Tips to Increase the Security and Safety of Your Bookkeeping Office Space

A secure office space is necessary for both the safety of your employees and the sensitive documents involved in your business. For a bookkeeping business relationship to thrive, your clients need to be able to trust you—and you need to make sure that your business doesn’t fail on this front. Successful bookkeeping companies such as Balancing Books Bookkeeping always ensure that their client information is never misplaced or mishandled.

Here are the steps you can take to increase the safety and safety of your bookkeeping office space.

Secure your perimeter

The first thing you need to accomplish is securing your physical space. Make sure to accomplish the following tasks:

Perform risk assessment – If possible, consult with a security company to receive a professional evaluation of your office space’s strengths and weaknesses. Otherwise, thoroughly examine your location for weak spots and check the local news for crime reports. Use this information to analyze what security threats you might face.
Make a security plan – Map out your office space. Mark all client entry and exit points, employee entry and exit points, and fire exits. Identify areas that need to have better lighting, CCTV surveillance, and lock replacements.
Determine the security budget – Given your security plan, you can now canvass for CCTV prices, lock replacement services, and lighting fixes. These are all one-time expenses, but their maintenance and the salaries of security personnel need to be included in the annual budget.
Execute your plans – Armed with a well-mapped-out plan and the equipment you need, you can now implement your security plan.

Orient your employees on security protocol

Now that your bookkeeping business’s location is secure, you need to focus on security inside your area.

When you’re handling sensitive information like payrolls, bank loans, and inventories, everything inside your office should be protected and every move should be documented.

Here’s what you need to do:

Install a sign-in system – Use a sign-in system to monitor who enters and exits your office. You will likely be hosting client meetings or entertaining in-person inquiries; having documentation of who comes and goes will give you a written record of everyone who enters your office space. This is particularly useful in the event of a security breach; a sign-in system will help confirm the presence of persons of interest.
Secure important equipment – Any company devices or equipment should be in a safe location and should require company identification before being used. No employees should be allowed to bring home equipment, documents, and devices. Documents should not be on full display, especially in areas where nonemployees are permitted.
Get everyone updated on security protocol – Create a security protocol and make sure all employees are oriented. For instance, ensure that the last person who leaves the office locks up all important documents, examines the whole area, and turns off electricity before leaving the office.
Create emergency evacuation plans – Have emergency evacuation plans on hand, and properly orient all employees. Regularly conduct earthquake drills, if possible. Ensure that all essential documents are retrievable in cases of emergency.

Invest in digital security

Most of your company’s important documents are probably saved on computers, from client files to business permits. All of the company’s digital data and assets, including your website and social media, should be secured to avoid security breaches.

Here are some tips to follow when it comes to strengthening digital security:

Install strong firewall and antivirus technologies.
Block malicious and unsafe websites, such as torrenting and streaming sites.
Encourage all employees to use strong passwords.
Change passwords every few months.
Encrypt files and data.
Regularly back up all systems and files.
Disable printer sharing and wireless printing as some information is temporarily stored on printers when using these features.

Stay on top of security maintenance

You know what they say: hope for the best, but prepare for the worst. There’s no such thing as being too careful when you’re running a bookkeeping firm.

Routinely check your office’s security features. Repair any broken locks, lights, or cameras at once.
Make it a point to update your employees about scams, schemes, and other potential security threats.
Ask IT to report attempted security breaches immediately.

More than anything, make sure your employees are aware of your business’ security. Clients will inevitably ask about how you plan on keeping their information safe; it’s essential to have all that information on hand.

Keeping your bookkeeping business secure is key. When your clients feel safe and reassured, they’re more confident in trusting you. And with these tips on securing your office space, you’ll have no problem securing success in no time, too.

How to Find a Second Medical Office for Rent

Opening satellite medical office is not just for the large providers, it can benefit even smaller clinics or physicians’ offices. For starters, finding a second medical office for rent will introduce a new set of patients to your brand. Next, you may be able to use the second location as a jumping off point for an even more financially rewarding third office. How do you find the ideal second medical office that you can rent?

Choose a location in the heart of the area.
Avoid out-of-the-way places that do not allow for foot traffic or a clear line of sight from the street. Many professionals have had success with medical office space in strip malls and office buildings where there is not a lot of competition around.
Negotiate a build-out allowance.
You know from opening your first medical office what you will likely need to adjust to make the space suit your needs. Leverage this understanding as a negotiating tool with the new property owner or management company. Ideally, your build-out allowance should cover the majority – if not all – of your planned renovations.
Present your brand.
The color scheme, sign placement, and logo presentation at your satellite office should be identical to the one you already operate. Doing so ensures that patients build brand awareness. In the majority of cases, the signage does not create a problem. If you are unsure, work with a tenant representative who can help you verify zoning rules concerning sign placement.

Of course, the most important aspect is to find a medical office for rent that lets you do what you do best: taking care of patients. Because you do not have the time to devote to a search that might bring you across town multiple times a day, enlist the assistance of a representative who does the legwork. This expert should also be able to assist with building specs and, in some cases, provide virtual office space tours. Contact us today to learn more.

Is Office Space an Employee Benefit?

