Protective Measures Offices Can Implement to Prevent COVID-19 Transmission

 prevent COVID-19 transmissionWe live in an age where a global pandemic is quickly spreading between people wherever they go. Since life has to go on and some people have to keep going to work in their offices, it is important to know how you can protect yourself and those around you from the dangerous virus. Offices often have numerous employees working side by side in teams or individually to keep their establishment running smoothly and making profits. Here are some protective measures your office can implement in order to prevent COVID-19 transmission and ensure everyone is safe.

Wear Masks

Masks have been proven to be one of the best ways to avoid transmission of COVID-19. Make sure  that when your employees are moving around the office that they are wearing masks. It is a very simple and effective way to keep them safe.

Encourage Hand Washing

One of the main things you should really focus on in your office to protect everyone against COVID-19 is encouraging your employees to wash their hands regularly. All the global health organizations are swearing by the effects of regular hand washing for at least 20 seconds each time to remove all kinds of harmful viruses and bacteria effectively. Regular hand washing will greatly minimize the risk of infection and help keep everyone safe in case someone is infected with the virus but is not showing any symptoms. Make sure you raise awareness of the importance of handwashing and personal hygiene in the office and hang signs everywhere to remind your employees to wash their hands so that everyone stays safe in their work environment.

Clean All Surfaces

Offices often have numerous employees going back and forth from one desk to another and touching different surfaces as they go. Keeping your surfaces regularly cleaned and disinfected is essential when it comes to protecting everyone working in the office. Make sure you use proper cleaning products to clean all the surfaces in the office, from desks to floors, and even walls and mirrors. As seen on HealthySole, you can even invest in new gadgets that are made to facilitate the process of cleaning surfaces automatically, or even cleaning shoes when people are on their way in or out of any room so that the risk of virus spreading is greatly reduced. Anything that can be touched by any of the employees in your office is something that should be disinfected on a regular basis to reduce the risk of COVID spreading.

Install Disinfection Booths

Many of those who get infected by the COVID-19 virus do not show symptoms until after a few days or may not show any symptoms at all, yet they can still be spreading the virus everywhere they go. To reduce the risk of your employees infecting one another when they walk into the office, it can be a good idea to invest in a disinfection booth on the door of your office to remove any lodging bacteria or viruses on people’s clothes and faces before they enter the workplace. It can also be a good idea to have someone measure people’s temperatures with a digital thermometer before they walk into the office to ensure nobody is infected without realizing they actually are.

Keep Employees Distant From One Another

When it comes to protecting your employees from COVID-19 transmission in the workplace, one of the most effective measures to implement is social distancing. You need to make sure all your employees are standing or sitting at a safe distance from one another to reduce the risk of the virus spreading, and ensure everyone is safe while working. You can start by making some space between each desk in the office and reducing the number of employees you have by giving them alternate shifts so that they can all keep their jobs but stay safe at the same time. It can also be a good idea to have some of your employees work from home whenever possible and start a virtual office environment rather than risk everyone’s safety. This way, you will be saving your employees from all the hassle of having to come to the office every day and reducing the risk of transmitting the virus. If your employees have to go to the office, then make sure they are distant from one another and wearing face masks at all times.

Implement an Agile Workplace

An Agile Workplace concept is an activity-based work space that makes the work space flexible. It is an office hoteling reservation technique or set up in a workplace. It is a way of utilizing a work area more efficiently, utilizing non-assigned seating arrangement and desk-sharing to maximize and creating collaborative spaces. Employees who don’t need to be in the office daily can make reservations to come in when they or you need them to do so. This way will limit the number of employees in the office at any one time and therefor reduce the risk to those employees wh are in the office.

A Scary Time for Employees

Living and working through a pandemic can be pretty scary. In order to keep yourself and all your employees safe in the workplace, you need to make sure you are following all the basic protective measures to prevent COVID-19 transmission by reducing the risk of infection and ensure the work keeps running smoothly. Make sure you raise the awareness of your employees about all the safety procedures they need to take to stay safe against the virus. It can also be a good idea to put some effort into creating a virtual office space where your employees can work from home and nobody has to risk their health in the first place.

If you are looking for a professional to discuss your office space options, we’d be happy to talk with you. Use our contact form to have one of our local pros get in touch with you, even if it is just to discuss options. We know office space and can help you identify what would work best for your company.

