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The open office presents some etiquette concerns. Let’s examine Policies, Protocol and Politeness as it relates to the open office environment. Cost considerations and space utilization can direct an organization’s decision to move from private to mostly open space. However, achieving strategic goals and supporting a firm’s mission, brand message and culture often play a more significant role. By improving collaboration and communication, flattening hierarchies and eliminating siloes, open environments can catalyze the innovation businesses seek.
Removing barriers and creating a more efficient footprint brings additional benefits. Open office environments can enhance workplace flexibility and provide the agility to meet evolving business needs. Infusing a workplace with natural daylight helps achieve sustainability and wellness initiatives.
Transforming a workplace to a more open setting creates an opportunity to drive other organizational changes.
A successful approach to the shift is pragmatic, holistic and begins well in advance of occupancy. It continues through the actual transition and includes regular updates and checkins. Developing and introducing appropriate guidelines, expectations and etiquette to the workforce will help streamline your firm’s adjustment to its new environment, minimizing downtime and lowering stress levels. This paper provides advice on the process for developing workplace protocols and presents an example of guidelines for a hypothetical company that addresses some typical hot button issues.
SIMPLE PROCESS FOR DEVELOPING WORKPLACE PROTOCOLS
Before the move
• Gain leadership support and sponsorship. An effective shift begins at the top. Active and visible leaders play a critical role in times of change. It is important to involve them early in the process as they provide the authority and influence necessary for a successful workplace change. An employee’s direct manager also plays a significant role in providing specific information and reinforcing change principles.
• Introduce the open office concept. Using multiple forms of media and approaches, educate employees on the changes taking place and the business reasons for the change. Maintain a positive, informative tone while highlighting ways it will benefit them as well as the organization.
• Initiate a transition from the old environment to the new. Provide the support and tools necessary to assist employees in the change. For example, shredding and scanning materials ease the move to digital records. Consider offering incentives or sponsoring a company-wide contest for purging physical files.
• Involve employees in creating guidelines. Including employees in the process will further engage them, solidify “buy-in” and sidestep a perception that change is “being done to them.” An appropriate level of engagement can give employees a voice, without setting unrealistic expectations of influence.
Assemble a small group of employees who represent different areas of the business that will be moving to the
Using the sample guidelines we have provided, brainstorm a list of no more than 5 to 8 issues relative to adopting an open workplace that the group feels should be addressed. Within that list, include these three areas of concern: audible distractions, privacy and uninvited interruptions.
Employee representatives can then solicit input from co-workers on the specific issues, such as common sources of noise in the office, and the collective team can create a short “rule” or guideline that addresses each issue. Some issues may require more than one guideline.
• Consult with Human Resources to assure compliance. Your Human Resources representative should be
involved to ensure that any guidelines you create align with existing policies. • Confirm that the appropriate infrastructure is in place. Security and shared spaces reservation systems should be functional; individual and team workspaces should be fully equipped and accessible. Storage and supplies should be available. All elements of technology, including hardware, power and connectivity, must be available, serviceable and reliable. Be sure to provide proper training to employees and managers on how to use new spaces and technologies.
DURING THE MOVE
• Deliver guidelines. Use the release of guidelines as an opportunity to reiterate your message and celebrate the mission. Depending on the number of employees involved in the change, you can incorporate the guidelines with other training meetings related to the move. If that is not practical, the guidelines can be posted on the corporate intranet and/or presented via “lunch & learn,” webinar, town hall or other method appropriate to your organization’s size and culture. Guidelines should also be a component of onboarding materials for new hires.
• Make the change a positive experience. Celebrating the move process with events and consistent visuals and messaging acts to reinforce a positive experience. Consider providing a welcome letter from leadership and a small office-related gift to each employee on move day.
• Distribute all essential materials and guides. In addition to the sample guidelines presented, develop a printed series of handouts such as office plans, technology instructions and codes, and any other needed guides that employees can refer to.
• On move day, have staff on-hand to resolve problems and answer questions.
• Lead by example. Managing a successful change starts in the C-suite. Encourage all levels of the organization to follow the suggested guidelines on a daily basis. Users will be more inclined to accept their new workstyle upon seeing senior leaders adopting the new workplace norms.
