step aside neon lights.  What if you could transform your office space into a place that was unique to you yet functional? Whether you work from home and need more room or you just need a change of scenery. Here are 5 unexpected office spaces that will get you rethinking hating Monday mornings.

Garages
For those who work at home, converting your garage into the studio of your dream is one of the best ways to not only expand on unused square footage and play off the industrial vibe. Garages aren't just studios for artists or mechanics, in fact they can be converted into a chic space.  Depending on the part of the globe you live on, will depend what types of doors you are going to want to use.  Buying garage doors in Edmonton climate types versus Los Angeles climate types is going to be very different. For a chic look, consider using old barn doors in your garage office space.

Flooring: Concrete flooring is not only in style but it is durable as well.  Although you will want to poor concrete over the existing concrete in your garage (if it's cracked or has oil stains on it).  If you feel concrete alone is a little too stark of a look, add some rugs in order to liven it up.

Beach side
If your company is casual, upbeat, and innovative, then you will have no problem bringing your office to the beach.  Nothing will bring more motivation to the work table quite like having an ocean view to stare at all day.  Set up desks to face outward so that you constantly have an a beautiful ocean view.


Truck
Food trucks do it all the time, so why can't you?  If your business is internet based and doesn't require you to be in one place all the time why not take it mobile--literally? IF you have client meetings, why not come directly to them? You can even convert your moving size truck/van into a complete office with a table to have meetings in.  Picture motor home meets trailer.

Outdoors
In summer months some innovative companies choose to bring their offices outdoors.  If you live in a climate that doesn't melt you away during the summer like the desert, build a canopy like outdoor creation just outside your office.  Complete it with wireless access and wireless devices such as tablets or laptops in order for everyone in your company to maintain efficiency.

Nook
For those who don't have the financial capabilities that many unique office solutions require, why not convert small spaces into a wonderful office.  If you run a startup company or a company that works solely from home, try converting a space such as a closet into an office space that you can store away.  If you office lacks square footage, simply create small nooks where you are allotted privacy yet space saving qualities.

Guest post by Leslie Mason

Office Space , Office Space Design