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NewsWise Words From Woodman

03 December 2008

Top 10 Ways to Increase Profits From Your Workspace

• Commission an audit on working practices and space utilisation. This will optimise existing space, maximise productivity and reduce operational costs.
• Consider new working practices - Flexible working means hot-desking and multi-user contact/meeting areas, freeing up to 20% of valuable space.
• Talk with your landlord - Can you benefit from any plans that they may have developing your building. And always re-negotiate your rent!
• Check the terms of your lease to ensure that sub letting is a consideration. The space must be refurbished and ready for occupation, well-maintained with fixed service charges.
• Review IT - change to flat screen monitors, they use less energy and emit less harmful radiation. Also regularly audit and analyse telephone calls - there is now phenomenal choice from very competitive suppliers.
• Keep all of your suppliers hungry and re-evaluate contracts every 6-12 months.
• If you are considering an office refurbishment, check first with you advisors to see if you are eligible for Capital Allowances and tax breaks.
• Check and adjust thermostats, install water flow restrictors and ensure air-conditioning systems are operating efficiently - all will reduce energy costs.
• Why not store archives off-site and free up space? External storage in a secured and monitored environment is a lot cheaper than office space.
• Speak to experts who know the business inside out - If you want to discuss ways to make your workspace more profitable call us on 01444 233413.

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Top 5 Business Energy Facts

• Modern lights and starter motors are designed for heavy use and are much quicker to start than older ones. Any more than 10 minutes switched off, and you will save money.
• Turning PCs off completely at night will save three-quarters of their running cost. On and off operation does not damage them and will also reduce dust build up inside, actually extending their life.
• Never boil a full kettle ready for the next person. Unless you're certain when the next person will use the water, you are almost certainly paying to heat the water twice over.
• Instead of opening windows as the weather gets milder turning the heating down is just as effective, saves money and keeps the same space at a comfortable working temperature.
• 'Plugged in' Chargers for mobiles, torches, drills and walkie-talkies still use a few watts of electricity. So, unplug and save.

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Gordon's GIN

Director Gordon Reed offers up his cocktail of ideas for ensuring you get the best out of your refurbishment project:

• Get a supplier where you will have ONE point of contact from conceptual stage through to completion - this will save you time and money sourcing different suppliers for different aspects of the work.
• Insist on specifics at all times - attention to detail is everything. Woodman listens to your needs and responds with bespoke solutions for every individual refit.
• Never accept good customer service - in today's business world, it has to be exceptional. Our clients are our business.

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Woodman's Step-By-Step Workspace Relocation Guide

Phase 1 - Specification

• Create a working document covering all required activities
• Bring all your relocation requirements together
• Analyse office equipment needs
• Define telecommunications needs
• Document and organise the above into meaningful data
• Formulate and design requirements such as colour & fabric to suit needs

Phase 2 - Pre-Planning

• Obtain potential suppliers' proposals and quotations
• Check references and investigate insurance cover on new site
• Arrange for pre and post-move servicing of office equipment
• Survey new site, make floor plan, measure room size and storage needs
• Prepare floor and space plan for the new workspace layout
• Arrange for installation of telephone, fax, broadband, ISDN lines
• Contact your moving representative for a pre-move survey

Phase 3 - Selection Process

• Select suppliers for furniture, office equipment and installation
• Finalise office supply requirements and place order
• Look at and take on board any security issues
• Update your budget book and examine spend versus what remains
• Update your project plan, check relevant milestones and time remaining
• Do inventory on supplies

Phase 4 - Attention to Detail

• Check if the new phone lines, fax, ISDN & broadband are functional
• Get service agreement for all equipment going into the new site
• Clean away unwanted items from old site
• Appoint employee(s) to coordinate move with mover company
• Store inactive documents and destroy unwanted documents
• Have communication meeting with employees to provide move update

Phase 5 - Operation

• Arrange for new office interior decoration and deliveries
• Arrange office supplies and office equipment deliveries
• Secure necessary parking permits, as well as lift and building access
• Arrange for inspection of interior decoration and other office supplies
• Correct installation or decoration that is off specification
• Approve next stage

6th and Final Phase - Moving In

• Installation of filing cabinets, tables and chairs
• Unpack active files into the new cabinets
• Inform employees of security issues and access security codes
• Move into your new office location!

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First Impressions Really Do Count

First and foremost, your reception area should be inviting and accessible to all, leaving a positive lasting impression on clients, visitors and staff alike. In today's business environment, the role of the reception area is changing and needs to be flexible enough to accommodate a variety of different functions including that of an informal meeting area. The design and layout of this space needs to be carefully planned not only to reflect the company's corporate identity but also to make efficient use of the space available.

As the focal point on entering the building, thought should be given to the shape, layout and accessibility of the reception counter. The layout and style of the seating area is also important and dependant on its use. If solely for clients or visitors to wait for a short amount of time to be greeted, the use of static sofas or individual chairs with a coffee table will suffice. However, if the area is used for informal meeting/touch down areas, consideration must be given to the ability to quickly create an area that is more private, and maybe accommodate the use of laptops. The seating in this situation may, for example, need to be individual seats that can easily be repositioned. Woodman has a solution for all your reception needs, whatever the size or use.

We work with leading manufacturers to deliver the right solution for your business, with your individual requirements and budget our top priority. For advice on space planning, design and furniture solutions for your reception area, please call 01444 233413.

The Ki to Suzuki

Woodman continues to showcase its excellent design capabilities across the Suzuki GB group, transferring an existing body repair workshop in Slough into a modern, luxurious showroom and fulfilling the entire Japanese car manufacturer detailed requirements at a refit at Monty's in Sheffield.

"This is the first time we have used Woodman and they were excellent throughout the project. It started on time, was very well managed and completed a week earlier than planned; I would recommend them to anyone wanting the best," enthused David Waite at Monty's. Read our Suzuki case study here

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