Every office is bespoke and different in its own way, but at the same time the majority of working offices will need a few fundamental pieces of equipment which will enhance business processes and efficiency amongst the workforce. Listed here are the most important elements to an effective working office.
1. Calendar – when working as part of a workforce, it is very useful to have a calendar where everyone can document their plans, and the time and date of any events. This can be for both internal events, which include meetings, training and days out, and external events, which include trade fairs or any holiday time that's been booked. The format you choose is completely up to you, as you can use a diary or a poster for the whole office to use so that every one is aware of what's going on throughout the company.
The alternative which seems to be most common in the modern office are online calendars such as the one built into Microsoft Outlook. Here it is possible to post or edit events and meetings, which the whole office and your clients can access. It will also allow you to invite members of the team to that they can plan their schedule and receive reminders before important meetings.
2. File Server – this is some sort of system where you can file and store all important and relevant information so that you can look up and refer to it at a later date. This can include office, financial and legal documents, which you will need to refer back to at a later date. Almost all companies now use a ‘paperless' system whereby all important files are stored on a file server, which is usually managed by an external I.T company for small companies, or an I.T department for larger organisations.
You should also be aware that any system failures could mean that you are unable to access them at critical times. Ensure backups are carried out and security systems are always up to date.
3. Automatic Backups – These are systems which will make copies of your data so that the additional copies can be used to restore data that has been lost or deleted. In large companies, this is extremely important as you could lose valuable company data, and even more disastrous you could lose your clients data, which will not make for a good working relationship.
These systems will automatically back up this data, so you do not have to worry about doing it manually. This can really be a life safer in desperate times.
4. Comfortable ergonomic equipment – This is any equipment or facilities you will use in your working office which has been built for your comfort to help make your working day as easy and painless as possible. This can come in a variety of forms which include ergonomic office chairs, which have been built to keep you comfortable, and to help you maintain a good posture so that you do not develop back ache. This can also include the height, distance and viewing angle of your monitor so that you do not strain your eyes or your neck. All these measures have been designed to prevent long term injuries and disabilities.
5. Office Partitioning systems - You should also consider the environment your employees are working in. Does your office benefit from office partitions or would they be more productive in an open plan office layout? Is there enough lighting in the room to inspire and motivate them, and is the colour scheme correct? These office layout issues are of vital importance to how your office works and how your employees behave.
These are just a few essential elements of the modern working office that you will not be able to function without. Equipment like computers and phones are obvious omissions here but this list consists of some elements that people will often forget when setting up an office for the first time. Remember you will probably only get one go at this, as making major changes to things like office partitioning will involve disruptions – so make sure you use the right solutions first time around.
Optima Systems are an office partitioning expert, specialising in frameless glass doors, glass office partitions and glass walls.
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