AFTER THE MOVE
• Monitor and adjust. Assess the successes and shortcomings of the change process. There is no substitute for regular face-to face conversations and walking around to see if policies are working and being adhered to.
Build in means for users to submit feedback on how they feel the guidelines are working after about 90 days. Based on insights learned, policies can be tweaked as needed.
A well-executed plan will aid in acceptance of a new environment. Moreover, knowing their input was considered and future feedback welcomed will engage and encourage employees to embrace their new space.
CLICK HERE TO SEE THE SAMPLE GUIDELINES FOR OPEN OFFICE POLICIES, PROTOCOL AND POLITENESS INCLUDED WITH THIS ARTICLE
For More Information, Contact
Let’s look at how to increase productivity at work. So many tasks, so little time. Do you ever complete your workday feeling like you couldn’t achieve everything you wanted to? It begins with preparation. I get it. Being 100% efficient at work can be difficult and sometimes overwhelming. Setting proper timelines will allow you to increase your own profitability and ease workday stress.
Take a stab at these tips to increase your productivity at work:
How to Increase Productivity #1. PUT A VALUE ON YOUR TIME
I often ask our sales reps, what is your time worth? If you are able to give yourself an hourly rate, it will help you use your time more efficiently. Giving yourself value allows you evaluate whether what you are doing is actually making you money or costing you money. It will also help you notice when customers or colleagues may be taking advantage of your time. Create a total value of yourself, including your salary, free time, benefits, your TOTAL value. (Hint; this should be more than you earn), then back that number into an hourly rate. While working throughout the day ask yourself if you are earning that rate.
How to Increase Productivity #2. TAKE BREAKS
We may think working longer hours implies we’re accomplishing more, yet we never function well when we’re worn out. Studies indicate taking standard breaks helps focus and lifts your inclination. Take a five-minute stroll around the workplace or go through a 15-minute mid-day espresso or stretch.
How to Increase Productivity #3. SET SMALL TASKS
Some of the time, looking at our objectives can be overpowering. Seeing a bunch of enormous undertakings on our schedule can be distressing… however if you split it up into littler tasks, you’ll feel more in charge and will be considerably more helpful. Instead when you complete a project, write down the words COMPLETE or cross off your task within your check list. That feeling of completion will allow you to further feel that euphoria of completing your projects.
This will keep you on track in your everyday and influence the greater tasks to appear to be less overwhelming.
How to Increase Productivity #4. DO WHAT MATTERS MOST IN YOUR DAY
We at times push aside enormous tasks since we’re not sure we are able to achieve them. When we get these tasks, we’re excessively worn out and may push these tasks day after day after day. You need to understand yourself and how you operate best. Understanding when and how you function best is critical to completing those enormous ventures on time. There’s no set timetable that works for everybody… If you’re a morning person, handle the enormous assignments first thing in your day.
How to Increase Productivity #5. TIME YOURSELF
Optimize your time as much as possible at work by timing yourself on all tasks. Similar tasks should take similar time to complete, be mindful of whether you are quicker or slower for each task. This doesn’t mean you’ll have the capacity to finish each assignment within the same time. However, by setting a standard and holding yourself accountable, you are one step closer to achieving them.
It’s tempting to consider open floor office design for your new headquarters, but is open floor office design good for business? Open floor offices advertise their collaborative environment and cheap rent, but is this true? Most likely not. You’ll come to find that the privacy of cubicles will be sought after, once the thrill of an open floor office wears off. Productivity will suffer, and so will your company work ethic.
Cubicles may not be as visually appealing, but they serve their purpose in keeping your business running smoothly. Open floor offices may have negative effects on your business that you’ve never thought of but should consider. If you’re currently renting open floor offices, a few of these points may feel a bit familiar. If
you haven’t hit “PAY” yet, read this before you are making your final decision.
Open Floor Office Design Problem #1 – HIGH PERFORMANCE EMPLOYEES NEED QUIET SPACES
It is no surprise that open floor spaces are loud. When there is chatter all around you, it’s hard to focus on your work at hand. There could be someone on a call, or a group of coworkers discussing their next business strategy, and maybe even a disagreement that’s within earshot. To you, this is just noise. You must reset your brain multiple times to zone back into your project in front of you.
Open Floor Office Design Problem #2 – JOB SATISFACTION OR NOT SO MUCH?
