...are you spaced out?

Businesses are constantly evolving whether it is through expansion, downsizing or reorganization.

With world markets in a state of flux, many commercial and office spaces don't have the same function as they had, maybe 18-24 months ago....my, my how the times have changed. Space (or lack of) is much more important than ever.

Different staff levels, pressures on manufacturing processes and amended working practices often result in an office space feeling disjointed and worn around the edges.

We all want a working environment…a “space”…. which looks and feels great, but sometimes the money isn't available to spruce things up. However, there might be a deeper problem that needs considering. As they look to pull out of recession, businesses could find themselves, not only with atheistically dated offices, but without offices capable of expansion or the flexibility to change. It’s no longer just enough to be doing business, they have to be able to function efficiently and without the basic structure in place, they will find it a struggle to keep up with growing demand.

Look around. What isn't working?

Companies have understandably shunned investment in their commercial offices over the last few years, looking to invest their available budgets in core manufacturing equipment, or making do with temporary solutions. These years however have seen huge advances in communication technology and a dramatic reduction in the cost of data storage. This can allow a business to shed bulky filing cabinets and shelves bulging with out-of-date business directories streamlining their archival and information retrieval measures.

Companies are using their new found office space for the increasing trend of having 'breakout' areas, or meeting spaces. Most recognize the value of having face-to-face meetings, giving department heads the opportunity to brief employees on changing fortunes, or getting team leaders to motivate staff. This reduces the 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 the need to store equipment, files and stationery in an office environment but rather than bulky cabinets, many companies are looking to storage walls as the solution. Not only creating clean lines within an office space, they can also offer greater storage with the option to go from floor to ceiling. The crisp finish will inspire even the worst paper hoarders to make an effort and keep the office tidy.

Workstation Efficiency -- Extra space can give companies the ideal opportunity to look at the layout of workstations. Cramming staff into a small space is often counterproductive, so if new space has been made available through the reorganization of storage areas, then there is the scope to take a fresh look the office space plan.

A study of staff and visitor traffic flows will show a company where areas of high volume and acoustic problems might be an issue. Companies can plan space, taking advantage of natural light sources and power sources enabling them to keep infrastructure work to a minimum. Workstations can then be situated in the best possible positions and with adequate space between them optimizing the working environment.

Conference Rooms and AV Equipment -- Good presentation skills are important when attracting new business and conference rooms or meeting areas are a key element in that process. Media walls, which conceal plasma and LCD screens, are a must for any business taking presentation seriously. It was great to have a plasma screen 18 months ago and that was enough to make them look state-of-art compared to companies that use projectors, but it now looks dated and awkward if just mounted on an old desk in the corner of the boardroom.

Conference rooms also have to work harder and will often have a dual purpose, such as extra office space for seconded staff, or transforming the space completely to offer lectures or seminars. They now have to be linked into the main network to avoid all that fumbling around with flash cards trying to load up the 'company laptop'.

Merging Locations and Changing Spaces -- Many businesses have entered what can diplomatically be called a period of 'consolidation'. One way to reduce overheads during this time has been the practice of merging locations. Finding new premises to house both parts of the business, or moving one part of the business into the commercial building of an existing part can achieve this.

Finding a new building can often be the more expensive option, so many are looking to keep one building and making that work for their new staff levels. A good office space planning company will find innovative ways of merging the two parts of the business by examining the complete space and planning where each element would be best placed. Extra structural expansion might also be needed and they will advise on solutions such as partitioning, mezzanine floors and extensions.

What's the Next Step? -- The commercial space planning process will start with a study of existing practices and an examination of the future needs of the business. Plans and 3D visuals are then produced in order to finalize the design and are presented with a breakdown of costs and timescales. Most commercial space planners will also take on any landlord liaison and deal directly with the local planning office. All that is left for the company to do is plan for the expansion and the increased productivity the well planned office will provide.

Space...more important than you think!

....help me with my office! (part 3-final)

Part 3 and final of: 'Help me with my office!'

Remember....Once you’ve identified your biggest issues, decide which ones you want to attack. I recommend that companies evaluating an office redesign project identify four or five priorities to tackle, such as increased collaboration, improved productivity, or more efficient use of space.

Goal: Weigh the merits of a redesign or “restack” versus relocating to bigger digs.

Once you’ve identified where your workplace lacks logic, it’s time to assess what can be done. Depending on the scope of your problems, your imagination, and your budget, the next thing you’ll have to decide is if it’s better to reinvent existing space or move. This is tough to do without an office professional.

