A reference kit for an Office Manager: experts from the Office Agency Department at BNP Paribas Real Estate tell us how to plan an office for a small company
When it comes to planning an office for a small company, the entire process is usually entrusted to one person. However, when implementing a larger process, the recommended solution would be to appoint at least a couple of people. After all, two heads are better than one. Additionally, it pays off to have different points of view with different people having different degrees of sensitivity
Małgorzata Fibakiewicz, Head of Office Agency, BNP Paribas Real Estate Poland
1. Define your business objectives
The first step is to consider your business objectives. An office is more than just a space. It is a work tool used in implementing your business strategy, and thus your business objectives have to be taken into account when relocating. This applies to all companies irrespective of their size. Therefore, make sure you define a clear business strategy and assess how your office space could help implement it
Adrian Bojczuk, Associate Director, Office Agency, BNP Paribas Real Estate
2. Assess your existing space
Write all the comments down on separate post-its, it will help you arrange them quickly and efficiently in an order of importance starting with the key issues down to the least important ones. The next step here is a brain storming session to help you come up with solutions as to improvements on the elements that don’t work in the existing space to be introduced in the new office
Karolina Dudek, Workplace Strategy Manager, Office Agency, BNP Real Estate Poland
3. Identify the scope and nature of the planned changes
If you plan to increase your staff numbers, a good strategy would be to secure an option to expand your space. This way, the company does not incur the cost of leasing unnecessary space right from the start, but it will be prepared for potential growth in the future
Maciej Skurczyński, Consultant, Office Agency, BNP Paribas Real Estate Poland
4. Identify the key factors affecting the final location choice
The right location will bring the company physically closer to its clients, however you must not forget your own staff. It would be worth asking them about their preferences. And it is not just about where people live, but also about the playschools and schools their children attend. How long is it going to take them to commute using different means of transport? Some staff members will benefit from the relocation, others will lose out, while to some it will not matter too much. You have to make your decisions carefully to ensure that the number of people to whom the new location will be a positive or neutral occurrence is as big as possible. The decision taken has to be then presented and explained carefully to your employees. Make sure you don’t avoid the difficult issues or those that have been deliberately omitted
Monika Wakulska, Senior Consultant, Office Agency, BNP Paribas Real Estate
5. Create a space matrix
When planning your space, in addition to conference rooms and individual offices, you must not forget your support spaces such as the server room and patch panels, a designated space for your copiers and office supplies, as well as a small storage room for the cleaning supplies used by the cleaners. Additionally, remember to include the required space for corridors and include it in your estimates
Małgorzata Małecka, Consultant, Office Agency, BNP Paribas Real Estate Poland