How to Set Up Your Office Efficiently for the New Year
It’s a little early to start discussing your New Year’s Resolutions. Still, it’s never too soon to think about self-improvement. A gym membership is great in theory, but there is another less-tried method for making the upcoming year all the more rewarding.
If you follow a 40-hour-a-week work schedule, roughly 24% of your 7-day week is spent focused on work-related tasks, often at the office.
Whether you’re an experienced office administrator or a novice business operator moving into your first lease, you can always try different things to make your company’s work processes more efficient.
Here are some tips to get you set up and inspired for a more productive year ahead—and no, we’re not just talking about the organization of your desk (although that does play into it).
Evaluate the Type of Work Environment You Want Moving Forward
Part of setting up an office involves the essentials, such as arranging for reliable internet and purchasing the appropriate number of computers and necessary stationery. You’ll also need to ensure you have a place to store any specific products or tools connected to your field.
Outside of those considerations, the layout of your company’s designated workstations will shape the way you operate and the culture within your company. If you’re in charge, this is your chance to create the type of working environment in which you think you will thrive.
Some team leaders prefer to have their own office or designate separate office spaces for specific teams or team members. Others prefer a more open shared space where everyone cohabits in the same room and works side by side. The latter scenario forges a stronger camaraderie among the team members and builds team spirit.
Some may feel a lack of barriers deprives staff of the privacy needed to buckle down and concentrate. An open-concept work area lends itself to more conversations, which may or may not be conducive to improving work habits.
Coworking spaces (like those at The Westlund Building) permit all of the scenarios above, plus the freedom to move about the building’s communal areas as desired. Coworking offices are also suitable for companies that want to give their staff the option of working from home or coming into the office.
Cater to the Staff’s Every Need
If you rely on your workforce’s creativity, steady output, and positive attitude for success, you must empower them with workplace luxuries that will keep them satisfied and productive.
Don’t forget about what you personally need to stay efficient and sharp. Whether it’s a clutter-free desk, a framed picture of your family, or earbuds for listening to music as you work online, it’s the little things that can make all the difference.
In the same way you do your best work when you have everything necessary for optimum comfort, your staff expects no less.
Providing a pleasing room temperature, caffeinated beverages, rehydrating options, and clean facilities are some of the basics office employees have come to expect. In addition, you may wish to provide:
Ergonomic accessories: Products such as adjustable desks and chairs, multiple monitors, anti-fatigue mats, wrist rests, and footrests reduce body strain.
Proper Lighting: Windows that let in natural light help contribute to increased productivity, but if your location doesn’t have access to windows, cool blue or white lights are best to simulate the natural aesthetic for increased alertness and reduced eye strain.
Plants: Studies have shown that greenery sparks workplace productivity and creativity.
In the same way that fair compensation and medical benefits attract the best candidates to fill your roles, creating a welcoming office environment can be another enticing feature for attracting and retaining the people you want on your team.
Have a Way to Set Workplace Goals
Whether you’re working alone or with a team, meeting assigned deadlines is essential. A big part of staying on track throughout the day is maintaining the discipline to manage your time effectively. The best way to practice this is by allocating specific blocks of time to completing significant tasks and tracking how long they take.
Not only will implementing defined time structures help with your scheduling and time management, but it will also help you channel your focus for each assignment, knowing you only have a limited amount of time to get things done. When you’re aware that the clock is ticking, you’re less likely to get distracted.
Knowing how long each task will take is beneficial from a management perspective, as it allows for clearer insights into the overall picture. Having reliable timelines informs everything from pricing and budgeting to staff management.
Tools for Tracking Time
Many companies will invest in one of the many software apps available, such as TimeCamp, RescueTime, or Toggl Track, for tracking assignments.
Other people prefer a more conventional personal timer to stay on pace, and there are plenty of free online options, including Big Timer or the TomatoTimer site.
Of course, the perception of micromanaging and constant updating may not prove valuable for all types of businesses. With so many options and free trials out there, it’s worth investigating which technology will best serve your company’s needs.
Maintaining a visible calendar for upcoming deadlines is the bare minimum in this regard. If you work with others, you must convey this information to everyone. Whether you invest in a simple, giant whiteboard or a cloud-based platform for managing projects such as Monday or ClickUp, knowing what task comes next is a great way to stay productive.
Allotting time for work and tracking progress can be helpful. Still, every company should determine what works best for them, depending on their type of work.
Get Yourself Set Up Today!
A change of scenery could be exactly what your business needs in the new year!
The Westlund Building in Langley offers many options for optimizing your company’s processes. We offer a relaxing, modern work environment for today’s business professionals. With 80 offices, 75 coworking chairs, 6 designated meeting rooms, a large training space, 16 washrooms, a large kitchen area with a coffee bar, and indoor and outdoor parking, your business has all the space it needs to stay efficient and grow.
Book your tour today and get ready to explore the exciting opportunities that await.