Category Archives: Office Space

9 of the Best Online Financial Tools That Can Benefit Your Business

There are several online financial tools that can benefit your business. If you want to learn about the best tools, you should read on.

Fianancial Tool

Some say that a poor workman blames his tools, but in some scenarios, a workman can only be as good as his tools.

Using outdated, unsuitable software to accomplish basic accounting functions is inefficient and unnecessary. In this article, you’ll learn about nine of the best online financial tools to propel your business’s finance team forward.

  1. Xero

One of the most popular tools on the market today, Xero is the modern accounting team’s favorite tool. Xero is entirely cloud-based, allowing the software to work well with remote teams and employees, and comes with the ability to create online pay stubs.

  1. Startup Financial Model

The Startup Financial Model tool is ideal for budding entrepreneurs looking to take their business plan out of Excel and into the twenty-first century. Not only will this tool permit investor visibility, but it also comes with a 7-day free trial so you can try it out before you commit to a contract.

  1. Scoro 

Scoro is the ultimate budgeting tool. One of its best features is a full-formed KPI dashboard with excellent data visualization. Presentations become a breeze for any startup finance team.

  1. Centage

If your business has taken off and is more suitable for an enterprise-level tool, then Centage is right up your alley. Much more powerful than some of the startup accounting tools on this list, Centage requires that you contact them for you to get a pricing estimate.

  1. Quickbooks

Quickbooks is widely regarded as the best accounting software for startups. Its ease of use and excellent implementation will enable you to get up and running on the platform in as little as a week.

  1. Freshbooks

Freshbooks is almost like a scaled-down version of Quickbooks for those startups that aren’t quite at the Quickbooks level yet. Freshbooks offers great flexibility with its growth plans, but also an excellent bird’s eye view of your finances.

  1. Freeagent

Are you a freelancer or a very small team? Freeagent might be the perfect tool for you.

Freeagent tries to be an all-in-one platform, allowing you to manage customer invoices, business expenditures, tax, and do project management, all in one tool. Although it doesn’t do any particular function better than the rest of the tools on the market, it manages to do each one quite decently.

  1. Bill.com

Bill.com is the tool for financial transaction automation. Never worry about missing a bill again or not remembering to collection on an accounts receivable. This software will take over all of that.

As an added bonus, it also integrates with most of the accounting software on this list (including Quickbooks and Xero).

  1. Netsuite

Netsuite is another enterprise-level tool, ideal for organizations with larger accounting teams. Netsuite includes ERP and financial planning software. However, enterprise functionality comes with an enterprise price tag, so you may want to skip this tool if your revenue streams are still finding their footing.

Leverage Online Financial Tools for Continued Growth

If your business is beginning to hit a slump in its development, your growth may be being hindered by a lack of access to the right tools. Leverage one of these nine online financial tools to take your company to the next level today.

Make sure to check out the rest of our blog for more small business tips!

The Essentials Before Heading Out Into The World Of Business On Your Own

By 2020, it is estimated that approximately 27 million Americans will leave the workforce in favor of self-employment, according to estimations in the 2018 FreshBooks report.

self-employment

The penchant for self-employment and entrepreneurial spirit that is alive in the country is not necessarily new information. The country ranked first on the 2018 Global Entrepreneurship and Development Index (GEDI), and cities across America are quickly becoming hotbeds for business innovation and startups. With over 24 million Americans contemplating self-employment in 2019, one key consideration for them will be how they can best be prepared for this professional leap. Taking a few steps before starting your own business sets you up for success, and helps the incorporation period of your business run much more smoothly. It includes securing the right office space, a dedicated workforce and everything in between.

Define Your Target Market And Competition

Creating a customer profile helps you define who your potential customers will be so that you can personalize your communications, location and even packaging according to what they prefer or demand. To do this, you need to conduct thorough market research and seek information on competing businesses in the industry. Take note of current trends in the industry, such as social media communication and advertising trends or any new complimentary service being offered by other companies already operating in the market. Getting to know your competition means you can capitalize on their shortcomings, providing the customers with what they seek. It also helps you define your boundaries: do you have enough funds and human resources to fill the need uncovered by the market research? More importantly, how can you make your offering unique and notable?