Office space is an Employee Benefit

Actually, yes. Your office space should be considered an employee benefit. To do so you need to make sure you have developed a good workplace strategy that will allow the office space to shine. Employees do take office space into consideration when deciding where to work. If you treat it like an employee benefit, your employees will be happier and more productive. Your office space is a major resource for your business. It does so much for you. It gives your employees a place to work, and to meet with customers, but really, it does so much more. Your office space has a huge impact on your employees and their work. What can you do to improve your office space for your employees?

Office Location

The first thing that you should consider is how close your office space is to your employees. If your office is far away from any large communities, your employees probably have to drive long distances, while if you’re in the middle of a city, it’s probably just a few minutes, or even a short walk. Long commutes will lead to tired employees, but a short commute every morning will give you energetic employees that are ready to work.

General feel and design

The general feel of the office is actually very important. In addition to being attractive to clients, your employees will greatly appreciate an office with a happy feel. They’ll show this, whether or not they realize it, through working harder and more efficiently, as well as a more positive attitude in general.

Since most office workers spend a considerable amount of time in the office, it is important that you a work environment where employees will be happy and productive. With a little effort you can upgrade an existing office taking a few of these ideas to implementation.

Colors

The color scheme is more important than you might think. Studies have shown that different colors can create different moods. As examples, various shades of blues have a more relaxing effect and makes workers more productive. Green is easier on the eyes and make people feel healthier. There are lots of studies in this area you can investigate

Office Layout

The trend for many companies is in utilizing a more open office layout. One of the most popular ideas is to have a few desks or tables located in the center of the office with quiet rooms located throughout the rest of the office. Open floor plans seem to increase teamwork but can become distractions for some workers so having the quiet rooms is important.

Standing Opportunity

Sitting all day is not healthy. Employees who work in offices can often feel the negative effects of sitting all day. Many offices today are providing opportunities to work while standing. Adjustable desks that can accommodate workers different heights are popular. Some have even provided table in break rooms where people can stand and have their coffee.

Art

Art work selection can be tricky. It is important that any artwork put in an office be chosen carefully. Many offices have success with featuring pictures of company events. Also pictures of nearby landmarks or places of notoriety are also effective. In some cases many companies have benefited utilizing the services of an art consultant.

Floor Coverings

Choose floor coverings to improve the look of their office. This is cost effective and can have a positive effect on the work environment. Many companies like to get as many employees as possible involved with the floor covering choices.

Add features

Make additions to your office for your employees. A good start is a quality coffee maker or small kitchen if you don’t already have one. Once you have the basics, start making your office unique. Make your break room special or add a gym or library. Adding features that employees can’t get anywhere else can do wonders for employee retention.

Looking for more ways to improve your office space, or a new space all together? Contact us. We can help you find exactly what you’re looking for.

Is Coworking Space really just an Executive Suite?

There is quite a bit of public confusion over the terminology used in the office space industry regarding executive suites and coworking space. Many still believe that an executive suite describes the suite of offices on or near the top floor of a skyscraper where the top executives of a company used to work; including only the president or chief executive officer, various vice presidents and their staff. In other words, only the top brass. While coworking space is a relatively new phenomenon and many do not understand what it is. Here is some information that will hopefully clear up the confusion.

Essentially, what they both are is shared serviced offices operated by a management firm that house multiple companies. They have different styles to accommodate different workplace goals. Coworking space has become an extension of the executive suite concept with a different spin. Originally coworking space was intended to serve like kinds of businesses that could work together while still being independent. They have morphed into offices with networking opportunities with other occupants. Here is another article on the idea “WeWork Is Basically Regus With A Paint Job.” WeWork is the largest Cowork provider and Regus the largest Exeutive Suite Provider.

The executive suite / coworking centers are an excellent option for small companies, branches or companies that need flexible lease lengths. Many firms, large and small, choose to operate their business or satellite offices from an executive suite.

Executive suites and coworking spaces are both essentially shared offices with services provided by a management firm. They are a great way for small or growing companies to get off to a fast and low-risk start and a great way for a fast-growing company to have the flexibility for rapid growth. Whether you choose to go with the more conventional executive suite style or the newer coworking trend with depending on the way you want to work.

Generally, executive suites cater to those companies looking for privacy in their workplace; Businesses or individuals who want to be in offices. Coworking space is more suited to those looking to create synergy and network with other companies or individuals located in the space.

They both offer features such as utilities and janitorial, receptionist, secretarial, personalized telephone answering, mail handling and coffee and food service on-site. There are still a lot more of services that you can avail. They are very much customizable depending on your style, budget and needs.

In an Executive Suite or coworking office, your efforts can be dedicated entirely to your business, while the management company is responsible for typical office management. You will enjoy a professional reception and support personnel without the headaches of hiring, training and employee benefits; state-of-the-art business equipment without purchasing and maintenance problems, and; a staff attentive to both you and your client’s needs.

