Monthly Archives: December 2014

Creating an Agile Workplace: Overview

Agile Worklplace Google HQAn agile workplace is one that is constantly changing, adjusting and responding to organizational needs. Agility requires a dynamic relationship between employees, management, work and the workplace as well how work productivity gets measured. Many companies are now finding that in order to attract and retain the best and the brightest, they need to rethink the workplace and how work gets done. One of the side effects of this is that office space requirements are usually reduced from 30% to 50% of the traditional workplace model with the implementation of an agile workplace strategy and technologies. Below are some of our posts on the Agile workplace.

The Latest Science Of Workplace Productivity

There is a whole branch of science devoted to getting things done. Workplace productivity studies have helped prove once and for all what some of the best workplace configurations are and why. Workplace productivity is something that can be enhanced and controlled as it turns out. Understanding the elements that can be controlled is what […]

4 Laws of the Agile Workplace

A decade ago, the buzz word in business was telecommuting–today, it’s a phrase: the agile workplace! According to a recent study published by the MIT School of Architecture and Planning, “(The study) found that agility – the ability of the workplace to adapt to change – has emerged as the single highest priority in the […]

Re-Imaging the Office Workplace Into the Agile Workplace

Here is a great video on the changing office space workplace and the re-imaging of the office workplace that is in process. You will find it is 9 minutes well spent and is entertaining in addition to educational. It is a great overview of the emergence of the Agile Workplace and the changes that are […]

Rethinking Productivity in the Agile Workplace

Many business owners are changing the way they think about productivity in the workplace by creating agile, non-traditional offices. Using telecommuting, third place workspaces, office hoteling, and other fresh techniques, they are creating workplaces that retain the best and brightest employees, increasing productivity, employee satisfaction and increase their profits, too. Changing an office work style […]

Creating a Happy Workforce in Today’s Workplaces Part 1

Hiring and retaining cream of the crop employees is, to say the least, challenging in today’s competitive marketplace. Creating a happy and productive workforce is not an easy task, Workplaces have up to 4 generations in the workplace with different values and this presents some big challenges. Employees that are happy and satisfied with their jobs […]

Creating a Happy Workforce in Today’s Workplaces Part 2

Last week, in Part 1, we started this two part series discussing the hiring and retaining cream of the crop employees. We said that it is, to say the least, very challenging in today’s competitive marketplace. Creating a happy and productive workforce is not an easy task, Workplaces have up to 4 generations in the workplace […]

Creating a Great Workplace: It’s More Than Perks and Unique Designs

Great workplaces offer environments that consistently attract, retain, — and most importantly — inspire and engage the best and brightest. […]

Changes in the work patterns that today’s workforce employs to excel are evolving at an amazing pace and leading to the creation of agile workplaces. It is an employee driven phenomenon, courtesy of the new generation of knowledge workers, that can benefit all generations in the workforce. It seems that there is one article or […]

Ways to Maximize the Benefits of Office Hoteling

A growing practice in the business world is that of office hoteling. Office hoteling involves providing work space to employees on an “as needed” or “first come first serve” reservation basis rather than assigning permanent office space for each person to work in. It can be very effective in businesses where employees frequently work from […]

5 Tips for Achieving a Smooth Office Hoteling System Set-Up

Are you interested in finding out how to create an Agile Workplace and how to set-up an office hoteling or desk sharing reservation system ? Are you concerned about how to make it all work? If so, you may want to read our five tips for putting an office hoteling system in place: #1: Company-wide […]

A Downside to Downsizing Employee’s Office Space Allocation

We have all been reading for quite a while how many companies are downsizing their office space by making it more efficient; allocating office space to as low as 100 sf per person. The past recession made it very popular and was supported by employees… to help save their jobs. Now that the recession is […]

Current Trends in Office Space Planning

So, you are out looking for new office space rental or maybe you are renegotiating your office lease and want to make sure your space is as productive as possible. Here are a few of the current trends in office space planning: High panel cubicles are out. Benches or open work areas are in. Headphones […]

Even More Agile Workplace Posts

How the GSA Saved Millions on its Office Space Requirements

Solving Management’s Top Concerns About Moving to Remote / Flexible Workforces

Of Aetna’s 35,000 employees, 14,500 do not have a desk

Office Relocation Planning Guide: Selecting a Moving Company

Office MovingBusinesses usually relocate because of growth. Often, businesses will move to another location in order to cater to new target audience or welcome more employees. A mom or pop shop that has grown in the previous years will also move to another location to create a more significant brand or image in the market. Remember, the location and size of your business will speak volumes about your position in the market. How can you convince your customers that you are a household name if your office is in the middle of nowhere?

