....space, the final frontier

Space: The final frontier. These are the voyages of the Starship, Enterprise...Its 5 year mission--To explore strange new worlds.

To seek out new life and new civilizations. To boldly go where no man has gone before. (Which should read: To go boldly...but who cares).....

Let's talk about space for a moment:  At the onset of a search for office space a real estate broker will invariably want to know right away how much space will be needed by the prospective tenant.

Space....ahhh...space....that word again.

If you have been through this estimating the right amount of space required for a new facility can be tricky. Leasing too much space and cash flow can be hobbled by an excessive rent payment and under-utilized space, too little space and staffing growth will be limited...space...how much?

This may result in the need to relocate, prior to your lease expiration—potentially a very expensive exercise. Adding the architect and office furniture expert to your leasing team early in the process to develop reliable space requirements (before you begin looking at potential lease spaces) can make all the difference in leasing the right size and type facility for your company. Why?

If you are the owner or leader of the company, an experienced architect and office furniture expert will arm you up front with all the crucial information, so you can confidently make the correct strategic real estate decisions for your firm. This will save you precious time and effort. What? How can an early furniture decision help me pick my new space? Well, what if your current furniture won't fit in the new space....what if breaking the workstations down, hauling them across town...and re-installing them are as much as new or used cubes? What if? And what about the company down-time? Can you afford that?

Having this information in hand when you begin looking for space will allow you to pre-screen potential lease spaces and quickly zero in on only those spaces that really meet your long term business plans. The overriding goal is to make sure that when the dust settles your new space not only meets your functional requirements, but reflects positively on you and your company throughout the duration of the lease term.

If, on the other hand, you are the person responsible for finding facilities for a larger organization, you know that relocating your corporate offices or opening a new branch office can be a very challenging experience, one that will demand the most from you and your team.

What’s most important is that the transition be as painless as possible for all involved, users and management alike. Your 'team' should help you get moved in on time while avoiding any bumps along the way. This is best accomplished by having a clear program of the space and functional requirements early on, and this is best collected by a professional architect and furniture provider. This program information will assure you there are no surprises for upper management and provide them with a clear picture of the size of the office being considered, as well as the projected head count for this particular site.

Bottom line! Start Early!

Don’t get caught rushing. A mistake in this early preplanning stage will most likely mean you’ll soon be going through the process all over again.

A little up front analysis and planning, through the help of a professional architect and office furniture professional (with experience in office planning); can go a long way in laying the necessary groundwork for a smooth transition to your new office. Assuming your planner has performed the proper analyses and documented accurately your needs for the new office, you can be assured that ultimately your new company home will be a good fit for your organization. And just as importantly the subsequent phases of design and construction will go more quickly and without surprises.

More about space next time....(end of part one)

....help me with my office! (part 1)

Gone are the days when offices were typically cubicle, surrounded by white walls and lit by white fluorescent lights. It is all about attracting that perfect employee...the new "it's all about me generation."

Years ago when I started in this industry....it was all about 'just jam as many people in a space as possible.' It is not like that anymore...and if you are an employer that "doesn't get it"....it might be too late for you. Seriously!

A whole new set of workers are on the horizon Mr. Employer...so think twice before you buy that super inexpensive laminate desk from China. The economy is starting to change and the oppressed worker wants more than a $59 chair with no arms.

Thanks to corporate giants like Google and Pixar that have demonstrated tremendous success despite their unconventional workplaces, more people are embracing the idea that creative work environment helps stimulate minds and inspire innovation.

According to a recent survey by Gensler, the prominent corporate architecture firm, half of all employees say they would work an extra hour per day if they had a better workplace. So why do so many companies maintain dark, cramped, ugly, or poorly designed offices?

Studies show that a well-designed office is one of the easiest and most cost-effective ways to retain workers and make them more productive. General Electric, Microsoft, and major West Coast insurer Group Health are just a handful of major organizations reaping the bottom-line benefits of smart, worker-oriented designs.

But if you want to do the office correctly....and attract talent (real talent)....how much should the boss budget for the office? ---Between $3,870 per person (open office design) and $6,447 per person (closed office design) to outfit an empty building, according to the International Facilities Management Association (IFMA).

