THE“Wheredo I Start?”

Getting Started

Determine the Services Needed

Space Planning

Ergonomics and You

Plan the Move

Enjoying Your Purchase

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6 EASY STEPS TO YOUR NEW OFFICE

Do you need planning help?Ifyouonlyneedacoupleofofficepieces,stoppingintoatrustedfurnituredealermaybeaquickoption.Ifyouareoutfittingacoupleofroomsorafullfloor,talkingwithanexperiencedofficefurnitureprofessionalcanpointyourprojectintherightdirectionfromthestart.Alargerprojectmayrequireanexperiencedinteriordesigner.Yourfurnituredealercanrecommendinhousedesignersorexperiencedindependentdesignersinyourlocalarea.

What is your target date?Theanswertothisquestionhelpsyoudecipherbetweenwhatiswantedandwhatisachievable.Mostlargerprojectsaremonthsinplanning,whilemanyfurnitureitemsareavailableinstockorby“quickship”forfastneeds.Anexperienceddealerwillexplainwhatisachievablewithyourimportanttimeline.Theycanalsohelpyoudevelopa“phasedplan”tobreaktheworkintosectionsaccommodatingcriticaldowntimesandotherrenovations.

What is your style objective?Officefurnitureandyourfacilitiesimpactyourstaffandclient’sviewofyourorganization.Whatimageareyoutryingtorepresent?

• TraditionalorModern• OpenorPrivate• ElegantorUtilitarian• SimpleorHighlyStyled

Achieving“YourLook”takesalittleplanningbutcanboostappreciationofyourwork.

What is your budget?Yourbudgetdollarsareprecious.Youwanttosqueezethemostvalueoutofeachoneofthem.Tostart,consultwithfinancialstakeholderstounderstandtherealityofyouravailableresources.Whencomfortable,shareyourbudgetwithyourtrusteddealertohelpthemhelpyou.Anofficefurnitureprofessionalcanassistyouinusingyourbudgettoitsfullestpotentialandachievethebestreturnontheinvestment.

Okay,soyouknowyouneedtooutfityourworkplace.Nowwhat?Sittingdownwithapadandpencanhelp.Herearesomequestionstostartyouthinking:

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Thecompetentofficefurnituredealeryouselectwilllayoutanarrayofservicesavailabletoassistyou.Someserviceswillbeatnocharge,includedwithyourfurniturepurchase.Morepersonalizedservicesmaycommandanappropriatefee.

• Determinethescopeofwork.

• Determineanappropriatebudget.

• Developaprojectplanwithtimelines.

• Meetwithstakeholderstounderstanddesiresandneeds.

• Uncoverergonomicneedsandsolutions.

• Incorporateacousticandsoundtransmissionchallenges.

• Understandfacility’suniquecharacteristicswithanon-sitewalkthrough.

• Layoutbasebuildingplanmeasurements(ifnotavailablefromyourbuilder).

• Inventoryexistingfurniture.

• Formworkflowandspaceplan.

• Considercorporateimageinplananddesign.

• Selectstyleandfurniture.

• Selectfinishandfabrics.

• Presenttheplantodecisionmakers.

• Coordinatedetailsforasmoothmove.

Your office furniture dealer can help…

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Asinkitchendesign,commercialspaceplanningisimportantinhelpingyourcompany“cook”withouttrippingoveroneanother.Planningtheworkflowandprocessisessentialtoaproductiveenvironment.

An experienced interiors consultant will consider:• Userrequirements• Activityrequirements• Furniturefixturesandequipment• Teamorpersonneladjacencies• Spacerequirements

Afull-servicedealercanprovideavisualplanofyourcustomizedspacein2Dand3Ddrawingstohelpyouvisualizeyourspace.Theseplansneedtotakeintoaccountfirecodesandworkflowefficiencies.Thisiscertainlyanareatoleanonexperience.

Ergonomicshasbecomenotonlyahotbuttonintheworkplacebutacompanyresponsibility.In2001parliamentpassedBillC-45whichstates“thosewhoareresponsiblefordirectingtheworkofothersareunderalegaldutytotakereasonablestepstopreventbodilyharmtoanypersonarisingfromsuchwork”.Thismayincludeofficeergonomicissues.Yourofficefurnituredealercanwalkyouthroughtheoptionsandprovideergonomicconsultationsconsidering:

• Currentemployeecomplaints,injuryandtimeloss.

• Properseatingselectedtosuitamongotheritems,worktypeandhowmanyhoursareworkedsitting.

• Worksurfaceandstoragelayoutthatisconvenientandsufficient.

• Keyboardandmousesurfacestoencourageproperpostureandreduceinjury.

In order to create a proper office space plan layout, a base floor plan of the area will be needed. If you cannot get access

to this drawing, atWork can help and provide the measurements as part

of our space planning service.

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Movingcanbethestormbeforetherainbow.Anumberofitemsneedtobelaidonthetablebeforethebigday.Planyourprojecttimelinesaroundthesecriticalissuestominimizedisruption.