Decide On Your Location – Brick And Mortar, Ecommerce Or Both?

Now that you know who and what you wish to be selling, it is time to answer the questions of where and how. The first question to address is whether you want to sell in-store or online or both. Thanks to technology and the embracing of the internet, most businesses now have an online presence in addition to their brick and mortar locations. When choosing a location, look at factors such as closeness to your target market, availability of your supply, and ease of distribution. Whether you intend to sell online or in-store will also determine the kind of premises you secure; whether it is intended for warehouse storage and distribution or customer browsing and storefront as well. OfficeFinder can help you find the right location.

Back Your Plans With The Funds

Once you have decided on the target market (who) and the good/services to be offered (what), it is time to answer the question of how. This is where financing comes in. To kick-start your plans for your own business, you will need some degree of startup capital for the purchase/leasing of business premises, stock, machinery and promotional activities. Around 77 percent of small business owners use their personal funds to start their business, while 16 percent rely on borrowing from friends or family members.

Alternatively, you can opt to apply for a bank loan or credit like 24 percent of other business owners do, according to GuidantFinancial. The average in business loans taken is USD$72,2771, with 23 percent of owners borrowing more than that. If you do intend on financing your business with the help of loans and other credit, you should also check your credit report to ensure it is in optimal shape. The credit report of business owners (particularly small business owners) is one of the go-to things lenders consider in your application, so now would be the perfect time to boost your score or address any discrepancies in your financial past. Find more information here.

Create A Mock-Up

If you’re going to apply for a business loan or secure investor backing, you will need to pitch your idea, and a mock-up can help you sell your vision. This means creating a business plan for your financing process, which should detail your product/service, your target market, and your plans to meet the needs of the said market. Plan execution will include a marketing and sales plan, along with financial projections of your revenue and costs and your projected cash flow. It is important that you pay particular attention to your cash flow, since lenders will be taking note of cash management strategies. Finally, to round out your business presentation, you can create a demo business website and sample business cards or adverts.

Making the decision to head into a self-employment business for yourself can be fraught with many decisions in the beginning. However, the trick is to approach it systematically and carefully taking into consideration the essential decisions before you kick-start your venture.

How to Get the Most Out of Working from A Coworking Space

 

Get the Most Out of Working from A Coworking Space

Image source: https://pixabay.com/photos/paper-business-office-aerial-3211179/

Coworking is a situation whereby different self-employed persons or employees from different companies work remotely in a particular office or work environment. This enables the workers to share ideas and equipment in the office space. As with every other working environment, coworking space comes with its own challenges and setbacks, but with the right attitude and work culture, you can get the best out of working with various professionals in the same environment. Below are some tips to help you get the most out of working from a co-working space:

  1. Have A Good Rapport With Your Community Manager:

Although not mandatory, almost all coworking offices have a community Manager who oversees the smooth running of the workspace. If your workspace has one, he/she would most likely be the first person you would interact with while securing your workspace. It is important that you develop and maintain a good rapport with this person as your success in operating smoothly in the space is to some degree, dependent on your relationship with him/her. These community managers act as resource persons in the sense that they have adequate information as to who the residents of the space are, the best ways to get around bottlenecks that may arise, how to push your services to your desired clients, etc.

Make sure to ask questions whenever you are in doubt to help you speed up the process of adapting to your environment.

  1. Efficiency:

Efficiency has to do first of all with knowing what you are doing. It, however, it does not stop there. It also has to do with how well you organize your time to achieve maximum results in as little time as possible. To be efficient, you have to be disciplined and organized while being very skillful at what you do.  Develop a routine. Do the hard tasks first. Do not take your eyes off the job until you have finished. Be neat. Organize your files and documents properly. Do not be sloppy.

The importance of being efficient in a co-working environment cannot be over-emphasized as it helps not only your productivity but ensures that you are not a burden to other workers in your space.

  1. Choose the Best Corner Available:

Closely linked with efficiency, is the need to pick the best place available in order to shut out distractions and to keep you focused. Don’t just pick any space, ensure that you evaluate the environment well enough to be able to pick the one that is best adapted to your needs. For example, it is wiser to pick a space that gives you some level of privacy, that is close to the equipment shared and is far away from certain kinds of distractions. It would be wise also to factor in your personality and allergies while picking a space. For example, if you are one to catch a cold very easily, it is not advisable that you pick a space directly under the fan or air conditioning.