Once you have found the office space you will be relocating to the next big part of an office relocation is the actual move itself. The way you handle the move can significantly affect the morale of your employees and the condition of all your valuables. The duration of your move can also affect your operations – the longer your move is, the more profits you will likely lose.

For you to come up with a business relocation checklist and ensure that all the tasks are ticked off ahead of time, consider working with a moving company. Professional movers have the necessary experience and skills to help your business relocate and start its operations as soon as possible. With a moving company, you won’t have to worry about your move, allowing you to continue overseeing your business’s daily operations.

However, with the number of moving companies operating today, it’s important that you carefully choose which to hire. You don’t want to end up paying for a moving company that will only cause stress to your business relocation, right?

Here are a few suggestions on how to go about selecting a moving company.

1)  Research all the contact information for the company including name, physical address (no PO Boxes), and any other names they do business under. If you find more than one firm at the same address, that is a definite red flag.

2)  Determine how long the company has been in business. Many corporate movers have been doing business for many years so it’s a good idea to work with companies that have been around for at least five years. Knowing that you are paying for experts, working with a moving company who has been in the industry for years will give you peace of mind. These individuals have likely experienced different moving woes in the past and came up with effective solutions to surpass all of these.

It also doesn’t hurt to find out how long they’ve been operating under the current ownership and management structure.

3)  Check to see the company is properly licensed.  Properly licensed interstate moving companies will have both a DOT number and a MC number from the Federal Motor Carrier Safety Administration. You can verify these numbers yourself, for free, at Intrastate movers aren’t subject to the same regulations, but most states have their own licensing requirements you should check.

4)  Inquire about the company’s insurance coverage – what’s covered and for how much. They should carry insurance that covers your materials while in transit, as well as any damage the movers cause to your old or new properties. While all movers are required to have basic insurance, be sure to check into the limits on their coverage and consider paying extra for additional insurance if you think you need it. Also make sure they carry current workers’ compensation coverage because if they don’t, you may be liable for any injuries their workers receive.

5)  Get reliable recommendations – You MUST check out potential movers through objective sources like the BBB or your state’s Department of Transportation. A reputable commercial moving company will be listed with both these agencies.

Note:  You can also call FMCSA’s Safety Violation and Consumer Complaints hotline at (888) 368-7238. It’s free, available 24/7 and you can check the complaint history of any interstate mover.

6) Don’t just jump at the lowest price! You need to investigate the estimate to find out if it’s realistic. As they say, if it sounds too good to be true, it probably is!  Get at least three estimates from commercial movers. This will allow you to make a fair, objective comparison.

Compare apples to apples. Break down each mover’s estimate into parts and compare them to estimates from other commercial moving services. Consider factors like the amount of time and the amount of materials estimated.

Expect estimates to fall within a reasonable range of each other. A good estimate should be no higher – or lower – than 10 percent of the final cost of the move.

If we can help you find office space…. let us know

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5 Keys to Getting the BEST Deal on Your Next Office Lease

Saving Money on your office leaseIt goes without saying that everyone wants to get the best possible deal when they lease office space. There is a definite process that is followed when searching and negotiating for office space. Here are the five most important keys to getting the best deal on your next office lease.