A study investigated the correlation between office type and employee job satisfaction. It revealed that those who worked alone in cellular offices and those who worked in a room shared with one other colleague experienced a positive work experience. However, as the number of co-workers increase in a room, job satisfaction decreased. Sure, you’ll save money on an open floor office, but you’ll pay for it in the long run with the costs associated with job satisfaction going down. It’s more cost effective to consider the impact an office type will have on employees rather than solely focusing on the short-term financial benefits.
Open Floor Office Design Problem #3 – LACK OF INTERACTION
Unfortunately, face-to-face interaction decreases in open floor offices, the opposite effect of what an open layout is going for. Communication through emailing and instant messaging increased and productivity declined. Because everyone is constantly surrounded by people, there was no longer the privacy that cubicles
provided. Online interactions increased as a result. Some may even go as far as to avoid more interaction with team members. Having so many people around you
can be overstimulating. You’ll see earbuds in and coworkers making the effort to avoid as much contact with others as possible.
Open Floor Office Design Problem #4 – VISUALLY DISTRACTING
When you’re in such close proximity to so many other team members, it’s visually distracting. In open floor offices, you’re surrounded by people that may not necessarily be in your department or even your company. Not only is their presence distracting, but their projects can also disrupt your work ethic. You could be bombarded with questions about what you do and how you do it, something you wouldn’t have to worry about if you were in a cubicle.
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Let’s explore some cost effective tips for furnishing a new office. Working conditions play a significant role in the output of one’s work. There is no secret that your mood and overall productivity are impacted by your surroundings. Whenever you either walk into work or relocate to a new facility, you’ll want an office space that keeps your employees/staff happy, engaged, and focused. Here are some ways to furnish your new office that won’t break the bank:
When Furnishing a New Office: BUY PRE-OWNED:
Generally, the highest cost associated in designing an office comes from the office furniture itself. If you are on a tight budget, we highly recommend that you consider pre-owned or certified preowned. That’s where we come in. At Boomerang, we specialize in pre-owned and new office furniture for businesses. We take unwanted or gently used office furniture and add our creative refurbishing techniques to make your furniture seem new.
When Furnishing a New Office: DETAILS ARE EVERYTHING:
The first step to consider before buying office furniture is to get a better understanding of what your space is and what your space is not. Setting a proper budget includes designing a layout and location of each office and cubicle that is conducive to your work environment. This will help to avoid any unforeseen circumstances which may occur in the future. Furnishing ultimately depends on your budget and the industry you operate in, that’s why we recommend hiring professionals to design your space.
When Furnishing a New Office: BRING THE OUTSIDE…IN:
Indoor plants and flowers are known to improve productivity and the general mood amongst employees. You can use a variety of plants which survive year round with little to no maintenance. If indoor plants sound bothersome to you, then you can always try to make the best use of your windows. Using the ledges can make your working place feel more at home and can even lower anxiety. Furniture that uses untreated wood or live edge wood tables can also help in creating an outdoor feel in the office. The idea is to stay close to nature.
When Furnishing a New Office: ADD A SPLASH OF COLOR:
Sometimes small upgrades tend to have much more impact than a huge renovation. A splash of bright colors will do wonders. Putting beautiful colors on the white walls of your office will make your office vibrant creating a positive and productive atmosphere.
When Furnishing a New Office: END WITH A CREATIVE FLAIR:
You should use modern technologies and “fun” items to give the finishing touch to your office space. Add fun creative items like pictures, a creative wall, drawings, murals, or even millennial items into your office. Pending on the type of business you have, it’s important to make your working environment fun! Adding items that work well for millennials such as ping pong tables, pool tables, and other recreational pieces. We hope you consider each tip when you furnish your next office.
FOR MORE INFORMATION CONTACT:
Josh Smargiassi: Principal
6950 Sherman Lane
Pennsauken, NJ 08110
In recent times, more and more companies are focusing on a collaborative work environment. Workspaces that allow the employees to work together will improve the overall performance of the company, including morale. When the morale of a company is high, employees naturally are motivated to work as a team. Instead of working in an isolated cubicle or desk, people are more keen to join in a community setting or potential work table. With the proper community work table, setting, or conference table, your employees will get an opportunity to interact with each other, share stories, and exchange more productive ideas.
