Monthly Archives: August 2019

Understanding Your HVAC System to Ensure Comfort in Your Office

If you want to stay comfortable in your office, you should have the right HVAC system. Learn how to understand your HVAC system and remain comfy.

HVAC System Thermostat

The comfort level in your office space directly affects productivity. After all, nobody likes working all day in an office that’s either too hot or too cold.

HVAC stands for heating, ventilation, and air conditioning. These systems work to regulate the temperature in a building on a daily basis.

If you’ve moved into a new office building in your area, understanding your HVAC system is important if you want to keep things cozy. That’s why we’re going over the basics of how an HVAC system works.

The Heating System

HVAC heating systems can work in several different ways. Traditional systems include a furnace that heats the air and sends it through the ductwork of a building.

A furnace requires regular maintenance to ensure it can keep up with heating demands. If you live in a region that experiences long, cold winters, you’ll need to stay on top of tune-ups.

Some office buildings now use radiant floors. These systems work by heating pipes filled with water installed under the flooring. This provides a more energy-efficient solution and distributes heat evenly throughout the space.

The Air Conditioning System

A commercial air conditioner must be able to cool a large area filled with employees and office equipment, which both generate heat.

Office AC units get installed on the roof of the building. They work by cooling warm air outside and sending it into the building through ducts.

This outside air gets sent through a filter, which removes allergens and other pollutants. These systems require routine hvac service so the condenser and evaporator coils continue to cool the air.

Ventilation  

In order to regulate temperature and ensure healthy air quality, proper ventilation is required. Your HVAC system helps with this process.

By filtering the air sent into your building, your system improves ventilation and controls moisture levels. It can even help cut down on bad odors. This is why it’s so important to change your air filter regularly.

You may also want to have the ducts in your office checked and cleaned. This cuts down on air blockage and prevents dust from getting into the ventilation system. You can also help improve ventilation in your office by using ceiling or desk fans.

The Thermostat

Maintaining control of your office thermostat is crucial when keeping the space comfortable. Luckily, most modern thermostats are programmable and highly efficient.

It’s important your HVAC thermostat is in a place that doesn’t get unusually cool or hot. This will help with temperature regulation.

You should also schedule your thermostat so it’s not running overnight. This will help increase the lifespan of your HVAC unit and decrease your energy bills.

Understanding Your HVAC System for Maximum Comfort

Maintaining a comfortable office climate will make for a more pleasurable and productive work experience. Your HVAC system is an integral part of helping this happen.

By understanding your HVAC system, you’ll know how to use it better and when to have it serviced. This will result in a cozy office all year.

We hope you found this article informative. Feel free to check out our site for more information on office buildings and business tips.

 

Office Phones For Small Business: Tips When Buying

When it comes to office equipment and devices, office phone systems are critical. It’s crucial to choose the right office phone system, so your employees can interact easily without leaving their workstations, which maximizes productivity and traffic in your office space.

office phones

Below are some helpful tips when buying office phones for your small business:

 Consider Taking Certified VoIP Phones

Certified Voice over Internet Protocol or VoIP business phones are ready-to-use because they are pre-configured. You can mix and match them with your other office phones, making it easier to optimize your business phone system. You can also use cell phones or landlines in addition to VoIP-compatible phones. With the best telecom plan, you can make calls from any device.

 Align the Office Phone Features to Your Needs

Even if you’re just a startup or small business, it pays investing in state-of-the-art office phones. However, you have to make sure that you select the best features that align with your needs. Take into account the scalability of your business or your business growth within two or more years. Do you see your small business growing soon? You don’t want to end up buying another set of office phones because you need additional features.