Typically companies try to stay where they are as long as they can. It’s very expensive to move. When companies are bursting at the seams, the solution is often a “restack”: reorganizing cubicles into smaller spaces — such as a six-by-six instead of eight-by-eight — in order to fit more people onto a floor. I am sure all workers are excited about this corporate decision (yawn...)

Of course there are downsides to extensive redesigns. They’re often so invasive, noisy, lengthy, and messy that a company may need temporary space during the design’s execution, which is why some companies decide that moving to a preconfigured space is easier than living through a reconfiguration. Today companies that know they’re in growth mode often are able to secure short leases — meaning that leaving a crowded space is easier than in the past.

Technically Speaking--How much office do you need?

Here are some space guidelines:
• Executive office space: 241 square feet (down from 291 square feet in 1987)

• Senior professional: 98 square feet

• Call center employee: 50 square feet

• President/CEO/Chairman: 250 to 400 square feet

• Vice President: 150 to 250 square feet

• Executive: 100 to 150 square feet

• Employee: 80 to 125 square feet

• Conference room: 25 to 30 square feet per person

• Lunch room: 15 square feet per person for dining, and a food-preparation space roughly one-third of the dining area

• Reception area: 150 to 350 square feet

Goal: Improve upon your design over time by continuing to ask for feedback and make adjustments.

After an office remodel, it’s easy for companies to sit back and rejoice that they’re “done.” But larger challenges may need to be hammered out over time. If employees don’t take to a new design after several months, you can’t force it.

The best approach is to acknowledge such issues and explain how you plan to handle them. Remind employees that this does not mean the design was a failure: That’s the attitude that begets the need for a big, expensive overhaul in five or ten years. Continual adjustment is a saner, cheaper, and more flexible way to keep spaces up to date.

Some adjustment difficulties, of course, are psychological rather than physical. This is especially true if the company’s office redesign or relocation came on the heels of a merger or acquisition — a time when the combination of changes in cultural and physical space can unsettle employees. Human resources may need to get involved in order to massage egos accustomed to bigger or more luxurious spaces.

Checklist

A clean, well-lighted place--in a recent report titled “Innovative Workplace Strategies,” the U.S. government’s General Services Administration (GSA) offered a list of “Hallmarks of the Productive Workplace.” If you’re overseeing a redesign post-mortem, or if you plan to take a periodic look at how the workplace continues to function in the coming quarters, here is a list of elements the GSA recommends examining:
• Spatial equity: Do workers have enough space to accomplish tasks?

• Healthfulness: Does the workplace offer clean air and water, sufficient artificial and natural light, and freedom from distracting noises and smells?

• Flexibility: Can the workplace be rapidly adjusted to respond to industry-related challenges?

• Comfort: Can workers adjust light, temperature, furnishings, and acoustic levels to their preferences

• Connectivity: Can on- and off-site workers share the same networks and data and communicate easily? Is there connectivity for workers who change work modes often — such as working from home and rotating among offices in “hotel” cubicles?

• Reliability: Are technology systems and physical plant systems (heat, cooling, and water) reliable and consistent? Are upgrades necessary as an expanding office pulls on resources?

• Sense of place: Does the workplace decor (office furnishings) and atmosphere mirror the company’s brand or mission? Does the workplace create a culture appropriate to the work done there?

Gone are the days when offices were typically cubicle, surrounded by white walls and lit by white fluorescent lights. Architects and designers constantly reexamine the changing workplace to solve problems and accommodate needs. Some of their innovations have played better than others.

Isn't it time you moved to the next level with your office environment by talking to an office environment expert? Need help? Call me...

....help me with my office! (part 2)

Continued from part one-'Help me with my office!'

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.

Goal: Find out what they need up front, and keep them in the loop to avoid backlash.

Involving employees in an office redesign is a double-edged sword. On the one hand, it’s vital to know how they operate in order to create a space that’s more conducive to their work. On the other, asking them what they want can lead to unrealistic demands. As you gather input, be clear that you will try to address all concerns but that no one design can be perfect for everyone....at least mention it.

Once the new design has been chosen, let employees know what to expect, especially if the change will be significant. Make sure employees understand why the company is making each specific change. For example, if you’re moving people out of offices and into cubes, remind staff that the office now offers other perks: a souped-up dining area or benefits like concierge services, showers in bathrooms for lunchtime workouts, or a better cafeteria.

Two types of redesigns create “cultural revolt”: a move from closed-door offices to open office space, and a move in which two companies are merging and creating a new culture. With an office-to-cubes situation, companies need to up the ratio of conference rooms from one conference seat per three people to one conference seat for every two people. With a merger, managers should remind employees of their role’s significance, reassure them that their importance continues, and then offer a rational business context for why they may have to move desks or cede space.