 

Is Coworking the Solution to Childcare Work Issues?

considering childcare work issuesThe arrival of a new baby brings joy to the parents. However, it isn’t long before the family realizes that their focus on career and work has gone down. A recent report shows that nine in ten families with a new baby have at least one working parent. This means that one or both parents must continue working after the arrival of a new child and has the potential for childcare work issues.

Although remote working and freelancing have replaced the traditional 9 a.m. to 5 p.m. employment, the majority of people still have to go to work during the day. Most companies are yet to create kid-friendly workspaces. Similarly, daycares are nowhere to be found in most corporate environments. Parents soon discover that they spend very little time with their children because they have to go to work every day.

Some parents try to take new careers, reduce their working hours, or come up with a flexible working schedule as they raise their children. While this can increase the amount of time you spend with your child, you’ll still be facing several problems. So, is everything lost?

Enter Coworking Spaces

The first coworking space in the US was opened in 2005. Although coworking spaces did not sprout quickly, they have become very many across the country in the recent past. Here, you will find remote workers, freelancers, and professional teams sharing one office. Studies have proven that people working in co-working spaces have higher productivity levels than those working in traditional offices.

As the demand for coworking spaces increases, many coworking companies are creating new features. One of the most famous updates is the introduction of a child care unit within the coworking environment. The child care unit has various purposes and features. Many resemble the standard daycare models, while others are more like babysitting services or ‘after school’ style learning experiences that encourage skills like math, science and even coding. The entire idea is to enable parents to work as they know they have the care of their children.

Benefits

If you find a coworking space that has childcare components, you can expect many benefits from that place. First, you will be working alongside people with similar challenges and opportunities. They, too, will be taking care of their children as they try to cater to clients and their careers.

Similarly, the coworking space comes with shorter commuting distances within the day. You don’t have to travel far during lunch breaks to see your children. You can just be working as your children play nearby.

Typical Hiccups

Unfortunately, not everything goes well in coworking spaces with childcare components. There are fluctuating rental prices, lack of appropriate locations, and incompatible childcare facilities. When somebody starts a childcare facility, they must satisfy many requirements.

For example, they must get the right license for the business and their employees. Similarly, there is a child-to-adult ratio that must be adhered to at all times. At the same time, if you want to take your child to work, you must get the appropriate license.

Places Where It Has Already Worked

Despite the existence of many challenges, some coworking spaces with childcare facilities have seen immense success in the last few years reducing childcare work issues. One of these companies is The Workaround. The Toronto-based company promotes a working environment where creators, artists, and parents can work together. Everybody is a parent with a dream to fulfil and children to take care of.

The main obstacle to establishing coworking spaces with childcare facilities is the lack of proper regulation. Authorities have placed tough ratios and facility requirements on daycare facilities.

Bottom Line

It is seems obvious that coworking is the future of the office. It balances the flexibility of working from home and the professionalism of going to an office. The introduction of childcare facilities at coworking spaces means parents of young children can continue their careers and work when their baby arrives and mitigate childcare work issues.

We can help you find a coworking space that meets your needs. Contact us today to learn more.

7 Best Ways to Keep Your Office Comfortably Heated

HVAC systemsAs the weather has turned colder and the pandemic continues, businesses owners may be concerned about keeping their office comfortably heated affordably in a time where sales are sparse, and income is not what it used to be. With several cost-effective ways to  keep  your office comfortably heated, it is possible to maintain a constant temperature in the office without running up a huge monthly bill. To help you get started, we will be providing you with some of the best ways for you to keep your office toasty and warm throughout the cooler months.

1. Your HVAC Heating System

For businesses operating within high rise office buildings, several offices are heated using a state-of-the-art Heating Venting Air Conditioning (HVAC) system. This system can heat several offices within the block simply and effectively. To keep your office heated, it is important to make sure that it is zoned correctly. If you have cold spots, contact your property manager or service company to see if you can reconfigure your zones to spread the warmth more evenly.

2. Get a Radiator Fitted

Though most businesses have a built-in heating system, there are older office spaces and studio environments that may not have the luxury of an up-to-date heating system. If this is the case then you might consider the need to buy radiators online to place within the office space and ensure that is a comfortable space to work in. These radiators can be shipped straight to the office space and can be installed within the office or the studio environment. They come in different sizes and can fit even the smallest of spaces.