Goal: Understand how well — or poorly — you’re using the existing floor plan.

Bad office layouts are made, not born. An office configuration that suited the way business was done even five years ago might be irrelevant now. The best way to find out if your office is dysfunctional is to conduct a formal study. Create an “activity portrait,” a drawing of traffic patterns around the office, by shadowing employees for several days in a row.

Whether you conduct an in-house study or hire a design consultant, the three key methods for gathering information are shadowing employees on their paths through the office; visiting conference rooms and desk areas every half hour to determine how they are being used; and asking employees to track their own movements and report back on how they spend their time. Here’s what to look for:

Space Layout---Study whether the layout of the building is helping or hindering employees in the quest to get work done. Shadowing workers for a few days will reveal wasted motion and inefficient organization of space.

-Red flags:

• Collaborative spaces are bunched at the far end of the building
• People whose jobs are highly collaborative do not naturally come into contact with colleagues during the workday
• Employees spend a lot of time in transit to meeting rooms, printers, copiers, and fax machines

Space Usage---Find out how often people are using existing spaces. Check in on what’s happening by stopping by cubicles and conference rooms every half hour.

-Red flags:

• An area is always empty
• An area is overcrowded
• Workers are competing for certain furnishings or equipment and not using others

Workarounds---Look closely at whether workers are using their space, furnishings, and equipment as intended. Does the environment support their process, or have they been forced to circumvent it?

-Red flags:

• Employees meet at a coffee shop because they can’t find common space
• Workers use drop-in space on another floor because the area around their desks is too loud
• They bring lamps from home to avoid harsh fluorescent lighting

If your study reveals a number of red flags, it’s time to hire an architect or office environment expert and find out how a redesign can improve the efficiency of your space.

Isn't it time you worked with an expert?

Furniture-Planning-Installation

 rosecityoffice.com

-end of part one

...."it's just a day in the life of an Interior Designer"

An interior designer is responsible for the interior design, decoration, and functionality of a client’s space, whether the space is commercial, industrial, or residential. Interior designers work closely with architects and clients to determine the structure of a space, the needs of the occupants, and the style that best suits both.

The position is a combination of engineer and artist, and it takes a unique type of mind to handle both of those concepts well. Interior designers have to be good with more than color, fabric, and furniture; interior designers must know materials, have budgeting skills, communicate well, and oversee the ordering, installation, and maintenance of all objects that define a space.

They also have to know about electrical capacity, safety, and construction. This broader range of required knowledge distinguishes them from 'interior decorators.' Interior designers have to be able to work with contractors, other vendors and clients alike, planning and implementing all aesthetic and functional decisions, from faucet handles to miles of carpeting —and all this usually must be done within a fixed budget (and often in a hurry).

Interior designers are hired for their expertise in a variety of styles and approaches, not merely their own personal vision. Therefore, they have to be able to balance their own tastes and their clients’ tastes—and be willing to put their clients’ tastes first. This requirement can be frustrating at first for many who enter the profession. Interior designers are often asked to begin their planning before construction of a space is finished; this means that they must be good at scheduling and comfortable reading blueprints.

This element of the job comes as a surprise to many new interior designers, who expect to have less of an administrative and technical role and more of a role in influencing the overall feel and appearance of a space. Those who thrive in the industry say this ability to balance the practical with the aesthetic is crucial to being a successful interior designer. Interior design is hard work, but those who do it well find the work very satisfying.

I have learned a lot in the last year from one designer in particular, here in Portland...congrats on a well deserved project! You are one of the best I have worked with in the past 20 years. Again...great job!! I watched as you controlled your client while providing excellent answers to the same question...over and over. Your demeanor and expertise actually 'disarmed' the client and literally "won" the business for us. I am proud to work with you on this project.

I know you would just say, "It's just a day in the life of an Interior Designer."

...don't let your boss design the office!

Seems like all the employer wants to do today…is to ‘cram’ as many people in a space as humanly possible. "Tracy, it's all about saving money!" "We need to save in today's uncertain times."

But didn't we learn from our mistakes from the past? Didn't we already do this back in the 20's and 30's?