Big Idea...

If the physical environment is bad — it’s cold, smells, or makes workers distracted — then employees won’t work well. No amount of organizational shoe-shining will change that… It’s Maslow’s pyramid — Psychology 101….the hierarchy of human needs as outlined by Abraham Maslow in 1943. According to Maslow, humans seek to satisfy a hierarchy of five types of needs, starting with the most basic physiological needs and ascending through a sense of safety, love and belonging, esteem, and self-actualization. If workers feel unhealthy they won’t be able to tap their higher selves in the office.

Goal: Make a list of the top priorities you want your redesign to address.

Once you’ve identified your biggest issues, decide which ones you want to attack. I recommend that companies evaluating an office redesign project identify four or five priorities to tackle, such as increased collaboration, improved productivity, or more efficient use of space.

At Group Health, a Washington-based insurer with 10,000 employees in more than 50 buildings, an in-house study quickly illustrated what the company’s design goals should be. The firm enlisted its employees to track their habits and found that at any given time, 40 percent of all cubicles or offices were sitting unoccupied. Many workers were in conference rooms or down the street at Starbucks, where they could more easily meet in teams. Others were toggling between multiple buildings and facilities. William Biggs, executive director of administrative services, asked his assistant to track his whereabouts. It turns out he spent less than 5 percent of his time at company headquarters.

This is the truth for a number of company leaders. Our work has moved from individual to team-based. We need to loosely pull groups together and then dismantle them, but that is difficult in a poorly-designed space. Based on the study, Group Health defined three design goals: First, the office needed more conference space. Secondly, cubicle sizes could shrink somewhat since workers were increasingly spending time outside of them. Finally, mobile workers like Biggs needed “touch-down” space where they could check their e-mail and make phone calls when visiting different divisions of the company.

Essential ingredients in the today's office....

Isn't it time you worked with an expert?
Furniture-Planning-Installation
rosecityoffice.com
-end of part two

....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

Why barista training won't work....(part 1)

Part 1 of: Barista training just won't cut it.....

To me, it’s ironic that the world of 'strategic sales training' has stayed pretty much the same over the last fifteen years, but for most companies; the selling environment has changed dramatically.
Consequently, salespeople have to work harder to penetrate new accounts, while prospective customers are working even harder to keep salespeople at bay.

Don’t blame the customer. In the past decade, downsizing, economy woes, and acquisitions have burdened corporate decision-makers with greater responsibility, oftentimes without the benefit of additional resources. Meanwhile, workloads continue to increase, competitors are getting hungrier, and the overall pace of business has quickened. Even if they wanted to, customers simply cannot afford to spend time with every salesperson that comes-calling.

So what is going to happen?

Well, less than half of today’s business-to-business sales professionals have ever weathered a true economic downturn. These folks learned how to sell when things were good. We've had a decade in which it was one of the longest business expansions in U.S. history. Hey, it’s not that hard to hit quota with double digit market returns and huge growth in the number of new jobs. But what should you do when the economy starts to tap the brakes? How about now...? ..When you actually need to find business and it doesn't walk through your front door?

In today’s business environment, teaching salespeople to be just like “everyone else” puts them at a competitive disadvantage.

The fundamentals in selling have remained the same. Salespeople must uncover needs before they can provide solutions, the product or service being offered must be cost justifiable, and the salesperson with the best relationship has the greatest chance of winning the business. People still do buy from people. But the paradigms of the strategic sale have shifted significantly and differentiation is now the key.

A person that was trained to be a barista...is an order taker that has limited skills in today's market. What the hell is a barista anyway?

The term barista, the Italian word for "bartender" - masculine or feminine; plural: baristi (masculine) or bariste (feminine) has been used in English to denote a maker of espresso based beverages. Its journey into English has been accompanied by a slight shift in meaning. When using the term in English, a barista denotes one who has acquired some level of expertise in the preparation of espresso-based coffee drinks. "Barista" in Italy is the bartender, who prepares both alcoholic drinks and espresso coffee beverages.

In its most basic form, a barista by definition is one who prepares espresso coffee beverages. Someone that takes an order and then fills the order. Ask a barista what they do for a living...and some might say 'they sell coffee.' But come on...do they?

Face it. Office 'interior solutions' are successfully designed and coordinated by professional office furniture personnel...especially the ones that have over 20 years of experience. Take your pick...a professional?....or an order taker?

...more to come....

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)