Monthly Archives: October 2018

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

bookkeeping office surveillance Camera

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.

Protect Bookkeeping Office

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

Medical office spaceOpening 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?

Coworking spaceThere 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.