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What You Need To Do Before Getting an Office Space

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An office is a room set apart for conducting business transactions and carrying out work-related activities. The word office can also refer to a position of authority. Relating to career, the term refers to a room or building designated for work. Depending on the type and purpose, an office can also just be a workspace. Before getting an office space, you need to:

  • Identify the type of office space that is best for your establishment.
  • Purchase relevant office equipment.
  • Outline the office procedures your team is expected to follow when carrying out operations.

This article contains all the insight you need to execute these three steps.

Types of Offices

Office spaces vary according to the purpose for acquiring one, and the size of the organization getting one. The various types include:

1. The traditional Office Space

This is the most common type of office space. It is commonly seen in banking halls, law firms, and so on. The entire building is usually owned by the same company or firm. A typical traditional office space contains a different room for the reception, boardroom, and individual offices. Buildings rented for traditional office space are often leased out to the company for at least 3 years. This type of office space is best for a corporate office.

2. Virtual Office

A virtual office is ideal for a company that sells digital services. It gives you all the provisions of an office space without needing a physical building. Employees who work in a virtual office hold team meetings as conference calls. Digital tools and software are the main office equipment used in this type of office space. This is the most affordable type of office space since it does not require payment of rent.

3. Private Office

Private offices come in different sizes, from rooms built for one person to halls with a 100-person seating capacity. This type of office space is mostly used by service agencies. A private office is usually rented as part of an office complex but is exclusive for use by only an individual or a select group of people. It is best suited for freelancing agencies, podcast stations, and other related enterprises that are more of a team than a full-blown company.

4. Shared Office

A Shared office space is usually rented by two or more businesses in a related industry. For example, two blog sites that specialize in different niches can own a Shared office space. Similarly, a salon and a store that sells hair extensions and accessories would flourish in a shared office space.

 Both establishments share the amenities, network, and rent. This works best when the organizations involved are small businesses with a team of workers rather than a full staff. Managing a business in a shared office space often requires both enterprise owners to sign a mutual agreement to a common set of rules.

4. Co-working Space

A co-working space is like a bigger version of a shared space. In this type of office space, multiple businesses share a common hall for their transactions. A co-working space is often divided into cubicles to separate the different organizations sharing the space. Renting a co-working office space means that your team may have to share a single desk, or several desks joined closely to fit the team in one space. Co-working spaces typically have a common lunchroom or cafeteria. However, in this type of office space, there is no privacy. This type of office space is ideal for new start-ups as it is affordable.

5. Serviced Office

This type of office space employs the use of a service team. The on-site service team is made up of a dedicated receptionist, a secretary, and a personal assistant. This service team is hired by the owners of the office complex.

Organizations who use a serviced office usually share a reception, parking space, and other office necessities with other businesses. While the organizations’ actual employees focus on their work in their rented offices, the service team manages the affairs of the communal areas. A serviced office is typically a single office building where the different floors in it are rented to various organizations.

6. Sublet Office

A sublet office space is ideal for professionals who work on a contract basis. A cinematographer, for example, may rent a sublet office to be closer to his client who is based in a different state, for the duration of his contract. Mostly, sublet offices are rented by organizations for a team moving to a different location for fieldwork.

Renting an office space is only the first step to successfully starting an enterprise. The next step is furnishing it with relevant office equipment.

8 Basic Office Equipment every Company Needs.

The most important office equipment every business needs regardless of niche includes:

1. Furniture

Chairs, tables, bookshelves, and cabinets for storage are essential to every company. Important factors to consider when purchasing furniture for your office space are the size of your office, portability, durability, and cost. You should draw up a budget before going shopping for office furniture, to curtail spending.

2. Computers

Data entry is an everyday activity in a typical business establishment. Computers make data entry and other forms of digital work a lot easier and faster. You should ensure that anti-virus software is installed on every computer used in your establishment.

3. Stationery

Writing on paper has now been replaced by typing on computers. However, paper, pens, highlighters, markers, whiteboards, and so on come in handy when brainstorming ideas for projects. A digital notepad is a good replacement for paper in these sessions, to circumvent the clutter that comes with using paper. Other important office stationery includes binders, post-it notes, business cards, calendars, and envelopes.

4. Storage Equipment

Now, most information in the workplace is stored in databases and as google documents in clouds. However, online storage systems are susceptible to malware and unforeseen events like a system crash. Hard disks, USB flash drives, and document folders are necessary for backup storage of sensitive information to limit the loss of information in such cases.

5. Waste Management Tools

Wastebaskets, paper shredders, and recycling bins though negligible are important tools for keeping the office neat and organized. When there are proper waste management tools in the office, there will be less clutter as well. The use of waste management tools promotes the practice of workplace hygiene. Cleaning supplies also count as essential waste management tools.

6. Machines for Paperwork

All businesses generate paperwork in the course of carrying out their operations daily. This paperwork can be in form of receipts, invoices, reports, contracts, employee training materials, and whatnot. Printers, scanners, photocopying machines, stapling machines, perforators, and so on are essential equipment for documenting office paperwork accordingly.

7. Stable Network

With the digital revolution, a high-speed internet connection is simply something that must be present in every office space. A stable network connection will facilitate faster transactions and interactions. Cyber security measures such as the installation of a business VPN should also be taken in addition, to protecting sensitive information. Other important information technology devices like routers, network cables, modems, and so on are equally essential to close online business deals efficiently.

8. Communication systems –

Systems like office phones and intercoms aid communication between employees. A good communication system is also essential for interaction with clients and stakeholders. While e-mail addresses may not count as equipment, work emails make it easier for employees to maintain a good work-life balance. It is easier to communicate and follow regular office procedures when there is an efficient communication system in place.

Office Procedures

After setting up an office space, the next step when getting an office is to establish a set of rules guiding the operations of the office. These rules and regulations are called office procedures. Office procedures guide the activities of employees in an establishment.

They ensure professionalism is maintained, and an organization’s work culture is upheld. Setting standard rules for all team members to follow promotes discipline, coordination, and organization. Tasks are accomplished faster and more effectively when employees follow due office procedures. There are also fewer chances of errors, hence saving production and operational cost. Examples of typical office procedures include:

  • Procedure for preparing bills, receipts, and invoices,
  • Procedure for attending to incoming and outgoing calls,
  • Office procedure for writing reports and drafting contracts,
  • Office procedures for dissemination of information,

…and so on.

You’re All Set Up!

You have been armed with all the information you need to effectively set up your office space. All that is left now is for you to take action. You’re welcome!

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Oputa Okwanuzor is a freelance writer skilled in the art of weaving words into stories for brand boost through copywriting, or make a soothing read using creative writing. In her free time, she loves to share personal development talks, fashion inspos and writing tricks on her blog.

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