  1. While it may seem self-serving coming from a us, the most important key to getting the best deal on your next office lease is to engage the services an office tenant rep expert, like the ones we have at OfficeFinder, on your side. Find a tenant representative who is experienced and knowledgeable in the market in which you are searching for office space and has a track record of done deals. It won’t cost you anything and it won’t increase your  rent. Their cost is already built into the Landlord’s marketing budget.
    Questions to ask a tenant rep
  2. Have a clear understanding as to what you are looking to find. Define your goals and prioritize them before you start looking for office space. Discussing your office requirements with your top employees is crucial to ensure that you are all on the same page. The last thing you want to see happen when relocating is to alienate your key employees and risk losing them.
    Office Planning Checklist   Office Space Calculator   Office Space Allocations
  3. Allow enough time to get through the process. Depending upon the amount of space you are looking for, you should allow between 6 and 18 months from the time you start the process to the time you take occupancy of your new office space. The last thing you want to have happen is to run into a time crunch that affects your negotiation capabilities.
    Office leasing process and timeline.
  4. Do a thorough survey of available properties that not only meet your goals, but also properties that are close to meeting your goals. Once you have identified the alternatives, you can then make a short list of properties that you want to visit. There are a number of resources you can use in researching available properties. Many brokers have their own proprietary databases that are more accurate and up-to-date than the online listing sites such as LoopNet and all of their subsidiaries (Costar, CityFeet and Showcase). This can be much more difficult than you might think, not to mention time-consuming. Studies have shown that only about 50% of inquiries from online listing sites actually get a response. In addition, many of the online listing sites don’t actually connect you with the listing agent, but rather an agent that pays them a fee for leads.
    Office Space Listing Website Tips
  5. Finally, research the deals that have been made in the locales of the office properties you have shortlisted and find out which buildings in the market is making the best deals. One of the worst ways to do this is to ask other tenants in the area, unless you really know them well, about the deals that they made. It’s amazing the information they will leave out wanting it to appear that they made the deal of the year. The best way to get this information is to talk with brokers who have done deals in the areas in which you are interested. Unfortunately, if you are not working with a tenant rep, this will be nearly impossible. After all, a broker’s added value is the information they have and they don’t usually give it away for free.
    The other alternative to getting this information is to put out several requests for proposals (RFPs) on several of the properties you are interested in. This will give you a general idea of starting points for landlords. From there you’ll need to simultaneously negotiate the proposals to see how far you can go.

Prioritizing these five keys will ensure that you do get the best possible deal on your office lease. You can do it on your own if you are willing to put time into the process. It will take a lot of your time to get through the process and get the best possible deal. If you are willing to settle on an office lease that you can live with, you can take shortcuts, but you will be leaving money on the table. This leads us back to the first key of engaging the services of a qualified office tenant rep so you can concentrate on your business while they do the time-consuming work. It will ensure that you not only find the right space but also get the best possible deal on your next office lease.

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Buy vs. Lease Medical Office Space?

Buy or lease medical office space DecsionDeciding whether to purchase or lease medical office space is a big decision. To help you, below are a few of the advantages offered by both purchasing or leasing medical office space.

Leasing Advantages

  • A lease requires less capital investment than buying. This can be a big advantage to new practices trying to get established.
  • The terms of a lease can offer flexibility that buying cannot. For example if you are unsure about an area, a lease can allow you to try out your practice at that location before investing in buying medical office space.
  • If you lease medical office space, it can help get you get a more attractive office or location. If you think a great location is out of your price range, a lease might make you reconsider this assumption.
  • You can lock in your rate. After all the whole point of a lease is to agree to pay a set fee to use a space for the duration of the lease terms. So if you find a hot up and coming location, you can get a good rate before rents rise any further.

Purchasing Advantages

  • You have more long term control over office space costs. If you buy in a down market or before an area becomes popular, you can find yourself with an office space that is worth more than you paid.
  • There are tax incentives for buying. Although they are not as good as they used to be, they can still be significant enough to matter when it comes to the costs at your practice.
  • There are situations where you might want an office space in a specific location but there are no spaces available for rent. In this case purchase might be the only option other than finding a different location.
  • If your practice grows, it can be easier to make renovations or changes if you own your space. If you lease a space than any changes that are made must be approved by the owner. Also when you own your space you are more likely to make those same renovations because you are investing in something that is truly yours instead of someone else’s property.

Whether you want to buy lease medical office space, OfficeFinder has helped many medical practices find the office space that is ideal for them, Contact us and let us get started finding the perfect office for you.

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5 Ways a Medical Office Rental Could Improve Your Practice

Medical bagWhat is almost as important as a building’s amenities and good neighbors? When you are ready to look at a medical office rental, there are some obvious pitfalls to avoid. That said, there are also plenty of advantages you can find even in buildings where no other physicians have set up shop yet.

