Maximising the use of your office space

by Rob Bradley, Director – Workplace Solutions
T: +44 (0)20 7544 4221 or E: rbradley@nbrealestate.co.uk

The office environment plays a key role in the bottom line performance of your business. Or, at least it should. But is that the reality?

All offices go through the standard lifecycle of build, wear and tear, dilapidation and refurbishment. It’s all too easy to “go with the flow” and stay where you are, because your company might not have the right information.

How often do you seriously question the role of the office in the performance of your business? We all tend to fall into working practices that are more a function of our physical structures and working environments, rather than the changing needs of your operations. Yet, in recent times, enablers such as remote access IT and innovative workplace designs have allowed off-site working, desk sharing and a radical review of the amount of space each employee needs.

We may be reviewing space requirements, but we’re not talking about introducing the office equivalent of the battery farm. This is more about making desk space available as and when required, rather than dedicated to staff who may not be in the office. Using conferencing facilities, adaptable meeting rooms, chat areas and drop in zones for staff who are just passing through, can make your workplace more efficient.

The importance of flexibility
Flexibility is key to this type of arrangement. Increasingly, we operate in virtual teams, where team members from disparate functional groups come together for the duration of a project. They may spend a great deal of their time working together in team rooms, during which time they do not require the use of a dedicated desk. In this case, it makes sense to improve utilisation of the office space by desk sharing.

If this all sounds a bit too radical, then it may surprise you to know that for a great many companies today, this is normal practice. The approach is not only efficient; it is viewed positively by the staff. Once they have got to grips with giving up their dedicated workspace, they prefer this more dynamic and vibrant way of working. It facilitates open communication, and it simultaneously permits various teams to work more closely.

The modern office not only looks refreshing, it’s also an inspiring place to work. The effects on staff morale and motivation are significant and although they may be difficult to quantify, the benefits are clearly visible on a day-to-day basis. So a modern, attractive, comfortable work environment is generally accepted as a positive business asset.

But what’s that got to do with the real world? The current business environment is tough. Companies are tightening their belts, laying off staff and getting back to the basics. Who really cares about office refurbishment at a time like this?

Perhaps you should.

Show me the money
Smart office design is not just about creating a pleasant working environment, there can be some vast benefits, specifically in terms of cost saving and cash creation.

In a nutshell, the current downturn has created spaces in offices where there used to be people, and that is a wasteful use of company money. Space is money; or at least it could be if you can capitalise on the saving. Can you?

We can advise you on the feasibility of this type of consolidation in respect of your circumstances. For example, you may be able to sublet available space to create additional income, mothball floors or buildings in order to reduce running costs, or surrender the lease on a property to dramatically cut costs. If it is feasible to rationalise your premises, you might be surprised at how a new office design and work practices can significantly reduce the amount of space you actually need to house your staff.

You may be thinking along these lines already, but your enthusiasm may be curtailed by the complexity of the undertaking. After all, you will have to cope with project management, design, dilapidations and surveying. You will need to deal with move management, letting agents and take into account health and safety and employment regulations.

You will need information – lots of it – to make the right decisions. What are the potential savings? What will the exercise cost? How long will it take? What are the risks?

Frankly, it’s not the sort of initiative you’d take on lightly. Without a clear insight into the scale of the potential benefits; it doesn’t get past first base. But, the pressure to make efficiency savings is rising and taking no action is just not acceptable given today’s trading environment. So what are your real world options?

The options
Well you could keep putting it to the bottom of the pile, but that may not be a great career move! You could have a go at the “low hanging fruit” to see if you can make a few quick wins, but that is leaving too much on the table and you will invariably come round to the same dilemma.

You could take the DIY approach and put a team together to manage the project. Unless you are expert, this will be slow and risky.
 
NB Real Estate has the expert advice, and knows all the smart moves and the pitfalls. We can provide you with the information you need to make practical decisions about the way forward, in addition to managing the whole project, leaving you to focus on the current needs of your business.

Who can you trust?
This is home ground for NB. It’s what we do and we have a string of happy clients to prove it. We have built a long and successful track record helping companies to save money and motivate staff through modernising and consolidating their office space. For example:

• Henderson
  - A full Cat A refurbishment of 180 Piccadilly and 50 Jermyn Street, to increase rentable value.
  
  
• A large insurance company
  - Feasibility design of HQ.
  - Design of new 80,000 sq ft call centre complex in Staines, Middlesex.
  - Design of new corporate standards and space criteria across the entire property portfolio.
  
  
• Northrop Grumman
  - Feasibility Study and full refurbishment of an 84,000 sq ft HQ New Malden.

We will be delighted to do the same for you. You may find it will make more difference than you ever imagined.

To learn more about how you can capitalise on the opportunities call me, Rob Bradley, Director of Workplace Solutions on +44 (0)20 7544 4221, or email at rbradley@nbrealestate.co.uk. I look forward to hearing from you.