where do i start at work guide
DESCRIPTION
commercial real estate, office moving guideTRANSCRIPT
THE“Wheredo I Start?”
Getting Started
Determine the Services Needed
Space Planning
Ergonomics and You
Plan the Move
Enjoying Your Purchase
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6 EASY STEPS TO YOUR NEW OFFICE
Do you need planning help?Ifyouonlyneedacoupleofofficepieces,stoppingintoatrustedfurnituredealermaybeaquickoption.Ifyouareoutfittingacoupleofroomsorafullfloor,talkingwithanexperiencedofficefurnitureprofessionalcanpointyourprojectintherightdirectionfromthestart.Alargerprojectmayrequireanexperiencedinteriordesigner.Yourfurnituredealercanrecommendinhousedesignersorexperiencedindependentdesignersinyourlocalarea.
What is your target date?Theanswertothisquestionhelpsyoudecipherbetweenwhatiswantedandwhatisachievable.Mostlargerprojectsaremonthsinplanning,whilemanyfurnitureitemsareavailableinstockorby“quickship”forfastneeds.Anexperienceddealerwillexplainwhatisachievablewithyourimportanttimeline.Theycanalsohelpyoudevelopa“phasedplan”tobreaktheworkintosectionsaccommodatingcriticaldowntimesandotherrenovations.
What is your style objective?Officefurnitureandyourfacilitiesimpactyourstaffandclient’sviewofyourorganization.Whatimageareyoutryingtorepresent?
• TraditionalorModern• OpenorPrivate• ElegantorUtilitarian• SimpleorHighlyStyled
Achieving“YourLook”takesalittleplanningbutcanboostappreciationofyourwork.
What is your budget?Yourbudgetdollarsareprecious.Youwanttosqueezethemostvalueoutofeachoneofthem.Tostart,consultwithfinancialstakeholderstounderstandtherealityofyouravailableresources.Whencomfortable,shareyourbudgetwithyourtrusteddealertohelpthemhelpyou.Anofficefurnitureprofessionalcanassistyouinusingyourbudgettoitsfullestpotentialandachievethebestreturnontheinvestment.
Okay,soyouknowyouneedtooutfityourworkplace.Nowwhat?Sittingdownwithapadandpencanhelp.Herearesomequestionstostartyouthinking:
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Thecompetentofficefurnituredealeryouselectwilllayoutanarrayofservicesavailabletoassistyou.Someserviceswillbeatnocharge,includedwithyourfurniturepurchase.Morepersonalizedservicesmaycommandanappropriatefee.
• Determinethescopeofwork.
• Determineanappropriatebudget.
• Developaprojectplanwithtimelines.
• Meetwithstakeholderstounderstanddesiresandneeds.
• Uncoverergonomicneedsandsolutions.
• Incorporateacousticandsoundtransmissionchallenges.
• Understandfacility’suniquecharacteristicswithanon-sitewalkthrough.
• Layoutbasebuildingplanmeasurements(ifnotavailablefromyourbuilder).
• Inventoryexistingfurniture.
• Formworkflowandspaceplan.
• Considercorporateimageinplananddesign.
• Selectstyleandfurniture.
• Selectfinishandfabrics.
• Presenttheplantodecisionmakers.
• Coordinatedetailsforasmoothmove.
Your office furniture dealer can help…
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Asinkitchendesign,commercialspaceplanningisimportantinhelpingyourcompany“cook”withouttrippingoveroneanother.Planningtheworkflowandprocessisessentialtoaproductiveenvironment.
An experienced interiors consultant will consider:• Userrequirements• Activityrequirements• Furniturefixturesandequipment• Teamorpersonneladjacencies• Spacerequirements
Afull-servicedealercanprovideavisualplanofyourcustomizedspacein2Dand3Ddrawingstohelpyouvisualizeyourspace.Theseplansneedtotakeintoaccountfirecodesandworkflowefficiencies.Thisiscertainlyanareatoleanonexperience.
Ergonomicshasbecomenotonlyahotbuttonintheworkplacebutacompanyresponsibility.In2001parliamentpassedBillC-45whichstates“thosewhoareresponsiblefordirectingtheworkofothersareunderalegaldutytotakereasonablestepstopreventbodilyharmtoanypersonarisingfromsuchwork”.Thismayincludeofficeergonomicissues.Yourofficefurnituredealercanwalkyouthroughtheoptionsandprovideergonomicconsultationsconsidering:
• Currentemployeecomplaints,injuryandtimeloss.
• Properseatingselectedtosuitamongotheritems,worktypeandhowmanyhoursareworkedsitting.
• Worksurfaceandstoragelayoutthatisconvenientandsufficient.
• Keyboardandmousesurfacestoencourageproperpostureandreduceinjury.
In order to create a proper office space plan layout, a base floor plan of the area will be needed. If you cannot get access
to this drawing, atWork can help and provide the measurements as part
of our space planning service.
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Movingcanbethestormbeforetherainbow.Anumberofitemsneedtobelaidonthetablebeforethebigday.Planyourprojecttimelinesaroundthesecriticalissuestominimizedisruption.