3. Electric Heater

Though it is unlikely that a maintained heating system will stop working, having an electric heater in the office will act as a great backup just in case. This can be kept in a storage cupboard and can be placed within a meeting room or within the core section of the office to keep people warm in the unlikely event that the heating system breaks. With electric heaters ranging in size, there are several heaters that you can place in the office that can take the edge off even on the coldest day and keep your office comfortably heated.

4. Dress The Windows In The Office

One of the easiest ways that heat is lost in an office is through the windows, particularly if you are working within an older office space. Therefore, it is important to dress your window with either a blind or a set of curtains that can keep in the heat and prevent the temperature from dropping in the office. This is a great way of keeping the cold out on a cool winters day while still allowing you to enjoy the sun in the summer months.

5. Upgrade The Windows If You Can

Another way that you can go about keeping your office heated is to upgrade your windows where you can. Though this may require you to talk to the landlord. Switching out your windows in the office for an energy-efficient option will enable you to keep the office comfortable all year round.

6. Make Use Of Carpet On Wooden Floors

If your office has wooden floors or even tiles, it may be worth taking the time to implement carpet runners onto the floors. This will allow you to keep heat within the office as the carpet will absorb the hear and help to keep the office warm even when the heating is turned down at night. This is also a great way of showcasing the colour scheme of the brand and bring the whole room together.

7. Use Fabrics On Chairs

The final way that you can keep the office warm is to use chairs that have fabric backings, With a huge amount of furniture absorbing the heat from the heating system throughout the day, this will make the office e feel warmer and will create a more welcoming environment for your employees. This can also be used in larger spaces to provide different areas for visitors and employees all whilst promoting a comfortable working environment.

As you can see, there are several ways that you can keep the office comfortably heated regardless of the weather conditions. Which of these will you be trying in your office space?

Certified OfficeFinder SpecialistIf you are looking for office space in which your employees can be comfortable in, contact us today. Our local tenant reps are not only experts in helping their clients find and negotiate for office space but are also intimately familiar with various heating systems to ensure your comfort.

6 Ways A Clean Office Enhances Employee Productivity and Well-Being

A vital element to employee productivity is a clean workspace and it all makes sense now why the popular adage says “your space reflects your state of mind.” Aside from the fact that having a clean workspace improves one’s productivity, it also helps to refresh our mind.

Furthermore, it’s not how big or small your business is that serves or gauges the quota of your priority level for the cleanliness of your office; cleanliness is essentially crucial and highly valued for general well-being. The modern office has gone through several evolutions in the last 20 years and the influence of the office environment on employees’ health, wellbeing, and productivity remains to be a trend.

Several research projects and studies have affirmed and corroborated the impact of workplace cleanliness on productivity, and understanding how vital this is, employers tend to opt-in for the service of business cleaners who’ll do justice to the cleanliness of the office environment.

For employees to produce their best work, they need to be calm in their physical work settings and feel comfortable, and if you would prefer to oblige to business cleaning contract services to make your office space sparkling clean, do well to only go for experienced business cleaners who will put good efforts in effectively contributing to the workspace’s productive atmosphere.

Six Ways a Clean Workspace Guarantees Employee Productivity

1. It Makes Employees Happy

Have you ever thought of the kind of bliss your employees will feel when they walk into the office to meet a neat and tidy space? In fact, they’ll always be glad to show up at work and this will foster their productivity. With a clean office, they’ll have more time to get things done and they can quickly and easily track down paperwork if need be.

Keeping a clean work desk means zero distraction and this fully eradicates the need to scamper around wasting time and getting exhausted while looking for a document. Employees spend about eight hours in an office and they tend to treat their office as their second home. Thus, a tidy office is a necessity to achieve a desirable comfort zone that will beef up productivity.

2. It Enhances Creativity

When your employees are clustered with arranging “this” and taking care of “that”, you restrict and deprive them of harnessing their creativity because too much clutter can be detrimental to clear, creative thinking.

Although some people would say the mess on their desk can help them think and be creative, it’s worthy to emphasize that an untidy desk and workspace can hinder you from giving your all to what you are to do for the day because it subconsciously draws you back from tapping into that full creativity level.

