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6 critical considerations for your startup’s first office space

6 critical considerations for your startup’s first office space

Moving into your own commercial office space for the first time can be quite an exciting step in your entrepreneurial career. It indicates a coming of age for your new business, meaning it’s much more likely to expand and flourish. By accommodating more resources and staff in your new space, your business will be more productive.

Selecting the perfect office space for your business can be quite a challenging task. The space you choose might be a deciding factor in a number of other important decisions which will affect your business. For example, it will affect your office budget, the lease and rental rates, the accessibility and functionality of the space, utilities, and other unknown costs. If you are the owner of a startup and are looking to move into the perfect office space, here are 6 critical considerations you need to make before signing the lease.

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The Location

The location of your startup’s office is perhaps one of the most important aspects of your future business. If you intend to have your office space in the heart of the city or in an upscale neighborhood, you might attract customers with larger spending power, however, you will pay high leasing and rental costs, which might cause a dent in your resources. On the other hand, offices in less-upscale areas may offer lower rent but may not fetch you as many customers who have considerable spending power. Based on the nature of your business, it is imperative to make a call and arrive at a decision.

Lease and Rental Rates

Real estate rates can change over time and get you into real trouble. The last thing you would want is to settle down comfortably into your office premises, then find that your landlord hikes the rent at the end of the year and rents it out to someone else if you don’t pay more. Most office leases are for a minimum of one year and can go up to ten years. It is important that you prepare your rental agreements with caution and ensure that they give you a chance to renew. Although rental rates are generally negotiated when you renew your lease, you could consider an agreement in which the increase in rent is capped at a maximum of 5%.

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Infrastructure                

Infrastructure plays a huge role in determining the suitability of your new office space. The total cost you pay towards electricity, phone and internet services, heating, and air conditioning in an office space will be a considerable investment; therefore, you need to conduct adequate research to decide on which service providers you will have on board. You can get in touch with your landlord or the managers of the commercial spaces in your neighborhood to gain a perspective.

Accessibility and Transportation

Your office space should be within close proximity to your home in order to ensure that you and your key employees do not spend a lot of time in commuting every day. Ensure that your office is in the vicinity of metro stations or other public transportation options. Your office premises should be able to take care of the parking needs of both your employees and your customers. Locating your office space in close proximity to public transportation is necessary if you have limited parking space.

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Ease of accessibility will not only earn you loyal customers but will also help you to attract potential employees to work for you.

Designing Your Office for Maximum Functionality

You need to first understand which kind of office floor plan will best suit your business. Many recent, successful startups have adopted the open floor plan to foster employee bonding and team spirit. You could also consider open cubicles divided by partitions, which offer a considerable amount of visual privacy. Ensure that the windows are duly covered with blinds to filter the sunlight and to prevent outside noise from entering the office.

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Assigning adequate space to your employees is important. It is also important to set guidelines with regards to employees’ ability to personalize their work spaces. Make sure that your office has provisions for differently abled employees.

Exuding Your Brand and Culture

Your office represents what you do and serves as a fantastic branding tool. It should embody everything that your brand reflects. Branding your office will play into your work culture and reinforce the work principles your employees abide by. They should see your company’s brand all around them – from the location of the office to what they see when they walk into the office premises. Their work culture should be shaped by the brand they work for. This is also applicable to clients and customers who visit your office. With great branding, it will be far easier to gain customers’ confidence in your business abilities.

Office environments and cultures have witnessed numerous revolutions over the past decade, courtesy of the startup trend. Office spaces that create an aura of comfort and motivation have been successful in fostering loyalty among employees. It is up to you as a leader of your business to make these important decisions that will help your business flourish.

Featured photo credit: Bench Accounting via unsplash.com

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Last Updated on January 21, 2020

How to Increase Work Productivity: 9 Ground Rules

How to Increase Work Productivity: 9 Ground Rules

We all have those days when completing our assigned tasks seems beyond reach. With the temptation of social media, mobile games, and the internet in general—not to mention the constant bustle of people in the office—it’s easy to fall prey to disruptions and distractions at work.

So, what can we do about it? How to be productive at work?

While we don’t have a foolproof system that can completely eliminate disturbances and diversions, we do have 9 ground rules that can be applied to help give your productivity levels a boost.

Keep reading to find out our tips on work productivity.

What Does It Mean to Be Productive?

How to be productive at work?” is the age-old question plaguing employees and employers alike around the world. Regardless of where you work and what you do, everyone is always looking for new ways to be more efficient and effective.

But what does being productive actually entail?

Completing more tasks on your list or working longer hours doesn’t necessarily mean you’re being more productive. It just means you’re more busy, and productivity shouldn’t be confused with busyness.

Productivity means achieving effective results in as short amount of time as possible, leaving you with more time to enjoy freely.

It involves working smarter, not harder. It means refining processes, speeding up workflows, and reducing the chances of interruptions.

Productivity is best achieved when looking at your current way of working, identifying the bottlenecks, flaws, and hindrances, and then finding ways to improve.

9 Ground Rules on How to Be Productive at Work

1. Avoid Multitasking

Multitasking can give the impression that more tasks can be accomplished as you’re doing multiple things at once. However, the opposite is true.

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Research has shown that attempting to do several things at the same time takes a toll on productivity and that shifting between tasks can cost up to 40 percent of someone’s time.[1] That’s because your focus and concentration is constantly hindered due to having to switch between tasks.

If you have a lot of tasks on your plate, determine your priorities and allocate enough time for each task. That way you can work on what’s urgent first and have enough time to complete the rest of your tasks.