  1. The right location. The American Academy of Family Physicians reminds those tasked with the search for a medical office rental that patients have listed a “convenient location” as being among the top five search criteria when choosing a primary care physician. Having retail locations and pharmacies nearby is a plus. Having numerous other primary care physicians close by is a distinct minus. In addition, did you know that having a hospital close at hand may be a boon for the physician in the office but that patients generally do not like this type of location?
  2. Plenty of parking. As a general rule of thumb, look for office rentals that allot you six parking spaces for every 1,000 square feet of rented office space. While you can make do with fewer spaces, remember that your practice will lose patients who have to walk too far to reach your location.
  3. Exclusivity clause. If you are thinking of relocating a successful practice, you may be able to negotiate an exclusivity clause with the building owner. This clause ensures that for a predefined period of time you are going to be the only primary care physician with an office in the building. Having this type of clause allows your practice to firmly take root at the now location before the competition moves in.
  4. Services provided by the landlord. X-ray machines use quite a bit of electricity. ENTtoday notes that some landlords agree to furnish your office with electricity even if you have some high-use machines in daily use. Others will ask for a separate agreement that requires you to pay for excessive use of electricity. The more services the landlord provides, the more money you can free up to improve the office space and grow your patient base.
  5. Improvement allowance. Setting up a medical office in a general office space calls for a few improvements. The majority of landlords offer tenants an allowance per square foot. While these funds will not cover all of the improvements you make to the space, they will help you stretch your practice budget.

The expert tenant representatives at OfficeFinder know that the right medical office rental can mean the difference between a thriving and a struggling medical practice. Contact us today to discuss your office needs and to find out how we can assist you with finding the right property and negotiating a great lease.

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Five Tips For Finding The Best Location For Your Medical Office Space

Drs Desk in Medical office spaceOne of the most important aspects of operating any successful business is choosing the right location and this also applies to health care practitioners with medical office space. Things like adequate interior space and parking are a given, but those are not the only criteria that should be considered. Whether you’re a physician that is looking for a new medical office space or you’re starting a new practice, here are five things that you should take into consideration when it comes to finding the right location for your medical practice.

  1. Demographics – Who is your client? Take into consideration what the demographics of the bulk of your practice is, or will be. If your practice specialty is of an elective or cosmetic nature, for example, it might be more advantageous to locate in a white collar neighborhood. However, this is not necessarily a fail-proof method and careful research into the needs of the community is highly advised.
  2. Curb Appeal – The exterior of the building is just as important as the interior when it comes to the way it is perceived. Patients are going to feel much more comfortable going to a health care provider that is located in a well-kept, well-lit building. By the same token, signage that is easy to read from the street is also extremely important. Your office should stand out from neighboring buildings and businesses.
  3. Traffic Patterns – This is an often overlooked aspect of location, but it is very important. Find out just how many vehicles travel down the road you intend to have your office on. The more traffic there is, the better. Locations that are within a five-mile radius of major thoroughfares and close to popular retail outlets, grocery stores and banks are ideal.
  4. Partner Businesses – Laboratories, pharmacies, hospitals, even other medical specialists that are in the same general area are likely to be your closest allies. Not only will being in close proximity make it easier for you to partner up with these professionals, but it will also benefit your patients.
  5. The Competition – Moving into a location where there are several other practices in the same field may not be the best idea. The last thing that you want is for your patients to mistake the doctor across the hall or down the street for your office. Take some time and do a little research about the existing health care offices in the area before you decide to move into a neighborhood.

Whether you rent or purchase a medical office, these five criteria are a start that will help you to narrow down the selection to the most appropriate space for you. Contact us if you have questions, or if you would like some assistance. Our experienced, professional pros will guide you through the process of making this important decision.

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7 Medical Office Space Design Tips That Can Improve Patient Satisfaction

medical office waitng roomTo us, the benefits of medical office space design are obvious. But then they should be; it’s our business. So we’ll take a moment or two to explain just how this product can benefit you.

One might be forgiven for thinking that medical office space design consists merely of aesthetics tangential to the success of a practice. Nothing could be further from the truth. Patient satisfaction can be enhanced when some thought is put into the design of the office space. These are just some of the factors to take into consideration.

  1. A good waiting room should make the patients feel especially comforted, as in a hotel lobby.
  2. The size of the room should be determined by the number of patients you expect and how long they will be kept waiting. Patient flow is important.
  3. The furniture should be accommodating to your particular clientele. In America, people don’t like to share, so couches will take up valuable space. Armless chairs should be available for the pregnant and disabled.
  4. Choose decor carefully. Colors should be natural and cheerful while accoutrements such as carpeting and drapes should absorb sound.
  5. Lighting can also be used to your advantage. It should be diffuse yet bright enough to facilitate reading.
  6. The exam room should have the optimum amount of privacy. Thus the door should swing inward. It should also have separate dressing area to protect the modesty of the patients.
  7. The exam table should be adjustable for practicality and patient comfort. It should be placed on the diagonal so as to offer access to both sides of the patient.

See the article on Efficient Office Design for a Successful Practice for more on this topic.

Please contact us to talk more about design, or anything else medical office related.

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