Executive Suites, along with coworking office space, allows you the added flexibility of short term or long term obligations – both from a planning and a financial statement point of view. Other benefits include:

Convenience – A small office near home or the people you do business with every day.
Cost – Attractive, professional office accommodations at roughly 30-50% of the
cost of equipping and staffing conventional office space.
Flexibility – Full or part-time accommodations are generally available (hourly, daily,
weekly, monthly, annually).
No capital investment – There is no need to buy or lease office equipment or furniture. Private offices can be completely furnished as well.
Control of operating costs – Offer state-of-the-art business support services which are billed to clients.
Higher productivity – By leaving the operation of your office to a staff of trained professionals, your company personnel can concentrate on managing and marketing your business.
Enhanced technology and services – Most Executive Suites / Coworking space provide enhanced Internet technology and first-class concierge handling of business needs.

If you are interested in estimating the cost of an executive suite or coworking space, give our executive suite calculator a try. It will compare your costs at an executive suite type space with that of a conventional office space.

If you are looking for an office, we’d love to help. It is what we do day in and day out. We not only find the right space for your business but also negotiate the deal with you to ensure no mistakes are made and that you get the best deal possible. Contact us for your no obligation meeting.

6 Key Factors to Finding Great Office Space for Your Business

A great office space can WOW visitors, increases employee productivity, and promotes your business’ image. Choose the wrong space and you may find yourself with lackluster sales, low employee morale, and a floundering business. The key to finding the perfect office space, according to the U.S. Small Business Administration, is to perform a comprehensive assessment of potential locations. Make a list of “must have” attributes. Check out our office space planning checklist to help yourself focus your search.

1. Know the Zoning Laws

Zoning laws vary considerably by location, so it’s essential to become familiar with the regulations in your area. In general, you cannot construct a commercial building in an area zoned for residential property, the SBA notes. To check how a potential property is zoned, contact the planning agency for your municipality. Work with city officials to pay necessary fees, apply for licenses, and complete other paperwork to comply with zoning codes. If you run into trouble, hire a land use attorney to help you navigate complicated local regulations.

2. Understand the State and Local Taxes

Make sure you have a clear understanding of the taxes that you will owe to both the state and local authorities. These can vary significantly from jurisdiction to jurisdiction. You can usually find out information on the jurisdiction’s website or consult your accountant.

3. Consider Your Visitors and Clients

Think about what types of people will be visiting your space. Will the office be used solely by employees, or will you hold client meetings there? Do you need teleconferencing capability? Does it need to meet industry regulations (such as those set by OSHA or another agency)?

The answers to these questions vary widely based on your business plan, but they significantly influence the type of office space you need. For example, if you want to impress new clients, consider an easily accessible downtown location or a luxurious entrance with a blazing fast internet connection

4. Choose a Location That’s Convenient for Employees

Your business can only be as great as the people working for it. To retain the best employees, carefully consider your office location. If you live in a city with a strong public transportation network, choose an office space near prominent bus or train lines. To make your office commuter-friendly, find a location with ample parking. Also consider perks that improve employee satisfaction, such as an on-site fitness room or a well-equipped break room, suggests Forbes. Thinking about your employees’ needs before you hire them will allow you to attract and retain the best candidates.

5. Decide on a Floor Plan That Complements Your Business Model

When possible, find an office space that requires the least possible renovation to save on costs. To achieve this goal, think about the type of office floor plan that makes most sense for your company. A tech start-up developing a new smartphone app might benefit from an open floor plan that allows employees to easily share new concepts. In contrast, your tax accounting firm may require private offices for each worker in order to increase client confidentiality.

When touring a potential property, consider your desired floor plan and whether it is possible to execute in the space “as is” or if you will need tenant improvements. According to the Harvard Business Review, the most effective floor plans bring employees together to share ideas while providing some private space. Think about the placement of executive offices, conference rooms, bathroom facilities, the reception area, and break rooms. Consider hiring an industrial-organizational psychologist or consultant for tips on how to best use office space to maximize employee efficiency.

6. Get Help From a Professional

There are specialists in your market who specialize in helping business not only find the right space, but also ensure they negotiate the best possible deal. They are known as tenant representatives. Like residential real estate brokers, they represent the buyer (or lessee) who is looking for property, but get paid by the landlord. In other words, there is no cost to you for their services and they are looking after your best interest. They only get paid once you are happy with your selection and make a purchase or sign a lease. They are an invaluable asset and in important team member for any company looking for office space.

While these are not the only factors to take into consideration when looking for office space, taking these 6 factors into account will help smooth out the process.

If you need help finding and negotiating for office space, please contact us. Our services and the services of our member tenant reps won’t cost you anything.

Tips and Tricks To Negotiating the Best Office Space Lease

office space lease Perhaps you operate a small start-up business that has outgrown your home office. Maybe your company is mid-sized and is growing out of the office space you occupy. Or, you may head a large organization that needs an additional facility to support a new contract. Whatever your situation, you’ve realized that you need to lease some office space.

You are now in one of the most exciting and challenging parts of your growing company, acquiring an office space, but alos one that is priime for making expensive mistakes. An office space lease is usually the second biggest expenses after salaries for a business. There are ways that you can do it to get the best office for your business without compromising your budget or other aspects of your business’ growth.