2. Turn off Notifications

According to a Gallup poll, more than 50 percent of US smartphone owners admit to checking their phones a few times an hour.[2]

Switching off your phone—or at least your notifications—during work hours is a good way to prevent you from checking your phone all the time.

The same applies to your computer. If you have the privilege of accessing social media on your work desktop, switch off the notifications on there.

Another good tip is to logout from your social media accounts. Therefore when you feel the urge to check it, you might be swayed because your page isn’t so easily accessible.

3. Manage Interruptions

There are certain disruptions in the office that are unavoidable such as your manager requesting a quick meeting or your colleague asking for assistance. In order to deal with this, your best approach is to know how to handle interruptions like a pro.

Be proactive and inform the people around you of your need to focus. Turn your status on as “busy/unavailable” on your work chat app.

If you’re on a deadline, let your colleagues know that you need to concentrate and would really appreciate not being interrupted for the moment, or even work from home if that’s a feasible option for you.

By anticipating and having a plan in place to manage them, this will minimize your chances of being affected by interruptions.

4. Eat the Frog

Mark Twain once famously said that:

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“if it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”

What this basically means is that you should get your biggest, most urgent task out of the way first.

We all have that big, important task that we don’t want to do but know we have to do because it holds the biggest consequence if we don’t complete it.

Eat the frog is a productivity technique that encourages you to do your most important, most undesirable task first. Completing this particular task before anything else will give you a huge sense of accomplishment. It will set the ball rolling for the rest of the day and motivate you to eagerly complete your other tasks.

5. Cut Down on Meetings

Meetings can use up a lot of time, which is time that can be used to do something useful.

You have to wait for everyone to arrive, then after the pleasantries are out of the way, you can finally get stuck into it. And sometimes, it may take a whole hour to iron out one single issue.

The alternative? Don’t arrange a meeting at all. You’ll be surprised at how many things can be resolved through an email or a quick phone call.

But that doesn’t mean you should eliminate meetings altogether. There are certain circumstances where face-to-face discussions and negotiations are still necessary. Just make sure you weigh up the options prior.

If it’s just information sharing, you’re probably better off sending an email; but if brainstorming or in-depth discussion is required, then an in-person meeting would be best.

6. Utilize Tools

Having the right tools to work with is crucial as you’re only really as good as the resources you have at your disposal. Not only will you be able to complete tasks as efficiently as possible, but they can streamline processes. Said processes are essential to a business as they manage tasks, keep employees connected, and hold important data.

If you’re the manager or business owner, ensure your team has the right tools in place.

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And if you’re an employee and think the tools you currently have to work with aren’t quite up to par, let your manager know. A good team leader understands the significance of having the right tools and how it can impact employee productivity.

Some examples of tools that could be used:

Communication
  • Slack for team chat and collaboration.
  • Samepage for video conference software.
  • Zendesk for customer service engagement.
Task Management
  • Zenkit for task and project collaboration.
  • Wunderlist for listing your to-do’s.
  • Wekan for an open source option.
Database Management
Time Tracking
  • Clockify for a free tracker.
  • TMetric for workspace integrations.
  • TimeCamp for attendance and productivity monitoring.

You can also take a look at these Top 10 Productivity Tools to Help You Achieve 10x More in Less Time.

7. Declutter and Organize

Having a disorganized and cluttered workspace can limit your ability to focus. According to researchers, physical clutter can negatively impact your ability to concentrate and take in information.[3] Which is why keeping your work environment well ordered and clutter-free is important.

Ensure you have your own system of organization so you know what to do when the paperwork starts to pile up.

Being organized will also ensure that you know where to find the appropriate stationery, tools, or documents when you need it. A US study reveals that the average worker can waste up to one week a year looking for misplaced items.[4]

Here’s a useful guide to help you declutter and organize: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)

8. Take Breaks

Taking regular breaks is essential for maintaining productivity at work. Working in front of a computer can lead to a sedentary lifestyle which can place you at a higher risk of heart disease, diabetes, and obesity. Even a 30 second microbreak can increase your productivity levels up to 30 percent.

As well as your physical health, breaks are also crucial for your mental and emotional wellbeing. That’s because your brain is like a muscle, the more it works without a break, the easier it is for it to get worn out.

Ensuring you actually take your breaks can prevent you from suffering from decision fatigue. It can also help boost creativity.

Take a look at this article and learn why you should start scheduling time for breaks: The Importance of Scheduling Downtime

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9. Drink Water

Although we know we should, it’s easy to forget to drink enough water during the working day.

Many of us turn to tea or coffee for the caffeine hit to keep us going. However, like taking breaks, drinking water is essential for maintaining productivity levels at work. It’s simple and effective.

Not drinking enough water can lead to dehydration and also headaches, tiredness, and weight gain.

A good tip to avoid dehydration is to keep a water bottle at your desk as it can serve as a reminder to constantly drink water.

If you find the taste of water a little bland, add some fruit such as cucumber or lemon to give it a better taste.

You can also get more ideas on how to drink more water here: How to Drink More Water (and Why You Should)

The Bottom Line

The preceding 9 ground rules on work productivity aren’t the be-all, end-all. You and the company you work for may have other tips on how productivity is best increased and maintained.

After all, it’s something that can be perceived differently depending on the exact job and work environment.

In saying that, however, the 9 ground rules serve as a good foundation for anyone finding themselves succumbing to disruption and distraction, and are looking for ways to overcome them.

A good tip to keep in mind is that change doesn’t happen overnight. Start small and be consistent. If you slip up, just dust yourself off and try again.

Developing habits happens gradually, so as long as you keep up with it, you’ll soon start to notice the changes you’ve been making and eventually enjoy the fruits of your labor.

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Featured photo credit: Cathryn Lavery via unsplash.com

Reference

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