As an employer, you can encourage your employees to practice the habit of decluttering their office space daily to help enable them to have a peace of mind of their cleanliness because after all, an agile workplace can go a long way in encouraging creativity, teamwork and problem-solving.

3. It Improves Focus On Work

You’ll find it pretty herculean to focus on your work when you have an untidy workplace because a cluttered office has a lot of distractions and it threatens your sense of personal control. A messy environment is in no way beneficial because it makes you have a short persistence.

On the other hand, you’ll be able to easily focus on the matter at hand when you have a clean space because there’s this sense of calmness and personal control one feels in the ambience of a clean environment.

4. It Reduces Stress

Relaxation and peace, often, don’t necessarily come with possessions of material things — decluttering is a great way to feel relaxed, reduce stress, and combat anxiety. You’ll not be able to focus on work and your anxiety levels will increase when you have too much in your office.

5. It Maximizes Employee’s Working Time.

You’ll be helping your employees to concentrate on the more important things if as an employer, you prioritize the cleanliness of the office workspace. Several business cleaners can provide a variety of services to help ensure employees’ working areas are kept in pristine condition.

Paperwork will be easy to find when the desks of your employees are organized and they’ll be able to spend quality time on getting their to-do lists effectively tackled rather than wasting time frantically looking for a document in a messed up office. Investment in a business cleaning service is worthwhile for employers who truly care about their employees’ well-being and as well desire to improve their productivity and creativity.

6. It Keeps A Healthy Workspace.

Health is wealth and one of the best ways to facilitate good health is to get into the habit of cleaning and decluttering your office space. Employees should know that a messy office can have a severe effect on the overall productivity of the company and there could be several sick leaves and more absenteeism if workers’ health is compromised.

 

The Ins and Outs of Using a Short-Term Loan as Working Capital

working capitalMany business are struggling now due to the shut down from the pandemic. Operating a business requires you to have the right funding and the knowledge of how to effectively allocate such funds. The pandemic has made that very difficult for many businesses. There must be a solid financial strategy to ensure that you reduce operating expenses and maximize potential growth and in some cases, even survive.

Normally businesses use credit lines or apply for bank loans to cover the costs of business operations when needed. But, if you can’t get financing from banks, alternative lenders can provide business owners and entrepreneurs with a short term loan to be used as working capital.

Read this blog article on the pros and cons of short-term working capital loans and how, when, and where to get such type of business financing.

What is a Working Capital Loan?

A loan particularly used as working capital is a type of short-term financing provided by alternative lenders. Short-term business operating expenses, such as rent, wages, debt repayment, or marketing costs are examples of expenditures typically covered by a working capital loan.

Your business may have working capital available, or it may have not enough. In the case of the latter, you can get outside financing to bridge the financial gap in your short-term business expenditures.

For instance, if you don’t have sufficient working capital, you can acquire a working capital loan to boost your inventory when demand for your product increases. You can also use this type of financing to avail of discounted large purchases.

What to Look for a Lender That Offers Working Capital Loans?

When you’re looking for a lender that offers this type of loan, make sure that it has a good lending track record. Avoid lenders that charge exorbitant interest rates and fees. Also, see to it that the lender you pick will report your payment to major credit bureaus so that if you’re paying on time, your business credit rating will increase.

Pros and Cons of Short-Term Working Capital Loans

It’s crucial to know the advantages and disadvantages of short-term working capital loans before you get one.

Pros

  • Easy Application Process. Applying for a working capital loan is no hassle. It requires little paperwork compared with other types of business financing, and you can even complete the application online.
  • You Can Get the Funds Fast. Besides the fast and simple application process, you can also receive the funds that you need in no time when you get approved for a working capital loan. Hence, this loan is beneficial if you have to make an urgent purchase.
  • No Need to Pledge Any Collateral. There are secured business loans, but short-term working capital loans are generally unsecured. It means that you don’t have to pledge any of your business assets to qualify for the loan and lose it if you can’t pay back what you owe.
  • No Need to Give Company Ownership. Compared to getting funds from an equity investor, borrowing money through a working capital loan doesn’t require you to give up the equity of your company. You only have to pay what you owe in full, and you’ll be released from your debt and continue to operate your business.