You’ve begun the search for space. You may have used an online commercial office location service such as OfficeFinder.com, a local commercial real estate broker or you may have searched by driving by empty facilities. Whatever method you used, you’ve found the perfect option for your every need. It is in a strategic location, plenty of space for employees and clients, good security and good facilities.

During the process you have analyzed and understand your business needs for space, not only for the present but for the future too. You know how you will use the space, what are the amenities needed and identified your priorities.

Finally, you’ve decided. You are now ready to move on to the next phase of acquiring an office space, negotiating the best office space lease.

Understanding the Office Space Lease: LEASE 101

An Office Space Lease has three main forms:

Lease is an agreement between the property owner or landlord and the tenant. It has three forms:

Full-Service Lease – the rent is all-inclusive. The pay covers all of the expenses associated with the property, such as insurance, maintenance, taxes and even janitorial services.

Net Lease – the landlord charges a lower base rent for the space and all of the usual costs that related to operations, maintenance and use that the landlord pays. Net lease also comes in three types:
- Triple net lease – you share the three additional costs about the base rent. Taxes, insurance and maintenance.
- Double net lease – two additional costs are added on the base rent, taxes and insurance costs.
- Single net lease – some of the landlord costs will be charged to the tenant upon negotiation.

Gross Lease – this could the most favorable lease for the tenant. The landlord shoulders all of the property expenses that would come across in a net lease.

To obtain a lease for the office space, you should have an experienced guide who will have your best interest at heart and who has negotiated many successful office space leases in the past. A tenant rep broker is a necessity. It’s a sure bet that the landlord or property management company offering the lease has plenty of experienced assistance to help them get an advantage. Shouldn’t you have an expert on your side too? After all, there is no cost to you for their services. It would seem to be a no-brainer.

Protect yourself by following some important guidelines
that can help you negotiate successfully.

Always remember that in negotiating an office space lease, the more knowledge and power you have, the better the outcome. Even with a tenant rep, you will need to stay involved. Find out about the space. Is anyone else looking at it? Has it been vacant for a long time. Aside from having a tenant representative or a broker, it is still important that you are hands-on with the search and you are aware of the important factors, factors that may somehow make a change on a burdensome leasing terms made by landlord throughout the lease process.

Once you’ve told the office property owner that you want to locate your business in their property, you are likely to be presented with a standard lease package. Do not sign any papers at this point but accept the lease for review. Explain to the landlord that you must review the lease with care so that you completely understand it.

Your specific needs are unique and may require significant changes in the office space lease during negations. Here are a few specific points that any tenant should look for in the standard lease package:

An accurate description of the office space should be clearly listed in the lease.
How much is the rent and exactly when is it due? Are there any late charges if not paid on the correct date?
Is there a security deposit and how much is it? Under what conditions is this deposit repaid upon vacating the commercial office space and what conditions permit the landlord to refuse to return the security deposit?
What is the lease period and are there provisions to facilitate lease renewal if desired?
What are the terms in the lease regarding vacating the premises early? Do you have the right to move into another, larger office space owned by the landlord without penalty? Do you have any rights to rent additional space if your business grows more rapidly than anticipated?
Is there a cleaning deposit for preparing the space for the next tenant when you vacate the premises and is this fee returned if you leave the premises in the same condition as upon delivery?
Identify verbiage defining how much parking may be used by the tenant and what, if any, number of spaces can be marked as reserved.
Review all references to use of common space. You should have the right to enter and egress at any time of day or night and access to all common spaces unless specific restrictions are contained in the lease. Also, watch out for clauses regarding common space upkeep or charges.
The lease should clearly state what utilities are the responsibility of the tenant as well as what should be paid by the landlord. The same goes for charges for maintenance and repairs for any problems not the result of misuse or neglect on the part of the tenant.
Is there are space in the lease or reference to an addendum where notes regarding the condition of the property at delivery may be noted.
Is there any defined allowance for tenant improvements?
What rights to signage are included in the office space lease?
Does the lease provide for delivery of a punch list after tenant improvements are accomplished?

Some suggestions to help you become a little more of a lease-expert

Length of Lease and Renewal Options:

The initial office lease period should give you enough time to settle in and determine how this location works for your business but not so long that you must pay a stiff penalty if you decide to move on after two or three years. Try to negotiate a shorter-term lease with a renewal options. Keep in mind that your company’s needs may change, you might get sucked into an office space lease that is too big or small, or with a rent that is above-market if demand for space later drops.

Rent Increases

Watch out for the clause that establishes the amount or percentage at which rent can go up and the specific periods at which this change can occur. Rent should not increase more than annually and should have a reasonable cap set on it so that the cost of leasing the office space does not become outrageous in a short period of time. Usually, landlords refer the annual increases on the percentage increases in Consumer Price Index or CPI, try to arrange for a CPI rent increase that does not set in for at least the first two years of the term. Then, you can try to have the cap on the amount of each year’s increase.

Cost Transferal

Be sure you and your office lease broker understand exactly what costs can be passed long to you or what percentage of those costs can be passed along. Examples can include property tax increases, specific repair costs not caused by your occupancy and the increasing cost of services to the building. Your rent increase should cover the costs associated with increased service costs or taxes and only those building repairs caused by you should be passed along to you.