HERE ARE THE BENEFITS OF IMPLEMENTING A COMMUNITY WORK TABLE AT THE OFFICE:
Improve the work experience
Researchers found that people working in a collaborative work environment are more content with their work life. In a community workspace, employees will naturally come together from different projects or even from different offices. Take what we did here at Boomerang. In one of our conference rooms is a large circular table.
This allows all of us to sit at the table, no different from one another. The stress is low, but motivation is high. When people from different levels get an opportunity to share the workspace, they can help each other. Whether that is personally or professionally.
Shared tables have a more stress-free environment as there is more interaction. Co-workers in the shared work table can create a sense of discipline and a working structure to make them feel more motivated. Making the office, human – Each collaborative work environment has its own vibe. The idea of sharing a table at work helps greatly in team building. The managers and the employees can understand each other’s needs. The stiffness goes away and allows the team to become more productive.
Companies should encourage these type of work settings as they promote the sense of community beyond the meeting rooms. This kind of collaborative work environment also helps in organizing training programs, networking events, and corporate meetings. As people sit together for the better half of their day,
they come to know about each other’s problems, and can find out a way to solve them.
If you’re looking to grow the community within your office, we want to speak to you directly. Reach out to your favorite South Jersey Pre-Owned Office Furniture company to get a quote. www.boomerangofficefurniture.com
Lets explore office design trends for 2017. With the developing workforce becoming more mobile, it’s important to make your working place inspiring and fun to be inside of. With large organizations like Google, Linkedin, Facebook, and Snapchat, the modern workplace is always a topic of conversation that we see when initially designing our client’s space. Even with the popular modern style that our clients want, it’s important to make sure that your team can work more effectively and efficiently.
As a result of this, 2017 could be the year that will begin a revolution in workplace design. Here’s why:
Office Design Trends in Interchangable Layouts
In today’s world, technology is rapidly changing to keep pace with the dynamic work environment. It is of utmost importance that the workplace is customizable and changes according to the task being done. Work Stations should be easily able to adapt to the changing work conditions and it the most important aspect which will be considered for designing office space in 2017. To design a workplace which works efficiently in future, you need to take some radical and unique decisions while choosing your office furniture.
Office Design Trends for Supporting Future Growth
For developing flexible layouts, you need to have furniture which will serve the demands of the new and changing workforce. You need to make smart choices which will help you to support an employee friendly, well-designed, and at the same time flexible workplace.
Office Design Trends for Integrated Technoology
You need to design your workplace so that can integrate with technology seamlessly. There is also the need to transform the workplace according to the modern trends such as cloud computing and wireless charging.
Office Design Trends for Development
In the recent times, modern architects and designers alike have promoted induced well-being as an integral part of the workplace design. As the health and increased productivity of the employees is of utmost importance, this sort of design will aid in the holistic development of the workforce at your office. Such innovations in workplace design make sure that the productivity of your staff is very high.
Office Design Trends to Bring In the Outdoors
You need to create a workplace which brings in all the benefits of the outdoor environment into your place of work. Every office worker spends more than eight hours a day inside the four walls of your office. Hence, you need to bring the benefits of the natural environment into the workplace so that the employees do not feel cut off from the outside world. One such innovation is be living walls which add a part of nature to your workplace as a result of which there is increased air purity, freshness, and cleanliness in the office space.
Work-Based Office Design Trends
This technique combines two vital factors – The need for more privacy sometimes and improved collaboration during other times together in the same space. Some work places have open offices which promote teamwork among workers and at the same time maintains their privacy. For this reason, pods which are small, brightly colored cubicles have been introduced which help in removing background noise and prevent others from disturbing you.
For more information about Boomerang Office Furniture:
Josh Smargiassi: Principal
6950 Sherman Lane
Pennsauken, NJ 08110
By Knoll, Inc – October 23, 2015
This report presents insights from studies on Gen Y conducted by Knoll as well as our ongoing learning from customers. We have found that this generation (born between 1979 and 1997) has different attitudes, work styles and expectations of the physical work environment than do other generations. In this paper we discuss: the values and characteristics of this generation, implications for business, and aspects of the workspace that are important to Gen Y.