Cons

  • Interest Rates Can Higher Than You Think. Short-term business loans typically have higher annual percentage rates compared to longer-term alternatives. Moreover, if your credit rating is not good, you can expect that the rates are higher.
  • Frequent Payments. A short-term working capital loan may require you to make payments every week or even day-to-day until you pay it off in full. This feature can be a drawback to a business that doesn’t garner consistent revenue.

Takeaway

A working capital loan can be an excellent type of financing to cover short-term business expenditures. When you don’t have sufficient working capital in hand, this loan can be advantageous for your business.

Certified OfficeFinder SpecialistIf you are struggling to make rent payments on your office space, contact us. Our local reps have decades of experience. They know the markets and players and can help you renegotiate your lease to improve your current situation. No fee or obligation for our services.

5 Important Considerations When Purchasing Office Space

considering purchasing office spacePurchasing office space is a big step for any company. You need to consider many things like floor space, price, on-site facilities, parking, and ambience before you spend a considerable amount of money on work premises for you and your employees. 

Of course, you can’t just buy the first office you visit. Walk around a few of the best and try to compare each one before you make your final decision. When checking out office spaces, keep these points in mind:

1. Check The Location 

The first thing you should consider is the location of your office space. You must find a place accessible enough for you and all the employees who will occupy the office.  

Is it close to public transportation and is there parking available? Is the office space in a good neighborhood or business district? Are there any restaurants or banks near your office? By answering these questions before you settle into an office, you can pick which one would be at the most effective location.  

2. Utilities Should Be Working Well 

Before you settle into an office space, first check if the electricity, water, and internet lines work properly and meet your needs.

If you’re not very familiar with these details, it’s best to bring an inspector with you. This way, you can determine if all the lines and connections are properly installed in the office.  

The electrical lines should conform to safety standards, and the main water line shouldn’t have any leaks or damages. Likewise, the internet service in the area should also be working correctly. If anything is not up to par, you should talk to the selling representative about repairs or search for other offices without any utility issues.   

3. Space And Ventilation  

Aside from the main utilities and location, you should also consider how much space is in the office, its layout, and the ventilation inside.  

Is the air-conditioning or heating system centralized, or can you regulate it per room? Does the office feel stuffy when crowded? Asking yourself these questions will help you chose the best commercial space for your new office.

Also, estimate how many people can occupy the office. For example, if you’re planning to move a company with 20-30 employees to the office, make sure there’s enough room for everyone to set up their desks, as well as essentials like filing cabinets, printers, and photocopy machines.  Hiring a space planner for this is both affordable and recommended.

4. Price For Value 

Before you purchase an office space, evaluate whether the money you’ll be paying is worth it. 

Try to factor in the costs you’ll pay for your monthly bills and the insurance for the place. Also, do s lease vs buy analysis to make sure you are making the right decision. Do all the aspects of the space justify its price? Can you still negotiate the selling price of the office?  

Once you’ve calculated all the expenses, you can determine whether the office you’re eyeing is worth its price.  

5. Do You See Yourself Building Your Company In That Space? 

Of course, the most crucial factor you should consider before purchasing an office is if you can see yourself and your company staying there for a long time. You are investing a significant amount of money in an office space, so it’s best to get your money’s worth.  

Consider if the office space is a positive work environment that will help you grow your company.  

Does it fit with your company’s ethos and values, and does it feel comfortable enough to work there daily?  

The office you’ll work will play a part in how well your company will function. It will also influence how efficient your employees’ work will be. So, think about how you’ll thrive in the office you’ll purchase. 

Final Thoughts  

Of course, we recommend you use a buyer’s broker when purchasing office space to make sure all of these and many other considerations are evaluated correctly. Purchasing office space for your business is a big decision and one that requires careful analysis. These are only a few considerations listed here that you should delve into. Once you’ve evaluated all the aspects of the potential office spaces you’ve checked out, you can decide which one is the best option.  

Certified OfficeFinder SpecialistContact us if you would like assistance finding the perfect office space to purchase. Our local reps are not only experts in their market, but also great guides to make sure you avoid any costly mistakes.

4 Ways To Create A More Productive Work Space

After hiring a couple of employees and renting an office, it seems that you’ve done your part, but that’s not entirely true. Although you’ve done what’s necessary, it doesn’t hurt to go the extra mile by helping your employees settle in on their jobs and create a productive work space. After all, once they adapt to the business, their productivity will soar.