Landlord’s Right to Early Termination

Check what verbiage is used regarding what, if any, rights the landlord has to terminate your office space lease early and what conditions must be met to justify such early termination. If this clause is too liberal in favor of the landlord, you could easily find yourself seeking different office space much sooner than your business plan set forth. This can be expensive and time consuming for your business and can be avoided with the right wording in this area of the lease.

Repairs, replacements and improvements:

Be mindful about the office space lease clause that says that the tenant must restore the property to its original condition. If this was mentioned to the agreement, try to state that it will be returned to in same condition at the beginning of the least EXCLUDING (1) ordinary wear and tear, (2) damage by fire and untoward incidents, loss or casualty not the fault of the tenant, (3) improvements approved by the Landlords.

Payment from Corporate Owners:

Watch out for verbiage indicating payment can be sought from the corporate owners rather than the corporation itself. While some office space owners like to have this protection in the event a business becomes financially insolvent, it does give a landlord too much recourse into the business owners’ private finances to allow entry into the final lease.

One-Sided Lease Provisions:

Be cautious about the landlords that use form lease agreement that can be one-sided. Negotiate on the provisions that are favorable to the landlord. Below are the common types of provisions that one-sided and landlord favorable:

Passing on to the tenants, without limit, increased operating costs like property taxes, repairs and or insurance expenses.
Landlords disclaiming responsibility for compliance with environmental laws or government act (e.g., disabilities acts)
Requiring tenants to pay for tax increases
Landlords reserving rights to terminate the lease at their convenience.
Prohibiting subletting and assignments.

These are only a few of the clauses that an office space renter should be on the alert for. Turn to your office space broker for the best possible advice on all areas of the lease and lease negotiation process.

There are dozens of additional points that will stand out in the lease. Some of them may be points you do not understand. Make sure to highlight these for investigation. Another verbiage may better meet your needs. Highlight each portion of the lease that either is unclear, misleading or requires negotiation. These are items that you will need to cover with the help of your leasing team, especially your tenant rep.

When negotiating an office space lease or rental, you will find that the devil is hiding in the details and these can cost you lots of money over the life of the lease. Turn to your office lease broker, tenant represetnative, for experienced advice regarding how to negotiate out these demons before signing an office space lease. An old idiom says “God is in the details” which means that attention paid to small things has big rewards. In this case, your goal is to turn those devilish little hidden clauses into the best possible agreement with the landlord for your office space so that everyone can live with the lease for the life of the lease.

We are here to help. It is what we do every day. If you want an expert to help you get the right space with the best possible terms, contact us. We’d be happy to help

Can your company benefit from an agile workplace?

Everything is evolving, fast paced and on the go. We are now in a generation that everything has changed, from “how” we work and even physical places “where” we work. One factor that affects staff’s productivity is the workplace. Development in technologies are helping and creating more smarter and more flexible techniques for workspaces. So, you think you might want to change your traditional office into an agile workplace but have no idea how or where to begin.

First, let’s define Agile workplace, the concept is activity-based working space and making 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.

According to Allwork.space, an online news publication about trends, tips and insights from the flexible workspace industry; agile working makes sure to combine efficient use of the space with collaborative working and the need to recognise concentration and contemplation, through agile working principles, it shows how to create and allocate space and furniture according to the tasks to be performed rather than status or rank. They also mentioned that there are five main components to an effective agile office:

An open floor plan. This physical openness allows for easy collaboration between employees, increases the amount of natural light to enter the workspace, and is an extremely efficient use of space. However, the cons of an open floor plan include the potential for an extremely loud environment, distractions from deep work, or difficulty with private conversations.
Breakout areas. These are spaces that can be used for many purposes and are intended to foster creativity beyond the confines of a typical conference room. They allow space to eat, relax, and create areas for employees to have ad-hoc brainstorm sessions. Again, potential negatives could be difficulty with confidential conversations or noise if clear guidelines of use are not put into place from the start. Areas like these could consist of tables, booths, couches, collaborative desks, etc.
Quiet zones. These are also known as hot spots for focused projects, on-demand concentration, or confidential conversations. Quiet zones require careful oversight so that they are respected by all members of the team. These areas should have some kind of boundaries, like cubicle walls.
Touchdown areas. These are spots for overflow workers to utilize, especially if they’re only in the office periodically. They can be used for short tasks, like answering email or knocking out quick assignments. These touchdown areas could consist of bar stools along a counter or a shared couch., Keep in mind that these workstations are not ideal for long periods of sustained work and are not designed for that purpose.
Easy access to resources. Employees should have easy access to essential resources like physical documentation, equipment, supplies, printers, and copiers when needed. However, be cognizant of where these resources are stored; in an agile workspac,e it’s important to eliminate as much noise intrusion as possible. Ideally these won’t be set up too close to work areas.

How will Agile Workplace benefit your business.

Space Utilization.

Big chunks of the business’ money go to the space – spaces that are under occupied. Practicing agile workspaces are resulting to significantly cheaper expenses in terms of fit-out and occupational costs. It can free up space for other work purposes.

Increase in productivity and efficiency.