As a new business you should consider:

• Spaceavailability• Constructionandfacilitycleanup• Personnelavailability• Furnitureordertimes• Furnitureinstallationtime• Phoneanddataequipmentinstallation

As an existing business you should consider:

• Phasingofdepartmentmovestoallowfortemporaryworkareastostayupandrunning

• Temporarystorageneeds• Existingfurniturethatwillandwon’tbeused

Youshouldalsoconsiderwhatyouwilldowithexistingbutunneededoldfurniture.Afull-serviceofficefurnituredealercanarrangetomoveoutexistingfurnitureonscheduleandintandemwithyourtiming.Atrade-inoptionmaybeavailabletoputmoremoneyinyourbudget.

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EXAMPLES OF GANTT CHARTS

ONE YEAR TO FOUR MONTHS AHEAD

Yourmainemphasisshouldbeonplanningthemajordecisionsthatwilldeterminetherestoftherelocationprocess.

Decideonamoveindate

Selectkeystaff

Knowyourbudget

Createa“Checklist”whichwillhelpyoutocreatea“Timeline”whichcanthenbemadeintoaGanttchart(*see example below)

Identifyanymajortenantimprovementrequirements

Retainarchitecturalfirm(if required)

Choosecontractors(if required)

Obtainanynecessarypermits(if required)

Communicatetoallemployees

Takeinventoryandbepreparedtotosswhatyoudon’tneed,movingisanexcellenttimetocleanhouse.

Thenmeetwithyourspaceplannerand/orInteriorDesignerandhavealistoffurnitureandequipmentthatwillneedtobeincorporatedintoyournewspace.Tryingtofiteverythingintoanewspacewithlittleornoexpertiseisaskingfortrouble.Byhavingaprofessionalanalyzeyourspaceandreviewyourrequirements,youwillmakeefficientuseofrealestateandoptimizeyournewworkspace.

FOUR TO TWO MONTHS AHEAD

Themainemphasiswillnowbeonfurniture,equipment,andphone&cablesystems.Withafinal“approved”Furnitureplaninhand,youcanorderyourfurniture.Workwithanexperiencedfurnituredealership,theyhelppeoplerelocateallthetimeandwillhelpyoutochoosealineoffurniturethatsuitsyourbudget,yourneedsandfitsthedécorofyournewspace.Theresultwillbeadynamicworkplacethatencouragesemployeestoriseupandexceedbusinessgoals,andthatwillmake“you”looklikeahero!

Thisisagoodtimetoaskforsomedecoratingadvice(carpet&paint)ifyouareworkingwithadealershipwithinteriordesignservices.(*see Decorating Tips)

TheITDept.isoftencalledupontocoordinateaninternaldepartmentmoveandyouwilllikelybecallinguponthemtohelpwithyourofficemove–sobenicetoyourITdepartment.Theywillhelpyoufigureouttherequirementsforoutlets,withtheorderingofnewequipment,andtheinstalling,packing,andmovingofexistingequipmentthatyoumaywanttore-use.

Dependingonthetypeoffurnitureyouplanoninstalling,youwillneedtodecideifcablingshouldbeinstalledbeforeorafterthefurnitureisinstalled.Freestandingfurniturevs.modularsystemsfurniture.

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Makesuretochecktoseeifthedoorways,accesshallways,ramps,andelevatordoorsarewideenoughtoaccommodateyourmovingequipmentandanylargeitems.

OrderNewSignage

Hirecleaningservicefororiginanddestination

Orderchangeofaddresslabels

PreorderTelecom&IT

Orderinternetaccess

Evaluate&UpgradePhonesystem(orderadditionalifreq.)

Lookintosecuritysystemrequirements(existing&new)

VOIPService

EvaluateServerRoomneeds

TWO TO ONE MONTH AHEAD

Thefocusshiftsheretostaff,customers&suppliers,aswellasthepurchasingofequipment&servicesforthenewoffices.

Assignofficespace

Getridofjunk

Sendchangeofaddresstoallvendorsandcustomers

Updateyourwebsite

Officeequipmentandservices

Insurance

Copier(moveorbuynew)

Alarmsystem

Keysandaccesscards

Vendingmachines

Orderchequesandupdatefinancialrecords

Stationary

ONE MONTH AHEAD

Prepareexistingequipment&supplies.

Inventoryexistingcomputers

Inventoryandtagexistingfurniture

Storepropertythatwillnotbemoved(ifreq.)

Obtainmovingcartons

Packupcommonareas

Tagallwallitemsandmovetocentrallocation

Newofficepreparation

Installsystemsfurniture(ifspaceisready)

Installphonesystem

Assignphonenumbers&extensions

Orderutilities

Notifypostofficeofchangeofaddress

LAST WEEK

Preparetomove–keepthisweeksimple–nobigmeetings

Packupdesks

TagEVERYTHING

Backupcomputers

Takedownsystemsfurniture

Finalprepfornewoffice

Mapoutthefloorplannewlocation&labelEVERYTHINGappropriately

Inspectthenewbuilding

Reserveelevatorsandloadingdocks

Distributenewkeys,cards

MOVING DAY

Keepeveryoneoutoftheway.Thisdaybelongstothemovers.Onlythepersonyouselectedtoguidethemoverstotherightlocationsshouldbeonlocation.

