Business Office: Space Planning and Future-Proofing for Businesses

Companies are constantly evolving, whether through expansion, downsizing or reorganization. With world markets in a state of flux, many retail and office spaces do not serve the same function as they did perhaps 18 months ago. Varying levels of staffing, pressures on manufacturing processes, and changed work practices often result in an office space feeling disjointed and worn.

We all want a work environment that looks and feels great, but sometimes there is no money available to fix things. However, there could be a deeper problem that needs to be considered. As they seek to emerge from the recession, businesses may find themselves not only with outdated offices, but also without premises capable of expanding or the flexibility to change. It is no longer enough to be in business, they have to be able to function efficiently and without the basic structure in place, they will find it difficult to keep up with the increasing demand.

Look around. What is not working?

Companies have understandably avoided investing in their business offices in recent years, seeking to spend their available budgets on basic manufacturing equipment or making do with temporary solutions. These years, however, have seen great advances in communication technology and a drastic reduction in the cost of data storage. This can allow a business to get rid of bulky filing cabinets and shelves full of out-of-date business directories, simplifying its archiving and retrieval efforts. Encouraging the use of new technologies results in a better record of information that speeds up future searches by presenting answers in a consistent and digestible format.

Businesses are using their new found office space for the growing trend of having ‘breakout’ areas or meeting spaces. They recognize the value of having face-to-face meetings, giving department heads the opportunity to brief employees on swings in fortunes or get team leaders to motivate staff. This reduces reliance on lazy internal email practices and encourages a more effective approach to business that promotes ideas and interaction from the bottom up.

There will always be a need to store equipment, files, and stationery in an office environment, but instead of bulky cabinets, many businesses are looking to storage walls as the solution. Not only do they create clean lines within an office space, but they can also offer increased storage with the option to go from floor to ceiling. The crisp finish will inspire even the worst paper hoarders to put in the effort and keep the office tidy.

Workstation Efficiency

The extra space can provide businesses with the ideal opportunity to look at workstation layouts. Cramming staff into a small space is often counterproductive, so if new space has been made available through reorganization of storage areas, then there is a chance to review the office space plan.

A study of staff and visitor traffic flows will show a business where high volume areas and acoustic issues may be a problem. Companies can plan the space, taking advantage of natural light sources, data points and energy sources, allowing them to minimize infrastructure work. Workstations can be located in the best possible positions and with adequate space between them, optimizing the work environment.

hide the wires

All offices now come with a plethora of unsightly wires and communication cables. Good office space planning will include hollow desk legs to hide all visual clutter and run cables behind walls or above suspended ceilings. Power and data points need to be modernized, and the rise of outsourcing will often mean that offices now have to accommodate power outlets capable of supporting equipment brought in from the Far East or the Indian subcontinent.

Conference rooms and audiovisual equipment

Good presentation skills are important in attracting new business, and conference rooms or meeting areas are a key element in that process. Concealing plasma and LCD screens, media walls are a must for any business serious about presentations. It was great to have a plasma screen 18 months ago and that was enough to make them look state of the art compared to companies that use projectors, but now it looks dated and awkward if mounted on an old desk in the corner of the room of joints

Conference rooms also have more work to do and will often serve a dual purpose, as additional office space for seconded staff, or transforming the space entirely to host conferences or seminars. Now they have to be connected to the main network to avoid all that fumbling with flash cards trying to load the ‘company laptop’.

Merge locations and switch spaces

Many companies have entered what diplomatically can be called a period of ‘consolidation’. One way to reduce overhead during this time has been the practice of merging locations. Finding new facilities to house both parts of the business, or moving a part of the business into the commercial building of an existing part can accomplish this. Finding a new building can often be the most expensive option, so many are looking to maintain a building and make it work for their new staffing levels. A good office space planning company will find innovative ways to merge the two parts of the business by examining the entire space and planning where each element would best be located. Additional structural expansion may also be required and they will advise you on solutions such as partitions, mezzanines and extensions.

The process of commercial remodeling

If you think your business is looking to the future and you need information on office space planning, most commercial remodeling companies will offer an initial consultation at no charge. It’s best to make sure this is the case before proceeding to avoid misunderstandings.

The retail space planning process will begin with a review of existing practices and an examination of future business needs. Plans and 3D visuals are then produced to finalize the design and presented with a cost breakdown and time scales. Most commercial space planners will also assume any liaison with the owner and deal directly with the local planning office. All that is left for the business to do is plan for the expansion and increased productivity that the well-planned office will provide.