It providing an activity-based working environment that allows your staff to work from any arrangement they choose and creates combination of focused, collaborative, creative work that leads to more productivity. Your business will have the ability to work when, where and how employees find the most suitable and comfortable. It will also help reduce absenteeism, by enhancing your workplace, you are also improving staff motivation and enjoyment at work, it lessens burn out and boredom at work. It makes them more energized and excited. By giving your staff the freedom to choose and to be flexible with their expertise, tools and specially workplace, it will allow them to make good decisions that lead to improvement of their performances.

Getting and retaining best talents.

Great examples are companies like Google and Unilever, they have the outstanding reputation as employers. They achieved this by inspiring a workplace and how they value their workers, in return they get loyal employees and performers.

Improved Employee Performance.

The foundation of a successful workplace is its well-designed environment. Strategically designed workplace will help your team to be more dynamic through allowing members to choose the best place and time to perform their duties and tasks. It also impacts Employee Engagement. It boosts the flexibility in communication and staff engagement.

It can adhere to your changing workforce.

Whether business expansion or contraction, your business is very well prepared with all of fluctuation because of its flexibility.

How will you transition your traditional office to an agile office?

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. Here are the different types of tools that are very helpful to achieve an agile workspace.

•    Room booking tools: Bookings can be done in a common system or terminal or through an internet portal. It automates the task of booking meeting rooms, displaying the status of rooms at all times.
•    Desk booking tools: same with room booking tool, automation can also be applied to the task of assigning shared desk resources. Staff can book a desk remotely and can secure a space when they arrive. Usually, digital displays on desks can also automatically indicate its availability.
•    Digital Sinage: there are installed digital signages in the office that assists employees working from different offices and locations find their way to departments, meeting rooms and other facilities. The signs can be changed easily when needed.
•    Occupancy sensors: providing a real-time data on spare capacity levels, it can also help the monitor activity level and can help capacity planning.

The most commonly used software being used by larger organizations is the Microsoft Outlook. Internal IT Team can help to set up by adding rooms as “resources” in outlook calendar. It’s very user-friendly, in your own calendar, you can easily check if a room or a workstation is in use, blocked or available.

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.

IF you need help finding office space where you can create and agile workplace, we are here to help.

Big Mistakes to Avoid When Leasing Office Space

leasing office space Mistakes Oops Deciding to lease office space is an exciting step for your business. The way you choose and decide which office space to lease is important to ensure you avoid making big mistakes when leasing office space. You need to make sure that your office is productive for your team, to you and most of especially to your clients. You also need to make sure that the office you choose it will make you and your business grow and flourish.

Considering these factors in leasing office space will affect your business productivity and overall success. Below are some of the bigger mistakes to avoid in leasing an office space.

NOT ENGAGING A TENANT REPRESENTATIVE

You might think we are being self serving on this, but we have seen the mistakes businesses make that do not use a tenant rep. Considering that there is no cost to you, it does not make sense to not have one. The biggest mistake made by tenants in leasing office space is not engaging the services of a tenant representative; thinking it will cost them money. It doesn’t. A good tenant representative, like the ones we have at OfficeFinder, is invaluable in making sure you find the right alternative, negotiate the best possible deal and avoid costly mistakes. They do this every day and only get paid when you get what you want. And you don’t even have to pay them. It costs you nothing. Most Landlords hire listing agents and the tenant rep will share in that fee. If there is no tenant rep, the listing agent keeps the entire fee and you are on your own. Tenant rep services will save you money by making sure you do it right with solid information and advice.

RUSHING

The second biggest mistake made by tenants looking for office space is not allowing enough time for the process. Far too often tenants will not get started early enough and have to settle for less than they could have had otherwise. This applies to tenants who are looking for conventional space and not executive suite, virtual office space, or co-working space. Typically, a tenant can be in these spaces as soon as the next day or at least within the month. Tenants looking for conventional office space under 5,000 should get started 6 to 9 months prior to their move in date. Larger businesses should start at least 1 year in advance. This will allow enough time to find some good alternatives, negotiate the best deal and have any tenant improvements completed for an on time move-in. This is true even in a soft market. In fact, even more so since there will be many more possibilities to investigate.

Make sure you don’t rush into a decision, remember that this is a big step for your business. If the deals and negotiations did not match your plans, move on and try to look for other alternatives. There will always be a property that will perfectly suit your requirements. Sometimes, DIY is okay, but note that it is very time consuming and may take a lot of your time, time that you’d rather spend it to your daily operation and development of your business. Experts or tenant representatives are the best people to help you. They know the markets inside out and can assist you throughout the process, especially when it comes to negotiations. Viewing, choosing and negotiating when leasing office space can be a long process and time consuming. If you are unsure of what you are doing, your mistakes can get very expensive.

LACK OF COMMITMENT

Keep in mind that leasing an office space is a commitment. there will be a legal contract that will hold an agreement for given length of time. Leasing is a big responsibility, make sure that you study your business and you are “ready” to take new obligation to step up for this new stage of your business. Otherwise, it will just you may end up losing a lot of money on space you don’t need.