Here are the best features of modern office phones for small business:

  • Attendant: This is a virtual assistant that initially answers all incoming calls using a custom greeting. A caller may choose options for different departments, extensions, or prerecorded messages based on how you want to customize it. Small businesses benefit from using this feature because it eliminates the need to hire a receptionist, which is applicable if you’re renting a very small office.
  • Extensions: It’s important to have multiple extensions. In that way, calls will be routed to the right people. Find one with message extensions and mailbox only extensions. Calls between extensions are typically free, which can save you a lot of money with call charges.
  • Follow Me: Some office phone systems are more sophisticated. For instance, when you’re at your office desk, all calls will automatically route to your office phone. When you leave, all calls will automatically route to your smartphone. This feature is beneficial if you don’t want to miss important calls, most especially for start-up and small businesses.
  • Inbound Faxing: Receive faxes via a hosted PBX system and send it to the user via work email as a PDF attachment. With this feature, the server detects all inbound fax messages, and your phone number becomes your business fax number.
  • Conference: Choose an office phone system with reliable built-in conference features. It will allow you and other users to join in on an important conference call without the hassle of making arrangements in advance. Get to work with more of your employees without leaving their workstations, saving you time, money, and effort.
  • Call Recording: This is accomplished by just clicking your computer mouse, eliminating the need to set up the software to record calls. All recorded messages are stored for later retrieval.
  • Call Scheduling: This feature is sometimes called time-based routing. It allows managers and business owners to set specific call schedules or call routes at certain times, regardless if it is nighttime, weekends, or holidays.
  • Call Queue: It allows calls to wait until an available agent is ready to take the call. It’s like a waiting room wherein callers are put in a call queue.

Consider Your Office Space: Where to Set Up Your New Office Phones

Renting an office can be challenging, most especially if you need to expand your business. Sometimes, growing businesses need to find another location because of the growing number of employees and office equipment. Using the latest office phone systems eliminate the need for moving out and transferring into a wider and larger office. Of course, you have to consider a lot of things like the space to put in your office supplies, tools, and equipment. For a small business, you’ll find small and medium-sized office phone systems.

 Aside from taking into consideration the number of staff members you have with you, renting an office space would also require you to think of your future growth. Ask yourself if you would need a new office phone system to use like what other big businesses use, or settle for traditional landline phones.

Compare Prices

 Not all office phones are the same, so prices vary depending on the features you need. You can always check product review sites to compare prices and read what previous customers say about the product. Business phone systems either come as key systems, VoIP, or PBX systems. The price range is from $30 to $1,000 per extension.

 Check for the Service Warranty

As a small business owner, you want to focus on your business and dedicate less time servicing your office phones. That’s why you have to ask the manufacturer or seller about the warranties and guarantees involved in the purchase of office phones for your small business.

Conclusion

Why settle for less if your small business can be successful using more efficient and reliable phone systems? Your office phone system is a powerful tool because you use it to communicate with your customers, partners, investors, suppliers, and other significant people in your business. It’s only imperative to invest in high-quality business phone systems to ensure that you get the most out of your hard-earned money.

5 Tips on How to Choose a Conference Call Provider

Choosing the right conference call provider is crucial for fast and efficient business meetings. The wrong provider could slow productivity and make you look unprofessional.

Free conference call

Are you looking for your first conference call provider? Or searching for an upgrade to your current system?

Research shows that 45% of all workplace meetings happen via conference calls, so having the right system in place is really important.

The right system makes your employees more productive, efficient, and satisfied — while the wrong system is a frustrating waste of time for everyone.

Need help finding the right conference call system?

Keep reading.

  1. Know What’s Most Important to Your Employees

Your employees are the people who will use your conference call service the most, so getting their input is essential.

Features you consider important might not matter as much as you think, and your employees might have considerations that never even occurred to you.

For example, employees might be desperate for the ability to change PIN codes to make them easier to remember, while you might be worried about a video call feature they never use.

If you’re a large organization, send round an email asking for thoughts. For smaller businesses, pop into the office for a chat.

  1. Look for Extra Features Like Screen Sharing

Some conference call services are pretty bare-bones, which might be all you need.

However, if you want extra features like the ability to share screens, access calls from multiple devices, and make video calls, you’ll need to make sure that they’re included or available as extras.

You should also ask if any of these features come with additional costs, as they’re not always free.

  1. Ask About Personalization Options

Will your employees be able to set up account details that they can easily remember?

Or will every call be plagued by latecomers who ‘couldn’t remember the pin’?

The level of personalization offered by your provider can make a big difference to productivity, so get clear on what can be changed and what can’t — and how easy the process is.

