Office/Space Planning
Office planning, while critical to running your business efficiently, is usually done less frequently than other types of planning, partly because once you have a good work flow in place, you don’t need to tinker with it often unless you have major changes in other aspects of your organization.
Here are some issues you will want to consider in planning your office:
Budget
How much can you afford for space?
What is the maximum amount you are willing to spend?
What is the ideal amount to spend?
Employees
Number of employees by type of work they do?
Amount and type of work areas each employee need
Features:
The things you must have in your office space?
The things you absolutely don’t want in your office space?
What your ideal space would be given you could afford it?
Layout:
How many private offices?
How much open work area is needed?
How much storage?
How many restrooms?
Any other specialized space needed (e.g., reception area, lunch room, conference room)?
Ease of access for customers and suppliers?
Lease Options
What are your contractual obligations?
What are their contractual obligations?
Is there space for expansion?
How long is the lease for?
What are the terms for extending the lease?
What are the terms for terminating the lease?
Who handles maintenance and repairs?
What else is provided (e.g., air conditioning, elevator)?
Location
Urban/Suburban/Rural?
Easy to reach by your target market?
Location in relation to major roads?
Alternate transportation access (e.g., bus, subway)?
Parking
How much parking is immediately available?
How much parking is needed for employees and customers?
Is there an extra cost for parking?
Security
What type of security is available with the space?
Is there limited access to the building at certain hours?
What additional security is needed?
How safe is the neighbourhood?
Timing:
How soon is it available?
How long will it take to move and be set up for business?
Work Areas
What types of work areas are needed?
How large do the work areas need to be?
What equipment is needed for each work area?
What other features need to be considered (e.g., electrical outlets, air conditioning)?
Lighting?
Office Space Planning Ideas
When planning an office, you may find yourself faced with a blank canvas that you need to arrange to suit your needs. While every business is different, most need the same fundamental spaces to define the office and make it a productive place to work. Plan your office space carefully for optimum productivity, camaraderie and innovation.
Reception Area
The first area you should define in your office space is the reception area. Almost every business has cause to receive clients or partners, and you need to have a calm, professional environment for them upon their arrival. Even if the office space is one large room, a reception area should be installed near the doorway. A reception area should include a desk, phone and computer if possible, along with some comfortable seating in which people can comfortably wait. It should be inviting while still projecting a professional air.
Work Area
The work area is arguably the most important part of an office space, and it should be planned carefully. Everyone should work in the same general area as much as your structure permits. This cuts down on time walking back and forth from other work areas. All of the employees in one department should be close together, and interlocking departments should be placed close together, like marketing and accounting. You should provide each employee a comfortable working area, such as an office or a cubicle. Make sure that the correct equipment for each department is within the department and easily accessible.
Common Area
There are some areas of an office that should be reserved for when employees come together. This promotes inter-office relationships and can enhance creative counsel. Every office should have a conference or meeting room, in which a number of employees can gather together to discuss business propositions and projects. There should also be a communal lunch or coffee area where employees can take a break and talk among themselves. Allowing for an area where employees can decompress and get away from their desks can cause them to be more productive when they go back to work. These common areas should be in a central location for accessibility for everyone in the office.