As a new business you should consider:
• Spaceavailability• Constructionandfacilitycleanup• Personnelavailability• Furnitureordertimes• Furnitureinstallationtime• Phoneanddataequipmentinstallation
As an existing business you should consider:
• Phasingofdepartmentmovestoallowfortemporaryworkareastostayupandrunning
• Temporarystorageneeds• Existingfurniturethatwillandwon’tbeused
Youshouldalsoconsiderwhatyouwilldowithexistingbutunneededoldfurniture.Afull-serviceofficefurnituredealercanarrangetomoveoutexistingfurnitureonscheduleandintandemwithyourtiming.Atrade-inoptionmaybeavailabletoputmoremoneyinyourbudget.
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EXAMPLES OF GANTT CHARTS
ONE YEAR TO FOUR MONTHS AHEAD
Yourmainemphasisshouldbeonplanningthemajordecisionsthatwilldeterminetherestoftherelocationprocess.
Decideonamoveindate
Selectkeystaff
Knowyourbudget
Createa“Checklist”whichwillhelpyoutocreatea“Timeline”whichcanthenbemadeintoaGanttchart(*see example below)
Identifyanymajortenantimprovementrequirements
Retainarchitecturalfirm(if required)
Choosecontractors(if required)
Obtainanynecessarypermits(if required)
Communicatetoallemployees
Takeinventoryandbepreparedtotosswhatyoudon’tneed,movingisanexcellenttimetocleanhouse.
Thenmeetwithyourspaceplannerand/orInteriorDesignerandhavealistoffurnitureandequipmentthatwillneedtobeincorporatedintoyournewspace.Tryingtofiteverythingintoanewspacewithlittleornoexpertiseisaskingfortrouble.Byhavingaprofessionalanalyzeyourspaceandreviewyourrequirements,youwillmakeefficientuseofrealestateandoptimizeyournewworkspace.
FOUR TO TWO MONTHS AHEAD
Themainemphasiswillnowbeonfurniture,equipment,andphone&cablesystems.Withafinal“approved”Furnitureplaninhand,youcanorderyourfurniture.Workwithanexperiencedfurnituredealership,theyhelppeoplerelocateallthetimeandwillhelpyoutochoosealineoffurniturethatsuitsyourbudget,yourneedsandfitsthedécorofyournewspace.Theresultwillbeadynamicworkplacethatencouragesemployeestoriseupandexceedbusinessgoals,andthatwillmake“you”looklikeahero!
Thisisagoodtimetoaskforsomedecoratingadvice(carpet&paint)ifyouareworkingwithadealershipwithinteriordesignservices.(*see Decorating Tips)
TheITDept.isoftencalledupontocoordinateaninternaldepartmentmoveandyouwilllikelybecallinguponthemtohelpwithyourofficemove–sobenicetoyourITdepartment.Theywillhelpyoufigureouttherequirementsforoutlets,withtheorderingofnewequipment,andtheinstalling,packing,andmovingofexistingequipmentthatyoumaywanttore-use.
Dependingonthetypeoffurnitureyouplanoninstalling,youwillneedtodecideifcablingshouldbeinstalledbeforeorafterthefurnitureisinstalled.Freestandingfurniturevs.modularsystemsfurniture.
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Makesuretochecktoseeifthedoorways,accesshallways,ramps,andelevatordoorsarewideenoughtoaccommodateyourmovingequipmentandanylargeitems.
OrderNewSignage
Hirecleaningservicefororiginanddestination
Orderchangeofaddresslabels
PreorderTelecom&IT
Orderinternetaccess
Evaluate&UpgradePhonesystem(orderadditionalifreq.)
Lookintosecuritysystemrequirements(existing&new)
VOIPService
EvaluateServerRoomneeds
TWO TO ONE MONTH AHEAD
Thefocusshiftsheretostaff,customers&suppliers,aswellasthepurchasingofequipment&servicesforthenewoffices.
Assignofficespace
Getridofjunk
Sendchangeofaddresstoallvendorsandcustomers
Updateyourwebsite
Officeequipmentandservices
Insurance
Copier(moveorbuynew)
Alarmsystem
Keysandaccesscards
Vendingmachines
Orderchequesandupdatefinancialrecords
Stationary
ONE MONTH AHEAD
Prepareexistingequipment&supplies.
Inventoryexistingcomputers
Inventoryandtagexistingfurniture
Storepropertythatwillnotbemoved(ifreq.)
Obtainmovingcartons
Packupcommonareas
Tagallwallitemsandmovetocentrallocation
Newofficepreparation
Installsystemsfurniture(ifspaceisready)
Installphonesystem
Assignphonenumbers&extensions
Orderutilities
Notifypostofficeofchangeofaddress
LAST WEEK
Preparetomove–keepthisweeksimple–nobigmeetings
Packupdesks
TagEVERYTHING
Backupcomputers
Takedownsystemsfurniture
Finalprepfornewoffice
Mapoutthefloorplannewlocation&labelEVERYTHINGappropriately
Inspectthenewbuilding
Reserveelevatorsandloadingdocks
Distributenewkeys,cards
MOVING DAY
Keepeveryoneoutoftheway.Thisdaybelongstothemovers.Onlythepersonyouselectedtoguidethemoverstotherightlocationsshouldbeonlocation.