  1. Get Details on Installation and Support

A good conference call provider won’t just get your system set up, they’ll also be around to provide ongoing support.

Most systems require some initial training for staff, followed by assistance as you all get to grips with things over the following months.

Ask what the ongoing support is like, as well as whether it costs extra or is included in your package.

  1. Assess Cost and Check for Hidden Charges

Conference call packages vary massively in price. Some include lots of special features as standard, while others charge for everything outside the basic offering.

You’ll need to know the fee per minute for calls, the cost for calls abroad, and the cost for having multiple users on one call.

Look closely through the contact to make sure you aren’t caught out by any large hidden charges.

If you’re struggling with finance, look online for the best free conference call providers and consider upgrading later.

Signs of a Good Conference Call Provider

A good conference call provider will clearly lay out all charges, explain how to personalize the system, and provide good ongoing support after installation.

Good providers will also include special features, like screen sharing.

Want to learn more about making your office run smoothly? Check out the latest articles right here on our OfficeFinder blog.

 

Improve Productivity! 8 Tips for Designing an Organized Office Space

Do you want a workplace that encourages your employees to be more productive? Here 8 creative tips for designing an organized office space.

office Productivity Tips

Do your employees have low productivity? Or do you believe that there’s still room to improve? Redesigning your office might be the key.

Office design affects the productivity level of employees. However, this doesn’t only pertain to the aesthetics of the office. If it looks good yet is disorganized, employees can still suffer from low productivity.

To produce more and better output, your employees need a good environment. You can provide this by having an organized office space with the following tips.

  1. Purging Junk and Files

The first step to organizing the workspace is purging all the unused equipment and old files. Throw out anything you or your employees don’t use anymore.

It could be a printer that’s always broken. You might as well throw it out to gain more space for other items — like a new printer that works.

The best way to go about this is to purge one area at a time. Take the time to go into your file room, too. Anything you can digitize, do it now so you can throw them out later.

There’s a way to keep the filing room neat and organized, but we’ll get to that later.

  1. More Defined Spaces, Less Open Space

The idea of an open working plan is to encourage collaboration and creativity. It became the mark of a modern office that breaks the traditional walls.

However, studies show it’s not bringing the results it’s meant to bring. The employees in this kind of workspace atmosphere have lower satisfaction and productivity.

Instead of going this route, create and define different spaces in your office. Allot a space for collaboration, and then design it in a way that will encourage that interaction. You can also use smaller spaces for individuals who need some quiet, or you may also give them a space for bonding.

If you’re concerned with going modern for your office design, having spaces without desks is a nice compromise.

  1. Optimizing the Office Layout

The next step for an organized office is a great floor plan. Employees should have easy access to all rooms and spaces. The more often they have to use a space, the closer it should be.

If it takes them 10 minutes to go to the bathroom because they have to pass by several rooms, that’s a bad layout. It decreases productivity because it wastes their time.

In shorter terms, your employees should not have to go through a maze to get to places.

  1. Considering the Equipment Placement

While figuring out a good layout for your office, think about the proximity of your equipment to your employees. Are they able to use the printer in only a few steps? What about the suppliers they use daily?

Keep these things in mind while designing your office, not only the rooms. Anything essential to their work should always be within reach.

As for the supplies, keep them well-organized but well within range, as well. Keep the papers close to the copying machines, for example. Likewise, the filing folders should be near the cabinets.

For things employees don’t use often, it’s okay to put these in a room or a cabinet farther from the desks.

  1. Creating Movement Opportunities

This might contradict the previous point, but this tip keeps your employees healthy and, by extension, productive.

It prevents them from being stagnant at their desk. Research suggests that for every 20 minutes you’re sitting, you must stand for 8 minutes and then move for 2 minutes.

In that regard, placing the machines far enough (but not too far) to get your employees moving will do the trick.

The five-minute trip to the bathroom, for example, can refresh their minds. This can help them overcome a wall and regain their momentum.

A short break spent in the water cooler has the same effect, and even the short walk to the filing room can do wonders.

