As you are probably aware, one thing you can be sure of when running an office, is that things are always changing, even if you remain in the same premises.
Given the varying demands put on your office space, you need to make best use of every square inch. Then the day comes when you think that you have no alternative but to move to somewhere larger. Don't panic – you may not have to move. But you need to be methodical.
The process that we suggest you go through is identified below, and discussed in more detail in our PDF fownload which can be obtained by entering your email address below.
Find out how much space you need - you will need to know some basic information such as:
This doesn't actually help you use space more efficiently, but it does tell you how much space you theoretically should need, and if you have less than the model suggests, then being ultra-efficient in your use of space may not be enough.
Major space saver No: 1 - reduce the number of cellular offices. Cellular offices are very inefficient use of space, and in many cases they are no longer necessary. The old days of needing a door between you and the pounding mechanical typewriters have long gone, it is possible to have discreet telephone conversations in open plan (or go to a meeting room to take/make a call); and now that so much more documentation is held on computer rather than in cupboards, there is much less confidential paper to lock up.
Major space saver No: 2: - get new, smaller desks. In the 80s and 90s there was a big increase in L-shaped desks – most office workers had computer terminals, and the corner of the L was needed to take the CRT monitor, but now, good sized flat screen monitors are easily available at affordable prices. As well as using less energy, the flat screen monitors allow a straight desk (with or without a comfort cut-out for the waist). This has 2 advantages for space utilisation – firstly there is a saving of about half a square metre or 5 square feet in the footprint of a workstation. And secondly, the smaller workstations are less likely to suffer from "fit-factor" issues, where the particular dimensions of a building mean you just can't get an extra desk in each row.
Major space saver No: 3 - document management and decluttering. This comprises:
Major space saver No: 4 - have fewer desks than staff (desk sharing). This is the biggest space saver, but has been left until last because it is the most complicated. It depends on your IT and telephony systems being capable of supporting "free-seating" or "roaming" – i.e. users can "log in" at any telephone or PC. The introduction of desk sharing also requires change management, and above all an improvement in the environment overall. However, many desk-sharing systems work on a ratio of around 8:10 (8 desks per 10 staff). The exact ratio will depend on the nature of the business, and the ratio may not be the same across the whole business – you might need a lower proportion of desks for your travelling sales team than for your accounts receivable clerks. However, a ratio of 8:10 results in 25% more staff accommodated at a given number of workstations, providing a big increase in capacity. Although it is not a cheap option, it can be a great deal less expensive and disruptive than an office move.
Making your business case – Your FD will want to know the costs and benefits of these plans.
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