Postcodedsignsinthenewofficeforthemovers

HavetheMoveCoordinatoronhandwhohastheauthoritytomake“onthespot”decisions.Thiswillavoidcostlydelaysintheeventofunforeseenchangesinyourmoveplan

HaveseveralcopiesoftheFloorPlanavailable

Protectthemovingpaths

SetupaLostandFound

Cleanouttheoldoffice

POST MOVING TASKS

Collectoldkeys,cards

Periodicallyvisitoldofficetopickupanymail

Schedulesecurity,phonetraining

ArrangeanOpenHouse/GrandOpening!

Makeyourstafffeelwelcomeandcelebratethesuccessofthemove

Don’tforgetthatyoudidn’tdoitalone!Congratulateeveryoneonhisorhercontribution...itgoesalongway!

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• Keepinmindthatwhendecoratingyourofficespaceyouwillneedtofindbalance.Youwantyourofficespacetobeinvitingandpleasantforyouremployeesandvisitorsbutitmustremainprofessionalinlookandfeel.

• Startwiththeflooringcolourandfinish...itisalargesurfacetocoverandwillhaveamajorimpactonimpressionandwilldictatetherestofyourfinishchoices.Consideracolourthatisforgivingwithrespecttocoffeespills,snowandsalt.

• Whenchoosingpaintcolours,decidefirstifyouaregoingtoincorporateanycorporatecoloursorcompanylogos,becausethesewilldictateyourcolourpalette.

• Ingeneral,thetraditionalconservativeindustriessuchasbankingorlegalservicesseemtostickwithneutralcolours,whereas“Creative”typeindustriestrytohavefunwithcolourandgoformorevisualpizzazz.

• Whicheverwayyougo,besuretousehighqualitypaintthatwilllastyoualongtime,becauserepaintinganofficecanbeaverydisruptiveevent.

• Artworkisagoodwaytobrightenupanyspace,butdon’trushit.Choosetastefulframedphotosorprintsthatsuityourbusinessandspace.Ifyouhaveblownthebudgetanddonothaveanymoneyleftforartworktryinvitingalocalartisttodisplaytheirartonyourwalls.Theygetexposurefortheirworkwhileyougetfreeofficedécor.

• Plantsareagoodwaytomakeyourofficea“GreenZone”Employeeswillfeellesscutofffromtheoutsideworld,especiallyinurbanareas.Whenbuyingplants,readthetagsandmakesuretheywillthrivewiththeamountoflightavailableinyourworkspace.Therearealsomanycorporateplantservicesthatwill“rent”officeplantsandtakecareofthemforyou.

• OnelastpieceofadvicewhendecoratingifyouhavejustmovedintoanewspaceistoControltheClutter!

Thisistheperfecttimetosetsomenewofficerules!

Ithasbeensaidthatwithacleardeskcomesaclearmind.Considerhavingacompanymeetingtodiscusswhatwillbeacceptableclutteroneachdesktop.Perhapsa“movein”presenttoallstaffwouldbeaframeforaphotographofalovedone.Thatwayyoumaintainuniformityandthefinishiscomplementarytotheworkspaceandfurnitureyoujustpurchased.

Achaoticphysicalenvironmentwillsoongivewaytoachaoticenergyintheworkplaceandthisisrarelygoodforproductivityorprogress.

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Financing

Tofindyourselfinacomfortablepositionafteryourmoveyoumayneedtoconsiderfinancing.Therecertainlyarebenefitstoleasingforbusinesses.Hereareafew…• Freeupvitalcashflowwith

lowmonthlypayments• Takeadvantageoftaxbenefits

bywritingofftheexpense• Buywhatyouneednow,rather

thanberestrictedbycurrentfunds,andgaininofficeproductivity

Ifyouplantopurchaseyourfurnitureoutrightyourtrusteddealercanexplaindepositsneeded,andpaymenttermssoyouwillbepreparedwhenasked.

Warranty

Commercialfurnitureismadewithheavy-useinmind.Ifyoudoexperienceaproblem,knowinghowyourdealerhandleswarrantyservicewillgiveyoupeaceofmind.Askyourfurnitureprofessionalformanufacturer’swarrantystatementsandhowarepairwillbehandled.Howfastistheturnaround?Isaloaneravailableiftheitemneedstoberepairedoff-site?Aretherechargesinvolvedforservice?

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CAMBRIDGE

519.621.8686800.561.2164

TORONTO/GTA

416.213.7475800.268.6622

PETERBOROUGH

705.745.1399800.561.5155

BRANTFORD

519.753.3330800.663.3325

LONDON

519.681.2254800.265.6699

HAMILTON/NIAGARA

905.957.3412877.928.9675

www.atwork.ca