Back when "they" wanted to save money because of the times....Really?..is it saving you money? Or perhaps you don't know how to "ask" for help from a professional? Space planning is important!

Ask the clients that expect it to be 'free' when working on a complex project. (It's all about saving money....so the vendor has no value any longer). "I can find it cheaper on the Internet Tracy." Well, what if it doesn't fit in your office....or a column is in the middle of an employee's station? Can you imagine? Well, it happens everyday to the employer that knows little about planning....or the "assigned" info-gatherer on the project.

There’s several practical and real return on investments (ROI) that a new or refurbished office could deliver to any business …even in today’s economy. Start with the planning and the rest (even your choice of cheap furniture) will fall into place.

Increasingly people are the greatest asset of a business. An office plays a role in keeping staff, and in attracting the best new recruits. The mechanism does vary but in general people prefer a productive workplace to be efficient….believe it or not.

Just as a data network is vital for computer systems, so a human network makes a business better. An office interior that fosters and frees-up communication can significantly benefit a company. Glass partitioning, low furniture-heights and office 'nodes' that are given consideration and importance all contribute to internal communication.

Offices are including space to create alternative environments away from desks and cellular rooms. These alternative spaces support people to work in different ways. Typical is a space where staff can think and interact. People respond to bright, open spaces with more expansive thought processes, whereas structured and more enclosed areas are best for concentrating on tasks.

Most jobs have a variety of tasks. A desk is good for clerical activities, but when concentration is needed a quiet space might be better. Similarly, interaction within a small team isn't always practical with a few desks in the way. To get the best productivity at work...give staff the best setting for the task. This is the same principle as a factory floor, just applied to the office.

Back problems, sick building syndrome, respiratory illness due to poor air condition...all examples of how an office can have a negative impact. A well designed office will mitigate the problems of absenteeism.

A good office will encourage clients to travel to meet at your location, rather than travelling to theirs. This reduces unproductive travel time, reinforces your company image and adds to the 'buzz' that good offices have.

And finally, the daily tasks of filing and retrieval, accessing company information and knowledge, and printing and copying should all be as streamlined and productive as possible. Poorly designed offices can often sap hours from a working week through inefficient storage, inadequate provision of services and spaces for report collation etc. A good office will underpin any design scheme with the practical facilities everyone needs in a working week, saving time.

And doesn't that save money? Someday...someday....it will be an "employee" market again. Don't you want an environment that 'attracts and retains employees?' (If you don't...you will).

...what color are you?

Whether we’re aware of it or not, color plays a major role in our lives. We’re drawn to certain colors in the same way that we’re naturally attracted to a specific piece of art or even another person. Often, our response to color is so strong that it can create an appeal to a physical location or place. While we often can’t control the exterior design and color of our office building, chances are that we do have a say in the interior colors. And, while “color psychology” isn’t a topic we likely talk about during board meetings, it is often more important than we’ll ever know. After all, we could be sending the completely wrong message to employees and visitors just because of the shade or our office walls.

Understanding Color Importance: Marketing and branding teams spend weeks designing company logos and developing products that will appeal to customers. These groups know how important color is on a potential customer’s senses and attitudes. If customers feel drawn to a specific product, chances are it’s because the color scheme works. Similarly, if they feel turned off, the marketing team has likely failed at choosing a color pattern that sells. Therefore, shouldn’t we look at our interior colors with the same focus as we do our product development?

Using Color as a Tool: Different colors have different effects on both employees and clients. Because we want employees to be happy and productive at work, the color scheme of an office should promote the right energy. The same goes for clients. If we want our clients to feel attracted to our business, color just might be the best way to keep them in the door. So, what color trend is best for which room in your office?

Cool colors include shades of blues and greens that have a calming effect by reducing stress and tension. They work well in hospital waiting rooms where patients might nervously await a doctor’s appointment.

Warm colors include bold reds and yellows and are better suited for more social offices that seek to stimulate. Lounges, lobbies, cafeterias, or other places where conversation should be encouraged are good spots for warm colors.

Available light also plays a role in a room’s color scheme. Colors that reflect light reduce shadows, which help to increase visibility. In turn, better visibility means more productivity in the office.