NOT UNDERSTANDING THE COSTS

There are more costs involved in leasing office space than just the rent. Many of these costs are quoted in different fashions so it can all get quite complicated when comparing alternatives. It becomes difficult to compare proposals on an apple-to-apples basis. In fact, it can even become difficult for an inexperienced tenant representative to decipher the various costs involved in comparing different office space alternatives. Moreover, be prepared for these: Monthly cost, service charges, maintenance costs, insurance and daily operating costs.

Don’t settle to an office that is going to empty your banks and put your business into debt and that will hinder its growth. Make sure you know all of the costs involved.

UNEVALUATED LOCATION

Evaluate all aspects of the office space you are interested in leasing. These will include geographical location, space layout and type of the building to insure a perfect fit for your business. Don’t forget to evaluate for safety, too. There are other factors to consider in deciding about the location. One of the important factors is it good for your employees; make sure it is close enough for employees to commute, near public transportation, restaurants and cafés are conveniently accessible for your team’s lunch break or a simple coffee breaks. Or if you don’t have a team yet, choose a location that has a good population for your potential resources. Evaluate the size of the space that will commit, it is always to good to have exact number of employees to get a large enough space for your team members and an extra meeting or receiving area for clients/visitors.

Another important aspect to consider are your clients. Remember, your office gives a first impression to your clients and it sends messages to them about your business. If you’re in a building that is falling apart, your client may interpret that your business is struggling. Other way, if you are spending extravagantly for your office, clients may think that you are just charging them too much and money just goes to a lavish office space. Safety of the building is also a big factor, make sure that your building has measures being followed for times of emergencies such as fires or earthquakes. Check if the building is guarded for the safety of everyone as well as your physical assets. Not considering these factors may just bring damage to your business rather than growth.

UNCLEAR LEASE TERMS

Make sure that provisions are clearly stated out in the lease. You don’t want to be surprised with the hidden charges, one example is that sometimes landlord will say that utilities are not included with what you have paid and you will need to pay extra for it since it was not officially specified in your lease. Take note that every office is lease is different, but frequently written in favour of the landlord. Think what office lease terms are best for you as a tenant, study the entire lease including rental rates, renewal options, rules and regulations, break clauses, etc. Know what you can customize it before signing a contract. Make sure to check what you’re allowed to do to the space without getting charged for damages.

We hope these tips could finding a great space for your business. Of course, there is a lot more to consider and a good tenant rep, like the ones we have at OfficeFinder, will help make sure you don’t make any big mistakes. Please contact us if we can be of assitance.

WHAT OTHERS HAVE SAID ABOUT OFFICEFINDER

We’d also want to share actual feedbacks and experiences of businesses who have taken advantage of using an OfficeFinder Tenant Representatives

“Our OfficeFinder rep did more than I ever thought that this free service would. I hope that this man gets a Raise. He really went above and beyond the call of duty. I thank him very much.”

-Elizabeth P – Phoenix, Az

“The amount of information I received and the professionalism of our OfficeFinder rep was astounding. His knowledge and understanding of what I needed was overwhelming. He will always have my business, and I have no need to recommend anyone else.”

-Chris V – Level 7 Productions – Los Angeles, Ca

“I have never rated anyone at this high of a level but Jeff, our OfficeFinder Rep is exceptional. I don’t know how he could exceed the level of service he has provided for us. I will not only recommend him to others, I will look for opportunities to recommend him.”

-Michael S – New Life Outpatient Center – Davenport, Ia

“Thanks for your follow up. Our OfficeFinder rep has been extremely helpful in assisting us to find the proper offices over the last several months. We are now in our new location and I frankly don’t know how we would have done it without him.”

-Jenny M- Xinify Technologies, Inc – San Ramon, Ca

Office Space Rental, Productivity and Small Business Success

Helpful tips for an office space rental Choosing the right office space rental for your business or organization means more than just choosing a physical location. If you have customers visiting your property, then you want to make a good impression. You want to make sure it is somewhere that you employees will be happy and productive. Depending on your organization’s identity, you might need to appear trendy, modern, or traditional, and your physical location can help customers decide if you are the right place for them to take their business or not. When choosing commercial real estate, the following tips are a few considerations that can help you find the location that is just right for you and your company.

Appearances are important. Take a very close look at the property, standing in the parking lot, or on the sidewalk in front of the building. If the building looks dingy and dirty to you, it will probably look that way to your customers and employees as well. Unless you do not get any customer visits, make sure the location is somewhere that you would visit as a customer. Don’t forget your employees. Is this somewhere your employees would be proud to work?

Consider accessibility and convenience. Many customers will simply not visit your location if it is difficult for them to park, maneuver a wheelchair through, or find the elevator or stairs. While some inexpensive improvements may be feasible and advantageous, you do not want to invest more money into making your building accessible than you spend on the property itself. Make sure the elevators and stairs are in good condition, ensure that the location is handicap accessible, and consider the ease of entering and exiting the parking garage or lot for your customers.

Check with the local City Hall to ensure that the property is zoned for your business. If you have an unusual business, rezoning can take months or even years, and is a costly process that requires legal consultation and assistance. Checking out the zoning ordinances for the property before you sign the contract is always the easiest way to avoid headaches and extra cost.