  1. Network:

While it is admirable to have a certain level of privacy in ensuring your productivity, it is key to also make sure that you do not operate in a solo manner. No one has made it alone. The importance of having a community around you should not be neglected. Among the other residents of your co-working space may be people with the skill sets or ideas and connections that you need to get to the next level. Make out time to know your coworkers and interact with them. It will help you a great deal.

  1. Involvement in Activities:

Very instrumental to networking is your involvement in Activities organized by the community. From more professional events like conferences and workshops to less formal ones like get-togethers and game shows, it is important that you register your presence there. Make contributions to whatever activities your community hosts. This ensures your visibility, enhances your interaction with your co-workers and helps a great deal in helping you achieve a sense of belonging.

  1. Be Proactive:

To make the best out of working from a co-working space, you should learn to take the initiative in certain instances. Thrive to not just be an added figure to the community but to also make very meaningful contributions to the welfare of the community in general. You can be proactive by sharing information to your co-workers in your area of expertise or initiating programs that would benefit others.

  1. Be a good team player:

It is necessary to make sure that you are totally invested in whatever task you set to do whether personally or collectively. While working with a team, make sure you’re an active member of that team and not just a passive one.

Looking for a coworking office space? We can help. We have thousands of options available. Check us out.

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.

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!

 

 

7 Key Tips for Keeping Your Office a Healthy Workplace

It’s important to keep your work place clean and healthy. Keep reading for 7 key tips for keeping your office a healthy workplace to work.

Healthy workplace

Have you noticed that healthy employees in your staff are happier, active, focused, less costly, and more productive?

Are you concerned that the high rate of sickness and absenteeism is likely to affect the overall productivity and profitability?

Employers implement employee wellness programs to reduce costs associated with ailing, unproductive, unhappy, and constantly absent staff.

Keep reading for 7 key tips for keeping your office a healthy place to work.

Maintaining Good Posture

Good posture improves your health and overall feeling of wellness. Employees who use computers stare at the screen for long periods and tend to lean forward.

Poor posture puts pressure on their necks and spine. Employees can stay healthy at work by taking short breaks and using appropriate furniture. More so, investing in standing desks or orthopedic furniture can take care of this concern.

Keep Your Office Environment Clean

Unclean workplace environments pose risks to workers. Slips and falls are the most common forms of injury in unkempt offices.

Keep a healthy workplace by encouraging employees to minimizing clutter and maintain a clear vision line. Read more on how to keep your office environment clean as well as healthy in this informational article.

Manage Stress

Hectic office life and juggling between several roles leave employees exhausted. Stress management can involve activities that relax the mind. For instance, it is advisable to encourage employees to read books or engage in physical activities such as taking walks, yoga, or working out at the gym.

Eating Healthy Meals

Food, undoubtedly, is a very crucial factor in maintaining or improving health in different aspects of life. One of the key ways of how to be healthier is taking healthy meals that keep you energized at work.

More so, you should snack smart on healthy ready-to-eat options like nuts and fruits. And, pay close attention to all meals and avoid greasy and unhealthy foods.

 Drink Plenty of Water

An average employee spends approximately 90,000 hours in the workplace. The best way to be healthy is to replace coffee and tea with plenty of water.

Research indicates that 75% of Americans do not drink the recommended daily water intake. And, as such, the high rate of dehydration, which reduces their productivity at work.

Take Breaks

Stay healthy at work by taking breaks from the tedious work. Take time and stand from your desk to stretch. Working at the work desk is exhausting to the neck, back, and eyes, and it is vital to shift positions and rest regularly.

Rest Up

Encourage employees to take some time, get out of their work environment, and rest. Work fatigue can be unhealthy; therefore, you should make sure to get enough sleep and rest. More so, spending time away from the workplace reduces tension associated with work environment conflicts. This minimizes risks if illness while enhancing productivity.

A Healthy Workplace

Keep your office a healthy workplace by taking preventative measures against illness. Your working environment needs healthy employees to maintain healthy productivity.