Visual accents and wall decorations such as paintings, mirrors, or other wall accessories can work well for short-term spaces that don’t see a lot of repeat visitors. For example, a doctor’s office examination room can benefit from visual accents that work to stimulate a patient who likely only visits the room a few times throughout the year. On the other hand, heavy traffic rooms such as the office boardroom are better off with fewer visual accents that won’t be seen over and over by employees. In rooms that are frequently visited by the same group of people, it’s better to balance color and mix tones for fresh, interesting looks.

Accentuate the Positives: The truth behind most any office design is that each room has its positive and negative features. Stunning hardwood floors should stay as the room’s focus by blending coordinating colors that won’t take attention away from the room’s strengths. On the other hand, unattractive tile floors would be better off downplayed with a contrasting color scheme to divert attention away.

While the importance of color in the workplace is most certainly an interesting concept, few of us are true color psychologists. Rather than taking a stab at designing the office’s interior color schemes, consult professional office interior designers who make it their job to understand color. Let the professionals work their magic and the office will soon make a statement all on its own.

I am an office environment expert. Contact me for more details.

Turning green ....

Sustainable design, also referred to as green design, eco-design, or design for the environment, is the art of designing physical objects, the built environment, and services to comply with the principles of economic, social, and ecological sustainability. It ranges from the microcosm of designing small objects for everyday use, to designing buildings, cities, and the earth's physical surface. It is a growing trend within the fields of architecture, construction, and landscape design.

Interior design is usually associated with aesthetics. It is the final construction step that carries out the personality of the business owners and senior management. It even makes it easier for people to decipher what function the structure serves. Hospitals are for white-painted walls. Wide see-through windows are for museums. A lot of interior design features make what a building is. And what makes this profession a further appealing endeavor is the new approach it currently performs the green design.

Green interior design is a post-construction step that is most likely similar to other ecological construction tasks. The materials used are eco-friendly. The techniques and principles used are inclined to answer to sustainable business practices. However, green interior designing is much keener in details as it involves specified furniture and fixtures, wall paint and paper, door and window treatments and other space features, complete with the entire finishes and textures.

Turning green does not deprive you of stylish ways to design. Currently, natural material furniture, energy-saving and cost-effective appliances, non-toxic paint and other green products are actually more elegant looking. Designing green does not compromise style.

Interior designers are beginning to address environmental issues as they acknowledge the importance of sustainable interior design. While some interior designers are using environmentally sustainable design criteria in their design solutions, research that investigates how they apply it as a component for design problems has not been done. Knowing the state of practice will provide a base to develop education strategies for sustainable interior design. Interior design educators can identify less frequently applied components of sustainable design and develop teaching methods to improve the understanding of specific components.

Governments, communities and industry are all working to prevent pollution and overconsumption from ruining the planet and the natural resources we all rely on like oceans and forests. To support this, there is an urgent need to make all industrial products and processes 'sustainable' good for people, profits and the planet....think about it next time.

Workplace Strategy Part 2

The trend in corporate offices today is to have fewer and smaller individual workspaces and a greater portion of the space dedicated to interactive uses in an array of functions and sizes.

The main function of the workplace is shifting toward intense interaction. Space is being optimized for all types of collaboration, ranging from large formal meetings to chance interactions as two people pass in the corridor. For quick transitions from one mode of working (collaborative) to another (heads-down), “thinking spaces” are needed for periods of concentration.

Some very large technology companies are targeting a metric of 50 gross square feet per employee in their Sales and Service offices, down from 150 today. They do not plan to accomplish this by drastically reducing the size of workspaces but by better supporting employees working remotely, recapturing underutilized workspaces, and providing more collaborative spaces. Achieving this metric is a gradual process. These companies recognize that a significant amount of remote work is already happening. The new design and management of the workplace gives these mobile employees “permission” to be away from their desk. As a result, individual work space is less in demand.

Part 2 of 2

Workplace Strategy Part 1

Despite the benefits of Workplace Strategy (WS), the introduction of change may initially be unsettling to both employees and managers. Even at companies where the value of WS is recognized, selling the concept and progressing to its implementation can pose challenges.