Current and Future Space Needs. Taking into account what your future ofice space rental needs may be is very important when signing a multi year lease that will lock you into a defined area. Whether you are a large or small company the basic needs are the same. You need to consider your office space efficiency, cost effectiveness, room for expansion, and strength of location. If your company is currently housed in an inefficient space the multi-step processes necessary to keep everyone ‘in the loop’ can create redundancy and confusion. While a move can be costly, if done correctly it can reduce future costs significantly. Would moving from your current location disrupt client service? Or are you able to make a move without affecting the product or service you provide? Lots of questions to be answered before deciding to make a move.

Before Signing an Agreement for an Office Space Rental for Lease

Renting office space can be exciting and overwhelming all at the same time. In some of those anxious moments, it can easy to get caught up in all the excitement and sign a lease agreement that has unfavorable terms. Since the success of your business largely depends on the right rental terms, you’ll want to check out a few important details whenever you are considering an office space rental.

The type of lease that’s being offered can make or break your business, as some could result in your paying large additional charges you weren’t prepared for. The common types of office leases are:

Net lease that includes base rent and a nominal charge for taxes and insurance
Double net lease that requires you to pay rent in addition to the entire cost of taxes and insurance
Triple net lease which mandates that you pay rent, taxes, insurance and maintenance fees
Fully serviced lease or gross lease in which the landlord pays for additional expenses and then passes them on as a “load factor and increased from a base year.”

When choosing a fully serviced lease, it’s important to understand what the load factor and base year means. It is essentially a way to calculate the total monthly rent when a tenant has usable square footage in addition to common areas. For example, a business could occupy space in a building where stairways, restrooms and entryways are common space. In this instance, the load factor covers the expense associated with maintaining these areas, spreading them evenly among all who use them. The base year is the year in which you must pay for any excess expenses over the amount for that lease year. You have to be careful that the base year is current or in the future when signing a lease.

Although you may be offered a deal for signing an extended office space rental or lease, if you’re a startup or growing business, you should be leery about doing so. That’s because you just might find the needs of your business change a great deal over the first couple of years. For this reason, you should consider a short-term lease that’s between one and two years if you are a brand new company.

It’s also a good idea to ask about initial improvement allowances, remodeling or redecorating when signing a lease. Most long term leases will include a tenant improvement allowance. Make sure you know if that is on a rentable or useable square footage bases. It can make a difference of 15% or more. You may choose to build cubicles, add new carpeting or paint the walls once you settle in, so you need to know if this is something that’s allowed. Many times, minor modifications are allowed as long as the structural integrity of the building is not altered in any way.

Consult an expert. The perfect office space rental can be competitive and hard to find, so consulting an expert is your best bet. An experienced tenant rep can help you locate inspectors, engineers, architects, or anyone else that you may need to get your business off and running in a new improved location. The cost of a tenant rep are paid by the landlord. There is no cost to you for their services, yet they represent you and don’t get paid until you are happy and sign a lease. You have nothing to lose. Just make sure and find an experienced one who will not only help you shortlist potential locations, but negotiate a great deal for you. They understand to nuances of leases and can help you avoid costly mistakes and save you money.

How to Make Your Office Space Reflect Your Business

Many people who have office jobs spend most of their day working and socializing in their office space. It’s important a company to provide a work environment that promotes a creative and productive atmosphere. With some effort an existing office space can be made comfortable and unique. Here are a few ideas that can help make your office space reflect your business.

Color Selection

When choosing office space many people are careful in choosing the color scheme. Research has shown that different colors can create different moods. As an example, various types of blues are believed to have a more relaxing effect and makes workers more productive. Green has shown to be easier on the eyes and make people feel healthier.

Layout

Today many companies are utilizing a more open office layout. One of the most popular ideas is to have a few desks or tables located in the center of the office. This can be used as a place for employees to sit and work when they need a change from their regular space. Open floor plans seem to increase teamwork but can become distractions for some workers.

Standing Opportunity

People who work in offices can often feel the effects of sitting all day. Many medical experts feel this is actually unhealthy. Many offices today are providing opportunities to work while standing. Adjustable desks that can accommodate workers different heights are popular. Some have even provided table in break rooms where people can stand and have their coffee.

Art

It is important that any artwork put in an office be chosen carefully. Many offices have success with featuring pictures of company events. Also, pictures of nearby landmarks or places of notoriety are also effective. In some cases, many companies have benefited utilizing the services of an art consultant.

Floor Coverings

Many companies carefully choose floor coverings to increase the look of their office. This is cost effective and can have a positive effect on the work environment. Many companies like to get as many employees as possible involved with the floor covering choices.

When does all of this happen? During space planning. Space planning is the analysis and documentation of a business’s current and/or proposed facility. So, it is important that you have a space planner that understands your business and your office space goals. Space planning can happen both with a new office and an existing one.

The best way to make sure you get your office needs met is to engage the services of a local office tenant representative, like the ones at OfficeFinder, to make sure you consider all the factors you need to in your market. Every market has slight nuances that need to be considered. They are also very familiar with good space planners to assist you making your office space reflect your business.

Are you looking for office space you can have to represent your company? Contact us today so we can show you how we can help.