Your new improved work space

Every business’ success depends on its efficiency and productivity. Physical organization of the workplace is your tool to actually achieving this.

Offices usually start out with a “SPOT" to work in and with transient tools such as laptop and cell phone/blackberry – maybe paper and pen. As the business develops, to our enchantment and numerous hours of hard work, so does the office.  Soon the comfortable, serene workplace is a ghetto office equipment!  And so it should be!  Modern technology is what will allow you  to be more efficient and able to compete in the real world.

Assuming that you need more than simply a laptop and transient equipment which remains on your body or your car, following are some pointers to guide you in your physical office design:

STEP 1: ANALYZE SPACE, NEEDS & WISHES

Your new or existing space needs measuring and assessing.  Scaled floor plans will be helpful to incorporate your requirements.  Make a list of your wishes for the office...  Conferencing capabilities,  future growth of employees/ equipment, etc.

STEP 2: INVENTORY

What have you acquired at this stage?  List all your pieces:  furnishings and equipment including all sizes (width, depth and height.)  Look at it as an opportunity to reevaluate.  Decisions will need to be made as to what works best and what warrants refurbishing or replacing.

List the items you were planning to purchase to improve the productivity of the office. This projection of things to come, including growth of personnel will aid you in making a more complete plan.  This will help you analyze your space requirements into the future, giving you indications of when or if a larger or smaller space will be needed.  This also allows you to prepare your space and  power/ connectivity  requirements as a whole package,  being prepared for each new employee or equipment and not allowing  each addition  to disrupt the working of the office and eliminating the need for that dreaded  afterthought expense.

With your inventory list prepared, organize the items into priorities.
Consider frequency of use, visibility and supply requirements.  Items you constantly need at your fingertips, categorize  A. Items such as frequently used reference materials or a printer you reach for several times an hour would be B. Little referred to books and a machine used a few times a day would be C.

STEP 3: PLANNING

Embarking on this task of regrouping requires a deliberate and thoughtful procedure:

Functional design puts what you need at your fingertips.  Floor space is for the necessities!  You, your chair and the worksurface demands prime space.   The space you need at arm’s length (Category A ) is what you need to operate.  An L or U shaped worksurface allows for easy access to much worksurface.  Category B items can be located just outside this area or at a higher level in the room.  Take advantage of the Height/ Volume  -  Reference material can be located  on wall mounted shelves above the worksurface.  Have the lowest shelf outfitted with a slim task light to prevent shadowing  and improve lighting  on  your task.  Category C items can be placed elsewhere in the room or in its closets.

Now that you have solidified a plan,  confirm that it will “work.”  You will need to accommodate your equipment with adequate electrical power, data and telephone lines or preferably a wireless system.  Worksurfaces need to be at a comfortable height ( 28.5” - 29.5” ) with grommets (holes) to allow wires to interconnect and get to the outlets below.  Provide adjustable keyboard , mouse and wrist  supports as well as footrests to prevent injuries such as carpal tunnel syndrome and neck and back pains. Another necessity is adequate lighting – both ambient and task.

Experience has taught me to be FLEXIBLE.  Be aware that this world and our office environments and equipment are forever changing and improving.  It is prudent to allow for several outlets in various locations throughout the office.  We still need power even if wireless connectivity has taken over our telephone outlet requirements.  This added initial expense will more than pay for itself when that newest piece of invaluable equipment comes to change the way we do our work once again!

Finally, THE CHAIR:

The chair is invaluable for the productivity and well being of the worker.  Do not underestimate its importance.  Ergonomic design is the integrated approach of product design that recognizes the relationships between the demands of the job and the needs of the worker.  Ergonomic seating helps alleviate fatigue and circulation problems.  Look for:

• ADJUSTABLE BACK REST to improve posture and provide lumbar support.
  
• VARIABLE HEIGHT ADJUSTMENT to ensure a worker’s feet are flat on the floor.
  
• SWIVEL / TILT features to provide comfort and convenience while accessing your contiguous work space.
  

Most office chairs today come with carpet casters which operate quite comfortably over glued down commercial grade carpet.  If you have a hard floor, appropriate casters can be ordered or substituted.

MOVE YOUR BODY and position throughout the day for optimal well being.
Look away from your screen at regular intervals to allow relief from eye strain. 

ENHANCE YOUR SPACE, EVALUATE AND ORGANIZE...  ENJOY YOUR NEW SPACE!