More productivity means more work done, and more work done means more money for the company. 

The best part is that you don’t necessarily have to guide them each step of the way. Creating favorable working conditions would be more than enough to help them become more comfortable, and that’s what this guide is all about. Below are four ways to breed productive employees through improving their workspace: 

1. Incorporate Natural Sceneries

You may have heard from somewhere or someone before that greeneries and natural light can improve your mood, and yes, it’s true. Humans have a desire to connect to nature, which is why a study has found that even just a minute with nature can lead to a feeling of relaxation, which may increase productivity. 

While it’s true that nature itself can lead to relaxation, there are other ways to make the workspace much closer to nature, and that’s by getting air filters that eliminate pollution. Of course, you can buy some plants and place them in your employees’ desks, but if you find a custom filter that pretty much does the job, there’s no need to bother with buying greeneries.

2. Provide Proper Equipment 

Surely it must be evident that one of the best ways to improve productivity is by providing the proper equipment. Employees may feel disheartened knowing that the business they’re working for cannot provide them with the necessary tools for the job, resulting in less productivity. 

The pieces of equipment you’ll need to prepare to differ according to what business you run. For most office jobs, employees must have their own desks and gadgets such as computers or laptops. Other than working equipment, you also have to consider buying equipment that brings comfort such as ergonomic chairs. 

3. Mind the Temperature 

Electrolytes, a compound that serves as energy for the body, deplete much faster in hot conditions. On the other hand, excessive coldness can lead to discomfort and even vulnerability to diseases. In other words, the temperature must be perfect. You can either use air conditioners during hot climates or heaters during the cold weather. 

4. Introduce Colors to the Office 

Is there a feeling of relaxation when you see the color blue all around you? Do you feel a sense of excitement when you’re surrounded by red walls? That’s probably because colors can affect a person’s mood, just like nature. 

For that reason, it’s a good idea to paint your office walls with a color that improves productivity, but which color? You may have already guessed it, but red is an excellent color since it keeps the heart pumping, which might be necessary to employees if they somehow feel bored during work hours. Blue is also a great alternative as it exudes a calming atmosphere, which can help your employees focus on their tasks.

Wrapping Up 

No matter how high the pay is or how nice you are to your employees, you can’t guarantee that they’ll become much more productive. What they need is a good productive work place, one that suits their needs and provides them with comfort. While it’s not an easy task, this guide should make it less complicated. However, remember that great things aren’t free, so don’t be afraid to invest in your business and your workforce. 

Certified OfficeFinder SpecialistAnd if you are looking for office space wher you can creat a productive work space, we can help with our network of local tenant reps. Contact us today to find out more. Our services are free to you! No obligation either.

How To Handle And Organize Important and Sensitive Documents

There are numerous sensitive documents, files, and information that every single business should keep in a secure location. These documents earn the name “important and sensitive” because these items should not be distributed widely due to security concerns.

As most people are aware, it is essential to protect your sensitive data from falling into the wrong hands. All of this information could cause serious repercussions if a third party accesses it, so it is important to take precautions. With the way that technology is moving, businesses need to make sure that they are doing everything that they can to protect their clients.

Common Behaviors that Put information at risk

Security breaches, identity theft, and insider threats can put sensitive documents and information at risk, but common human behaviors and insecure tools can make it easier for hackers to get your sensitive data. Some of the practices are:

  • Employees attach and send sensitive documents in plain text From the office using a web-based personal email address.
  • Staff downloads sensitive data to the public to communicate with business associates and access and use data on tablets.
  • Staff members upload, temporarily save and transfer sensitive documents in plain text from a laptop to a common USB drive.
  • Employees upload sensitive data to the public, enabling other workers to access then use that information from different mobile platforms.
  • After registration with Dropbox, workers transfer a range of huge datasets containing sensitive business details to the software without the employer’s consent.

How Do You Handle and Organize Sensitive and Important Documents?

In a world where information is king, there are bound to be loads of important and sensitive documents that require keeping in a secure location. We all have our ways of organizing, but how do you handle and organize sensitive and important documents?

Control Access to the Sensitive Documents

To control who can view and who cannot view Documents of a sensitive nature you need to make them accessible only with the use of passwords which are to be made available to employees only on request and one at a time.