6 Mistakes to Avoid When You’re Renting Office Space for the First Time

renting office spaceStarting a business entails a lot of planning from what type of products or services you’ll be selling, whether a franchise or your own startup, you will need to figure out about renting office space.

There are several factors to consider, and if you’re not careful, you may end up making costly mistakes that can hinder your company’s growth.

Online resources like us, OfficeFinder, can help you acquire the ideal location for your company headquarters in a particular city. If you’re renting office space for the first time, it is crucial that you are aware of these common mistakes that you must avoid when renting office space.

  1. Not Being Able to Differentiate Needs from Wants

In today’s modern world, many entrepreneurs do just fine in their home offices or with coworking spaces. However, you may need a dedicated office for your business to survive especially when your customers have to purchase your product or service in person, such as in coffee shops or shoe stores.

  1. Not Determining Your Budget Beforehand

There are plenty of commercial locations to choose from, and not establishing a budget before doing your research would only make you run around in circles. Determine how much you’re willing to spend on office space and stick to it. You can filter out suggestions that are too hefty for your estimated cost. If possible, you should be able to pay a full year’s worth of rent upfront and give time for your customers to be familiar with your site.

  1. Not Doing Enough Research

In business, it’s not sensible to make impulse decisions over something as important as your office or shop location. Here is a list of important considerations when renting an office space.

  • Rent – Inquire about how the landlord measures and calculates the chargeable square footage. Gather the same information from other possible spaces and compare prices.
  • Lease Term – You should be informed as to when the lease will start and when it will end. Would opting for a long-term contract end up with a better deal? Or would you rather have a short-term contract that can be renewed? Landlords will let you know what their preference is depending on their needs.
  • Rent Increases – Are they negotiable? How do the owners calculate it? Does the price of the rent increase automatically per year or term?
  • Deposits – To secure the lease, landlords often ask for a security deposit, which is usually the rent equal to a specified number of months. You should know how much they expect for that specific commercial space before you decide.
  • Cost of Renovations/Improvements – Generally, landlords pay for renovations and improvements on the building and splits the price into the rent. Agree with your landlord over how this process will be done.
  • Cost of Repairs and Maintenance – Commercial leases typically let tenants pay for maintenance. Find out the extra fees as well for utilities, taxes, and insurance.
  • Exclusivity Rights – This is especially important for retail businesses. You should know whether you have the sole right to rent part of a building or complex and be assured that competitors cannot open a store in the same location.

  1. Not Reading the Fine Print

A major no-no in business is being lazy and irresponsible in going through the contract and not reading the fine print. Review the lease terms, and ask for the help of an expert attorney to look over the document so that you’ll get a better understanding of the contract and its impact on your business. Take note that most contracts are made to be favorable for the landlord.

  1. Not Asking for Help from Brokers

You may be tempted to skip the middleman and purely rely on listings to save on costs. However, real estate brokers can be valuable in the search for your office space. They have insiders’ information on commercial buildings direct from the owner of the property. Plus, they can help you with negotiations for the lowest rates.

  1. Not Considering Customers’ Needs

Your office should be near your customers. It should be easily accessed from freeways or public transportation. Moreover, find a place that has a dedicated secure parking space for both cars and bikes. Your customers will want to go back every time since they can park their cars or bikes without problems.

Conclusion

To do it right, renting office space will cost you time, effort, and financial resources. Make sure that you get your money’s worth by conscientiously going through the nitty-gritty. Think of it as an investment that is necessary for your company to thrive in today’s cut-throat business world.

6 Easy Ways to Keep Your Business Running More Efficiently

Messy Office DeskKeeping up in an increasingly competitive economy requires running your business as efficiently as possible. From the smallest sole proprietorships to massive multi-billion-dollar corporations, efficiency is a must. Believe it or not, it’s even more important for small- to medium-sized companies. Smaller businesses have fewer resources to fall back on than larger corporations, making efficiency in the workforce an absolute must.

Your company may be running smoothly, but there is likely room for improvement. Whether you find yourself running into setbacks that delay projects by a few days, you’re finding that your meetings are not productive and waste more time than they save or distractions are slowing down progress and driving up your expenses, there are several things that could be negatively impacting your company’s efficiency.

How can you correct these issues? Here are a few easy ways to keep your business running more efficiently.