Postcodedsignsinthenewofficeforthemovers
HavetheMoveCoordinatoronhandwhohastheauthoritytomake“onthespot”decisions.Thiswillavoidcostlydelaysintheeventofunforeseenchangesinyourmoveplan
HaveseveralcopiesoftheFloorPlanavailable
Protectthemovingpaths
SetupaLostandFound
Cleanouttheoldoffice
POST MOVING TASKS
Collectoldkeys,cards
Periodicallyvisitoldofficetopickupanymail
Schedulesecurity,phonetraining
ArrangeanOpenHouse/GrandOpening!
Makeyourstafffeelwelcomeandcelebratethesuccessofthemove
Don’tforgetthatyoudidn’tdoitalone!Congratulateeveryoneonhisorhercontribution...itgoesalongway!
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• Keepinmindthatwhendecoratingyourofficespaceyouwillneedtofindbalance.Youwantyourofficespacetobeinvitingandpleasantforyouremployeesandvisitorsbutitmustremainprofessionalinlookandfeel.
• Startwiththeflooringcolourandfinish...itisalargesurfacetocoverandwillhaveamajorimpactonimpressionandwilldictatetherestofyourfinishchoices.Consideracolourthatisforgivingwithrespecttocoffeespills,snowandsalt.
• Whenchoosingpaintcolours,decidefirstifyouaregoingtoincorporateanycorporatecoloursorcompanylogos,becausethesewilldictateyourcolourpalette.
• Ingeneral,thetraditionalconservativeindustriessuchasbankingorlegalservicesseemtostickwithneutralcolours,whereas“Creative”typeindustriestrytohavefunwithcolourandgoformorevisualpizzazz.
• Whicheverwayyougo,besuretousehighqualitypaintthatwilllastyoualongtime,becauserepaintinganofficecanbeaverydisruptiveevent.
• Artworkisagoodwaytobrightenupanyspace,butdon’trushit.Choosetastefulframedphotosorprintsthatsuityourbusinessandspace.Ifyouhaveblownthebudgetanddonothaveanymoneyleftforartworktryinvitingalocalartisttodisplaytheirartonyourwalls.Theygetexposurefortheirworkwhileyougetfreeofficedécor.
• Plantsareagoodwaytomakeyourofficea“GreenZone”Employeeswillfeellesscutofffromtheoutsideworld,especiallyinurbanareas.Whenbuyingplants,readthetagsandmakesuretheywillthrivewiththeamountoflightavailableinyourworkspace.Therearealsomanycorporateplantservicesthatwill“rent”officeplantsandtakecareofthemforyou.
• OnelastpieceofadvicewhendecoratingifyouhavejustmovedintoanewspaceistoControltheClutter!
Thisistheperfecttimetosetsomenewofficerules!
Ithasbeensaidthatwithacleardeskcomesaclearmind.Considerhavingacompanymeetingtodiscusswhatwillbeacceptableclutteroneachdesktop.Perhapsa“movein”presenttoallstaffwouldbeaframeforaphotographofalovedone.Thatwayyoumaintainuniformityandthefinishiscomplementarytotheworkspaceandfurnitureyoujustpurchased.
Achaoticphysicalenvironmentwillsoongivewaytoachaoticenergyintheworkplaceandthisisrarelygoodforproductivityorprogress.
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Financing
Tofindyourselfinacomfortablepositionafteryourmoveyoumayneedtoconsiderfinancing.Therecertainlyarebenefitstoleasingforbusinesses.Hereareafew…• Freeupvitalcashflowwith
lowmonthlypayments• Takeadvantageoftaxbenefits
bywritingofftheexpense• Buywhatyouneednow,rather
thanberestrictedbycurrentfunds,andgaininofficeproductivity
Ifyouplantopurchaseyourfurnitureoutrightyourtrusteddealercanexplaindepositsneeded,andpaymenttermssoyouwillbepreparedwhenasked.
Warranty
Commercialfurnitureismadewithheavy-useinmind.Ifyoudoexperienceaproblem,knowinghowyourdealerhandleswarrantyservicewillgiveyoupeaceofmind.Askyourfurnitureprofessionalformanufacturer’swarrantystatementsandhowarepairwillbehandled.Howfastistheturnaround?Isaloaneravailableiftheitemneedstoberepairedoff-site?Aretherechargesinvolvedforservice?
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CAMBRIDGE
519.621.8686800.561.2164
TORONTO/GTA
416.213.7475800.268.6622
PETERBOROUGH
705.745.1399800.561.5155
BRANTFORD
519.753.3330800.663.3325
LONDON
519.681.2254800.265.6699
HAMILTON/NIAGARA
905.957.3412877.928.9675
www.atwork.ca