A Very Interesting Article I found which is actually very important for all of us. We have faced these problems. We were expanding and I was searching across for something and found this article very very interesting.
Ashwin
How to design your office?
Before you start designing your office think about the interior space that will be needed. Does it need to be subdivided into rooms or work areas? What types of work will be done in the space. For the exterior, what should the appearance and surroundings convey about your business? What about parking and loading docks?
Gather as much information as possible about the area in which you wish to locate, looking at prospective sites and buildings. Allow yourself time to conduct a thorough search. Network, testing your plans out on trusted associates. This is a critical decision to the business so take ample time to think through all the ramifications of cost, space and location.
Designing Your Office Space
Designing your space should happen simultaneously with choosing the space. The most efficient layout will make a major difference in your space requirements.
Equipment and workflow. Group the equipment you use most frequently closest to you. If at all possible, plan flexibility into the space with movable equipment and desks and adjustable shelving. Then as work flow changes; the space can be rearranged appropriately. Look at the equipment you will be using, not only from a convenience standpoint, but also from what it needs to function properly and what type of output it produces.
Good lighting is critical, but different lighting is needed for different tasks. Arrange lights so you can turn them on and off in various work areas as the need arises.
Noise can be a major distraction, especially if you need to make numerous phone calls. Place noisy equipment away from work areas that need quiet.
Comfort. We all should be very aware by now of the consequences of long-term exposure to poorly designed environments. Ergonomics , the study of the spatial design of job requirements and work sites in relation to human physical and psychological capabilities and limitations, has become a critical component in any work environment.
What are the things to be considered while designing your office?
Budget
How much can you afford for space?
What is the maximum amount your are willing to spend?
What is the ideal amount to spend?
Employees
Number of employees by type of work they do.
Amount and type of work areas each employee needs.
Special needs for disabilities.
Features
The things you must have in your office space
The things you absolutely don't want in your office space
What your ideal space would be given you could afford it?
Layout
How many private offices?
How much open work area is needed?
How much storage?
How many restrooms?
Any other specialized space needed (e.g., reception area, lunch room, conference room)
Ease of access for customers and suppliers
Work Areas
What types of work areas are needed?
How large do the work areas need to be?
What equipment is needed for each work area?
What other features need to be considered? (e.g., electrical outlets, air conditioning)
Lighting
How to maintain your equipments?
Regular maintenance schedule
Having a regular maintenance schedule is critical for every piece of equipment used in your business. Fortunately, computer software exists to help with that process, although a good paper system that flags maintenance dates can be perfectly effective.
Start a file
Start a file of all the papers that came with each piece of equipment for warranty service, including copies of invoices. Set up a calendar of maintenance for all the equipment. For a small office, it may be one day every six months that you give a thorough cleaning to each item. Include vehicles in this list. This is time that needs to be programmed that is not for business production, but for taking care of what you have.
Insurance
For larger items, insurance may be critical - and these maintenance files will be good documentation for obtaining the insurance. Appropriate surge protection for all electrical items also fits under maintenance. Look for other hazards like cords running across an open space or possible fire hazards.
Security
Be aware of opportunities for theft. Are important pieces of equipment secured well? Take time to step back and look at potential hazards. Put procedures in place in make the environment safe with minimal downtime for broken equipment.
How to purchase the equipments?
This is the fun part so take the time to really look, compare and make the right choice for you. The critical component at this stage is to think through the purchases carefully. Do not race and buy whatever is the cheapest.
Take you time. Make each purchase an asset to your business.
The equipment choices for any business these days are enormous. Making the right choice for your business can be a challenging task.
Think through the long-term consequences of each choice.
Get advice from other business owners.
Invest in equipment you can trade-in or upgrade when you are ready.
Try to keep your options open by leasing before buying so you can see if the equipment is right for you before you make the leap.
Enjoy making the decision and enjoy using the new equipment in your business
Make a bare bones list of each piece of equipment that is absolutely essential for running your business.
Determine how much this equipment should cost.
Make a list of the equipment that might be useful to have.
Make a list of the equipment that it would be just plain fun to have.
Figure out what portion of your budget can go towards equipment. It should cover the bare necessities and let you have at least a few of the 'nice-to-have' items.
Identify the features on the equipment lists that you want for each piece of equipment.
List the manufacturers of each of the types of equipment, including the models and features they make.
Identify all the different places you might purchase each piece of equipment. Don't forget to include the possibility of purchasing directly from the manufacturer.
Visit some vendors to see the different features demonstrated.
Start down your list of basics and price out every model from each possible vendor by phone.
Make your basic purchases.
Add up how much was spent on basics to see how much money is still available.
Prioritize your remaining to lists (would like to have, would be fun to have).
Decide how many of the items you can purchase and purchase them.
Save the list of unpurchased items for rewards when you reach certain financial goals in your business.
Tips:
If you are purchasing a lot of equipment at a time, contact each potential purchase site to see if you can get special pricing or terms.
Many vendors offer lease with an option to buy. If this is a new brand or type of equipment for you, this may be a good way to try it out without too much of a financial commitment.
For very large equipment purchases that would be used infrequently, consider buying it in a partnership with one or more other entrepreneurial ventures.
How to purchase lease equipments and furniture?
Instead of buying equipments and furniture, leasing can be the best option for your business. However, there are many variables that should be considered, including costs, use restrictions, and legal implications.Leasing operating equipment, such as computers, vehicles, and machinery, often makes more sense than buying. However, while favorable leases are often good bets, unfavorable ones can easily sink an emerging venture. While doing your legal homework can help prevent bad deals, it's always a good idea to have a lawyer look over a lease before signing it.
Benefits of Leasing Equipment
Leasing is Flexible.
Leasing can be Cost-Effective.
Leasing Has Tax Advantages.
Leasing Helps Conserve Your Operating Capital.
Leasing keeps your lines of credit open.
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