Employee Training

Training your employees is necessary to retain an effective workforce. The best-trained employee is one who understands the basics of your company’s policies. These guidelines help create a standard of behavior for all employees to adhere to. Make sure all new employees are trained in handling and organizing important and sensitive documents to ensure the appropriate use of company property.

By implementing a policy of identifying sensitive documents, reviewing them with new hires, securely storing them, and monitoring login attempts for inappropriate activities, professionals like Contract Hound assert that your business can reduce risks associated with unauthorized access to documents containing sensitive information.

Make Use of Confidential Waste Bins and Shredders

Confidential waste bins and shredders are an excellent way for businesses to protect their documents from prying eyes. When used correctly, confidential waste bins and shredders can help your business in various ways, from saving time to improving security. Having a confidential waste bin to dispose of the vital material is an asset in your organization’s security policy.

Lockable Document Storage Cabinets

Another common office supply that you might not have heard of is lockable document storage cabinets. Lockable document storage cabinets are just what they sound like. They are a box that you can lock and store fragile files or paper documents in. These are better than regular file drawers because they are more protective and secure. Another common use for these boxes is to store important documents containing Social Security numbers or personal information.

Ensure Secure Delivery of Confidential Documents

The passing on or delivery of documentation can never be taken lightly. There should always be a degree of security in place to prevent the documents from ending up in the wrong hands. Not only would this be extremely embarrassing for the company, but it could also mean that sensitive details become public and also put information at risk. For this reason, it’s important to ensure you have the relevant service or system in place to move and organize such essential paperwork.

We all know how important it is to be able to organize and secure your files from prying eyes. Taking the time to create a good system will make your life easier in the long run.

To wrap it up, all important documents and records usually come from various sources. Be it your organization, customers, or employees who leave them behind. In this post, we have discussed how to handle this sensitive information to keep them safe.

Certified OfficeFinder SpecialistAnd if you are looking for office space that is secure, we can help with our network of local tenant reps. Contact us today to find out more. No obligation and our services are free to you!

 

You’ve Signed the Lease, Now What?

signed the lease, now what?Every good business is bound to expand at some point when things start falling into place. At this stage, you might need to relocate to a new office space that can accommodate all the employees. You’ve signed the lease, now what? Making this move can be very intimidating, especially if it’s your first time and you’re going away from your current locality. For one, having to stop the normal operations to cater to the move and letting all your clients know can be a demanding process.

However, with the right strategy, your first step towards a new life in business shouldn’t be intimidating. Once you have everything sorted out, you can contact one of the companies specialized in this field to come and take care of all the packing and transportation. But before you start moving, our friends at Colorado Springs Movers, LLC suggests that you should sort out these tasks:

Assign a Move Leader

The first, and most important step, is to assign someone the responsibility of being in charge of oranizing and completing the move. This will entail a great deal of time and whoever is doing it should have there regular work load reduced to ensure they have the time to do a thorough job coordianting the move.

Insure Your Things

The very first thing you should look to sort out is the insurance cover of all your things, from furniture to computers to other machines used by the business. Make sure to have both moving  insurance and business insurance. It will go a long way in giving you peace of mind as you try settling into the new environment.

Take an Inventory

It is important to take the time to take a complete inventory of your furniture and equipment. This will allow you to plan the locations of the items in your new space and determine if you need to buy anything else.

Schedule Movers

Now that you’ve sorted out the factors above, you can then schedule the movers. Of course, you’ll interrupt the normal operations within your business in one way or another. You will end up having some of your employees working at the office for only for a few hours within the move week. You need tobe awayre of this and make appropriate arrangements.

The objective is to cause as little inconveniences as possible. One way of meeting this goal is by planning the relocation process during low seasons, if possible. For instance, some companies experience a reduction in business during the festive months. If yours falls under this category, then that would be the ideal time to make the move. It’s also wise to make your customers aware as early as possible so they can make plans as well.

Telecommunications & Internet

In this day and age telecommunications and Internet are critical factors to the functioning of most businesses. Check out your options. If you are going to make a change, this is a good time to do it. Make sure and check with your provider of choice how much lead time they need to ensure you are up and running on day one. The last thing you want to happen is to move and not have the connections you need to get to work.

Janitorial Service

The janitorial trash collection service is dependent on the lease agreement. Some buildings have this covered in the monthly rent while others require that every business owner takes care of their waste. It is, therefore, important that you check your lease beforehand.