  1. Creating an Organized Filing System

Speaking of files, it’s time you take a trip to your filing rooms and realize the chaos. It’s not unusual, but if you want more productive employees, don’t let them stress out over your filing system.

Reorganize the room to include more cabinets, shred the unimportant files, and develop a filing system that will ensure the files will be easy to locate afterward. Keep all your client files in one corner, for example, and then your employee files in the other.

Don’t forget to hold a meeting to teach your employees how to use the new system.

  1. Improving the Lighting

Natural light makes for a healthy work environment, and it may be the best perk you can give them. Having no access to natural light can make your employees gloomy, lacking motivation, and prone to illness.

Installing large windows to let as much light as possible is ideal. If your office can’t have windows, however, consider a smart lighting system.

This can sync with and mimic natural light outside. In particular, it mimics the color of natural light throughout the day. Daylight is bluish-white, while the afternoon light is more orange.

  1. Controlling the Noise Level

Noise has a lot of negative effects on your employees. Aside from less productivity, they also have lower job satisfaction and more stress. This may be one of the reasons why open floor plans aren’t successful.

For a positive work environment, control the noise using noise. You can hide speech, computer sounds, and more by distributing white noise through your speaker systems.

You can also reduce the noise levels by moving the machines creating a lot of noise. Printers and copiers should go where noise won’t be an issue. Having a separate room for them is ideal.

Get an Organized Office 

Having an organized office space will not only boost productivity. It will also boost your employees’ happiness. If you need help, don’t hesitate to contact a professional office designer to help you with designing a good working space.

For more tips, feel free to check out more of our guides. You can discover more tips and tricks with our library of helpful posts today!

5 Things to Look for on the Resume of Potential Employees

Hiring takes time and money. You want to make the best choice the first time around. Here are five important things to look for on a resume.

Resume

We all know how important relevant work experience and education are on a professional resume. But as an employer, do you know what else to look for on job applications?

If you’re an employer, these are the things you should be looking for on a resume. If you’re job hunting, make sure you’ve included these necessary parts of every professional resume.

  1. A Professional and Clean Resume Appearance

Never underestimate the power of a visually pleasing resume. That doesn’t necessarily mean graphics and clip art.

A resume that is professionally formatted indicates computer skills, good visual taste, and attention to detail.

Potential employees can go here for a professional-looking, free template for resumes.

This also includes the candidate’s ability to be concise. If you’ve got more than 10 years of experience, there’s usually a lot of data you have to fit on one page. Look for a candidate who’s skilled at being clear and brief.

  1. Don’t Neglect the Grammar

You can learn a lot about a potential employee by their correct or incorrect use of grammar and spelling on a resume.

A simple run through an online spell checking software can illuminate spelling and grammar errors.

Your potential employees are the representatives of your company. And if they can’t manage to put forward a passable resume, then it’s likely their work will be the same.

  1. Filter Out the Fluff

It’s important to be able to cut through the fluff to understand the real substance of a resume.

While an extensive vocabulary indicates education, it can sometimes get in the way of understanding the bare bones of someone’s qualifications.

People without a lot of experience will go to great lengths to fluff up what they have. And that’s not necessarily a bad thing.

Just don’t mistake fluff for industry experience.

  1. Red Flags

If your job position listing asks for references and the resume provided says “references available upon request” it is probably an indication that they’ve been fired or let go recently.

Employment gaps can be caused by various circumstances. Not all of them are bad reasons. But if you notice a space where the applicant wasn’t working, make sure you understand why before hiring.

If an employee ignores or doesn’t follow the directions on your application, it’s another red flag that they aren’t detail-oriented or attentive to authority.

  1. Values

How well could the applicant fit into the company culture? Most resumes provide an indication of the person’s strengths and personality traits.

Pay attention to how their values compare with yours and those of your company.

Don’t hesitate to search for social media accounts to get a better understanding of who they are as a person.

For hopeful employees that means you should make sure your social media accounts wouldn’t embarrass you.

You’re Hired!

Finding the right employee has so much to do with their resume. Don’t miss these important steps.

Once you have the right emplpoyees, contact us for more info on finding the right office space for your business needs!