THE VALUES OF GENERATION Y
This generation holds clear values about their work experience that emphasize:
• Meritocracy. Only the talented survive and anyone with talent should be able to succeed.
• Camaraderie. Working with others, in teams or just collaboratively; group accomplishment is even
sweeter than solo success. A sense of mentoring, or mentors, in the workplace.
• Non-traditionalism. Doing things differently than in the past while making the point, “this is different.”
• Integration of work and personal life in a number of ways: co-workers are “family,” work and social life are blended together, and personal and social activities are blended into the work day (or night).
• Fierce independence: in choice of company to work for, when to leave, how you get your work done,
how your work should be done are all individual decisions, (with input from social/professional networks) resulting in little loyalty to employers.
HOW GENERATION Y SEES THEMSELVES
Our research and experience shows that Gen Y workers characterize themselves as:
• Unique. They see themselves as a breed apart, talented, skilled and in demand. They strongly believe in the value of their work and expect “the rest of the world” to appreciate it as well.
• Proud. They are confident in their skills and they enjoy being looked to for advice and guidance and
admired for their special talents.
• Confident. They show little fear of the future, believing that their skills will always be in demand and they have a strong support net in place through family and friends.
• Realistic. They are, however, realistic about financial compensation due to ups and downs in the
IMPLICATIONS FOR BUSINESS
Taken together, these trends suggest a number of implications for business:
• Financial compensation. Young knowledge workers may be realistic about variations in compensation because of economic fluctuations, but the underlying expectation of high compensation remains.
• Caring. The sense of being nurtured and indulged by the organization is central.
• Career opportunities. Gen Y workers have the expectation that their organization will offer learning and growth opportunities: the chance to do creative, challenging work, and the prospect to grow.
• Collaboration. Young workers seek a work culture that is organized around teamwork and collaboration.
• Social Responsibility. The business should espouse a social cause that goes beyond traditional profit and loss.
WHAT GENERATION Y VALUES IN THEIR PHYSICAL SURROUNDINGS
Gen Y knowledge workers are acutely aware of their physical work surroundings, from their neighborhood to immediate building to work space. They value the look, feel, design and functionality of their work space. They want a relaxed space that is attractive to be in – one that supports casual collaboration, mentoring and learning. Among desired attributes:
• “Quality of life” location. Neighborhoods nearby that offer lots of amenities and things to do during breaks and after work such as restaurants, bars, shops and other places where other young, talented people are likely to be.
• Easy access to work. Like the rest of us, young workers hate difficult commutes, especially by car. They would prefer to live very near work, ideally walking or biking to the office or with easy access to mass transit. Those who drive may desire a ride share program and easy parking for either a car or bike.
• Facilities that provide personality. The physical work space should be visually attractive. Quality furniture is desirable; young workers judge companies by the “look” of their workspace and by the respect shown to employees via the physical elements and the equipment provided.
• Amenities. The availability of food, dry cleaning, workout areas, bike storage and other amenities within the facility are important to this generation.
• Safety. Gen Y workers are sensitive to security issues at work, from theft of equipment to personal harm; the actively value such security devices as video cameras at entrances and key cards.
• Personal workspace that is ergonomic and comfortable, with good storage.
• Access to windows and natural light.
• State of the art personal work technology (iPhone, Blackberry, etc) and video conferencing.
• Sophisticated, stylish design of workspace and furnishings.
• The ability to personalize their space by being able to display personal items (photographs, souvenirs, etc) and to adjust work tools (seating, monitor arm, keyboard support, etc).
• Individual and group work. They value a balance between privacy to conduct individual work and the desire to have spaces that encourage and facilitate learning, mentoring and knowledge sharing with coworkers.
Knoll researches links between workspace design and human behavior, health and performance, and the quality of the users’ experience. We share and apply what we learn to inform product development and help our customers shape their work environments.
To learn more about this topic or other research resources Knoll can provide, visit www.knoll.com/research/index.jsp
Boomerang is a sister company of CFI, the areas sole Knoll dealership. Boomerang is a nationwide leader of refurbished Knoll products saving clients’ money while maintaining aesthetic and quality standards.
FOR MORE INFORMATION CONTACT:
Josh Smargiassi, Principal
9155 River Road
Pennsauken, NJ 08110 USA