Change Your Address

Your mail address is another crucial factor, and most people end up forgetting about it. As such, some of your parcels might be delivered to the wrong address for the first few days or weeks, and that’s something you’d want to avoid. Make sure you edit all your documents, social media details, and other online platforms immediately. Also, you can go the extra mile and inform your clients through your social media pages or through email and text messages.

Conclusion

Whether it’s your first time moving offices or not, there are several factors that you should always keep in mind to make this process smooth. For instance, it’s recommended that you choose a day that will cause very little inconveniences to your customers. Also, sorting out the necessary insurance covers and trash collection services will give you an easy time to settle into the new environment. Once you’ve moved everything to the new location, changing your address should be the priority.

Certified OfficeFinder SpecialistAnd if you have not found that perfect office yet and are looking for office space, coworking or traditional, we can help. Contact us today to find out about our no cost service.

The Interesting History of the Ergonomic Seating

Ergonomic SeatingKeeping your employees healthy is important. Ergonomic seating and furniture for office space have been around for a few decades now, however it is just recently that they have begun to get popular. A question to ask is where did ergonomics originate from and how did it get implemented into the workplace? How did it evolve into what we have today? Ergonomics has actually had an interesting and has been an area of study for a long time.

Ergonomics Was Created In the 1850s

As early as the 1700s, people were documenting work-related injuries and what was causing them. You might think of workplace injuries as a modern issue, but as early as 1713, people were studying why injuries occur from labor. This led to the creation of the word “ergonomics” in 1857 which was a method to help increase comfort while working and reduce injuries. It is interesting to see the evolution of the word move from basic labor, towards pieces of equipment such as office chairs that are used to increase productivity and comfort. Ergonomic chairs are still a long way off at this point in history, but the wheels have been set in motion to get us to where we are today.

A Way To Increase Production

The next time we saw ergonomics mentioned was in the 1900s, as factories and bosses were trying to find ways to increase the productivity of their employees. They tested a variety of different methods, such as more comfortable seating, and different tools to accomplish tasks. What they found was that while they had to spend money to help employees out, the employees were able to triple their output at times. This led to many factories and workplaces looking for ways that they could help employees reach full production.

World War II and Post War

When it came to the war, many areas in the country were converted into factories to help with the war efforts. Because human labor was extremely high, they had to find ways to speed up the process and allow people to produce as much as possible. This led to creating more machines that people could use and interact with. Along with that, creating proper workspaces for someone to sit while working would allow them to work longer without fatigue.

Once the war ended, serious research began to be put into ergonomics and how the human body responds when sitting. These findings helped to prove what everyone thought about ergonomics. They did in fact increase the productivity of an employee but creating an environment where they are able to work longer and work more comfortably. The industry began to brainstorm different ideas of how they could incorporate ergonomics into their work more and how they could better the processes that were already in place. This led to people looking at pieces of equipment such as the chair for example and experimenting around with it to determine what made a person work best.

Fast Forward To Today

Looking back, we have come a long way from World War II, especially when it comes to the ergonomics of sitting. Science and the medical field now fully understand what happens to your spine when sitting in a chair that is not comfortable. With the medical field pushing out data to show the importance of an aligned spine and ergonomic seating, the furniture industry has responded by finding new ways to incorporate these levels of comfort.

You will find in your standard ergonomic chair there is going to be a headrest of sorts for your neck muscles to relax, armrests so you can rest your arm muscles, a cushioned back to soften the impact on your spine, and finally a soft surface to sit on which will reduce the amount of pressure that you put on your hips. If you look into fancier ergonomic chairs, you can find ones with lumbar support, that will help your lower back and reduce pain. It is interesting to see in the past twenty years how much the design of the chair has changed.

This leads us now to looking forward and seeing what the future holds for ergonomic chairs and furniture. Advancements have already been made to create spaces where people can lay down while working. Creating a chair or a piece of furniture is not difficult, creating one that is comfortable and healthy for people is another story. As we learn more and more about the body, we will begin to use that research to create better pieces of furniture and equipment for us to use. Fifty years down the road, our implementation of ergonomics might be incredibly different than what we have today. Do you use an ergonomic chair in your line of work?

See more on employee health on OfficeFinder