Member Article

Design efficiency key to combating rising office rents

Office rental prices across the UK are continuing to rise and many firms are struggling to afford the investment needed to expand or hold on to their commercial space. However, rather than allowing this to hamper growth, business owners should utilise innovative design solutions to ensure that offices provide a more efficient and adaptable working environment.

While most businesses have no option but to take out a commercial office let in order to trade effectively, there are a number of measures that can be taken to maximise the use of space and reduce overheads.

Increase adaptability

The way in which we work is changing and many firms find themselves juggling the need for spaces which support lone working as well as encouraging collaboration. Rather than fully committing to a static furniture arrangement, which could lead to excessive noise pollution or fail to provide employees with the required levels of engagement or seclusion, business owners should consider creating an adaptive workspace. This can be achieved through the introduction of mobile desks, wireless workstations and moveable partitions.

Increased adaptability allows a higher proportion of space to be in use at any given time, reducing the overall square footage required by the business. Optimising space in this way means that businesses can operate more cost-effectively. In addition, the ability for employees to move from discussion areas to quiet zones depending on their needs can help to facilitate creativity and improve concentration levels during cognitively challenging tasks.

Promote flexibility

In order to improve cost-efficiencies, decision makers should ensure that the amount of ‘dead-space’ in their building is kept to a minimum. With most businesses hiring a contingent of part time workers and employees often out at meetings, conferences or on holiday, hot-desking can be utilised to reduce the area dedicated to empty work stations.

Furthermore, introducing the option for employees to work from home could have numerous benefits. Aside from increased job satisfaction, only requiring employees’ physical presence when essential – for team briefings or meetings - will reduce the amount of office space required. In this case, FMs may be involved in ensuring employees have the correct devices, computers, phones and security software needed in order to work and access files remotely.

Declutter

Contrary to popular belief, the filing cabinet is far from dead. In fact, many firms have stock rooms filled with files, old furniture and outdated technology. In order to free up these areas for a more productive purpose, documents should be scanned and stored electronically via cloud computing, as well as protected by a back-up system to guard against data loss. FMs should consider suggesting that outdated technology is removed and unused furniture and resources are sold.

Create dual purpose spaces

Finally, a firm’s square footage can be reduced by the introduction of ‘dual purpose areas’. For example, a break room might be utilised as an area where staff can take breaks and eat their lunch as well as a place where informal meetings are held. Businesses should also consider renting out unused space to other firms to create a new revenue stream. In city centre locations, conferencing facilities are in high demand, so offering up empty meeting rooms could prove lucrative.

Nigel Crunden is a business specialist at Office Depot

This was posted in Bdaily's Members' News section by Office Depot .