Managers who have driven WS initiatives involving open-plan work environments, telecommuting, flextime, and on-demand space options report that objections about distractions and loss of privacy are common. For example, some employees insist that privacy is critical to their operations. But after further exploration, it may become apparent that they are expressing a personal desire rather than a true business requirement. It may also mean that providing a more varied set of space options, including individual privacy rooms throughout the space, can fulfill employee needs. Other common objections are from business unit managers who raise concerns about the upfront technology and furniture costs of WS, fear of lost productivity, as well as a personal sense of lost control when employees work in remote locations.

Most obstacles can be overcome with thorough planning and expert execution. Methods for getting buy-in more easily include: Aligning the WS program with the business goals: For example, if a business unit leader’s goal is to reduce costs, WS can be structured to produce savings in the intermediate or even short term. If the mission is to foster greater collaboration among business lines, open-plan environments and team rooms should be emphasized.

(Part 1 of 2)

Face it! It’s not as fun to do it by yourself…..

What’s funny is the fact that some customers see no value in the expertise of quality space planning capabilities. If I had a nickel for every time I heard, “we won’t need that service….we will do it ourselves.” Well obviously some feel they can do their regular ‘day job’ and devote a token amount of time to planning the layout of an entire office.

Honestly, offices have changed so much in the last 20 years that these customers….the ones that see no value in professional help….will someday be left in the dust. Why? As I explain the process…perhaps the process itself will answer the question.

Develop an interior space “Masterplan”
Before space planning and design of an interior project, someone (or group) must decide the direction or vision of the final interior plan (even before site selection is made). This will aid in the effort of “what type of space are we looking for?” If you don’t know your interior needs…how do you know where to begin?

It is an essential preplanning tool on all projects that range from medium to large scales due to their complexity. The primary purpose of a “Masterplan” is to determine the space, type of furniture, equipment locations in proximity to workers, and special needs of a company for move-in.

This Masterplan acts as a guide during the study and the preparation of space layout and the “type” of commercial space you are looking for. It is also a communication tool between the commercial real estate broker, your senior staff or advisors, your designer, and equally important, your office furniture team.

During the development of the Masterplan program, the furniture “programmer” will solicit detail information from the client about the company’s history, organization, operations, policies, personnel, and group requirements that make-up the company. Much of the programming effort focuses on quantitative calculations using basic unit takeoff that derives from revision of existing space standards from the company or from industry standards. This is why you need a professional.

The final “program book” includes overall space summary for move- in, personnel, and space projections for future, building feasibility analysis, space distribution analysis and planning recommendations for the new space. Programmers can generate additional company space statistics by comparing the types and usage of spaces between the company’s organizational units that are meaningful to identify growth patterns and planning directions. The statistic aims to provide interior space planners with additional information that will influence space layout decisions.

The nature of work is changing rapidly, and the workplace must adapt to keep pace. Technology allows knowledge workers to work anywhere at any time, improving their productivity while enhancing mobility both within and outside the office. In the office, employees can be freed from a static, dedicated space, thanks to technologies such as Voice over IP, wireless phones, and wireless computer networks. This allows them to seamlessly move from workstations to team rooms to private offices to café settings — wherever their work takes them within the office. In addition, these technologies allow employees to be productive when outside of the office setting as well, including at locations such as client sites, home, the local coffee shop, while traveling, etc.

Changes in the nature of work allow office environments to be managed as “on-demand” resources, with rooms and workstations allocated by reservation or on a first-come, first-served basis. The on-demand approach is often part of Workplace Strategy (WS) solutions.

If you are not concerned about the future of your knowledge workers, you soon will be. As baby boomers age out of the workplace there will be a shortage of high-end knowledge workers until the boomer’s echo generation develops the skills needed to replace them. If you are in a people-intensive business of innovating, building relationships or solving problems, the implications for your business are staggering.

What are you doing to improve employee retention?

Successful organizations realize employee retention and talent management are integral to sustaining their leadership and growth in the marketplace. Becoming an “Employer of Choice” by retaining high-caliber employees in today’s labor market should be the highest priority. An effective office environment can help.

…..next let’s discover the importance of Workplace Strategy and how that affects your Masterplan.