Automate Anything You Can

Modern technology can save your business a lot of time and if you are not taking advantage of it, you are missing out. From sending pay stubs to employees to running backups to shipping receipts to vendors, there are several tasks that can be automated.

Once seen as a luxury, business automation has become a necessity in today’s competitive world. Automating monotonous tasks means that you–or your employees–can focus on tasks that require a human touch or more critical thinking than a program can perform.

Implementing automated processes sometimes comes at a steep price upfront, but the investment will pay off quickly. In the long run, business automation saves time and money while boosting efficiency.

Hold a Short Meeting Daily

Office Meeting

Monday morning meetings are a good way to start the week, but they shouldn’t be the only Ofimeeting for the entire week. Holding short, 10-minute meetings every day helps ensure that all employees are on the same page. Getting together daily keeps everyone up to speed on important company happenings and ensures that everyone knows exactly what they need to be doing.

That’s not the only benefit of a short, streamlined daily meeting, though.

Take a few minutes during each meeting to celebrate accomplishments, acknowledge achievements and praise employees for their good work. Make it known when someone goes the extra mile to improve the company or satisfy a customer. Doing so only takes a few seconds, but it goes a long way toward boosting morale and making workers feel appreciated. And happy employees who know they are appreciated work harder and more efficiently.

Increase Printing Efficiency

No matter what type of business you run, it is likely that you do a lot of printing. While it may not be something that you think about often, your printing process could be slowing down productivity and wasting money.

Choosing the right hardware helps you save money while improving efficiency. Choose printers that are appropriate for the size of your business and your printing needs. If you do a lot of printing, pay close attention to how many pages can be printed per minute.  If you primarily print text-based documents and you need to print several pages on a daily basis, laser printers could save you both time and money.

Prioritize black-and-white printing over color. Color toner and inkjet cartridges are more expensive than black. Printing in color also typically takes longer. Print most documents in monochrome and save your colored ink and toner for specific projects. If you have no need to print in color, a monochrome laser printer is an extremely affordable and efficient option.

Use Task Management Software

Emails and sticky notes on desks are not efficient methods of task management or collaboration. Task management software makes it much easier to assign projects and track progress. Projects can be broken down into individual tasks and assigned to the appropriate individuals. Task management software also allows teams to collaborate and work together in one space rather than going back and forth on email or leaving notes.

Using task management software also makes it easier to estimate how long various projects and tasks will take, simplifying the scheduling process. Programs like Asana, Trello and Wrike are flexible, affordable and make it much easier for everyone to work together.

Limit Interruptions

While it may be impossible to avoid all the distractions that tend to pop up on an hourly basis, there are steps you can take to limit interruptions. If work starts at 9 a.m., there is a staff meeting at 10 a.m., a client meeting at 11 a.m. and lunch at noon, your employees may find it nearly impossible to stay on track.

Rather than scheduling multiple meetings throughout the week, try to combine as many into one as possible. When multiple meetings are necessary, schedule them all on one day to ensure your employees have other days to work uninterrupted.

There are also tools to help you avoid distractions like email alerts, chat pop-ups and task management software notifications. Tools like Inbox Pause can be used to reduce email notifications, and a free app known as SelfControl can be used to block email, Web sites and distracting apps for set periods of time. Using these tools–or any of countless other options–helps limit interruptions and prevent distraction.

Encourage “Single-Tasking”

multi tasking office workerJust about everyone claims to be an amazing multitasker. As I’m writing this article, I have six tabs open on my Web browser and that is a pretty conservative number compared to most days. While we all think we are great at multitasking, we may not necessarily be as productive as we would be if we focused on just one thing at a time. Committing to “single-tasking” could actually make your business a lot more efficient.

Single-tasking allows you to complete projects faster. Focusing on one thing at a time also helps decrease stress and results in a greater sense of accomplishment when a task is completed. By working on just one task at a time until a project is complete is much more satisfying than chipping away at several tasks at once and feeling like nothing ever gets finished.

Making your business run more efficiently helps you save time and money while improving company morale and ensuring that you meet your goals. In today’s market, being efficient isn’t just beneficial; it’s essential. By implementing the simple tips listed above, you can help your business run smoother.