TRUE OR FALSE: Your Landlord Should Not Do your New Space Plan

Congratulations, you got new office space. After making do in space that you had outgrown years ago, you feel that you finally have the space to support your business goals and accommodate your short and long-term needs. FANTASTIC!

Your head is spinning with ideas and thoughts about how the office should be configured and while your enthusiasm in high, you also know that you’ll need a professional to help you with the space plan for the office.

Who best to d that plan– well, the landlord, right? Um, wrong, DEAD WRONG! Here’s why:
– Designing your space isn’t the landlord’s priority; renting the space to you is and they have already accomplished that. (It’s a done deal!)

— The process is as follows: the landlord will hire an architect to do the base drawings for their tenants so that they can ten obtain all of the necessary work permits for the construction that is required. You (the tenant)think that you are getting all of this for free but actually it is an (invisible)cost that has been built into your lease on an ongoing basis (even at renewal). (C’mon, you know that there is no such thing as a free lunch so why should this surprise you?!)

— A landlord won’t take the requisite time to learn about your business in-depth. The specific needs of the workers are not addressed and the end result might be space that does not support the actual workflow and requirements of the office staff. You might find yourself having to make do with the space that has been designed and who wants to have to make do in their new office space. Why should you have to settle for less than what you wanted/needed?

— This isn’t the landlord’s core business and they will not be thinking about the office technology, office efficiencies, etc.

 THEY  ARE WORKING WITH GENERALITIES AND NOT THE SPECIFICS OF YOUR UNIQUE BUSINESS.

NOW wouldn’t you agree that working with a space planner is a better option?:

— A space planner will take the time to assess your current business, observe your business in action and will not only ask you questions about your current situation but will probe for future needs as well.

— They’ll take the time to truly understand your vision and work with you to configure the layout to best support your goals, office operations and efficient workflow. They’ll interview your staff to get an accurate perspective on how the space will be “used” vs. how it “looks.”

— Their experience and understanding of what works and what doesn’t will help ensure that all of your requirements are met right from the ginning without the need to make corrections once the initial work is completed.

So sign your lease and break open a bottle of champagne and after that’s done hire a space planner so that the job gets done right the first time.

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Isn’t a New Layout Enough?

If you are a commercial business, you have sought, found and leased commercial space.  Sometimes the space is completely unstructured giving you the opportunity to design your space from scratch.  Other times the space reflects the office layout of the previous tenant and may even include furniture.  If they are going to design a space that works for their employees and for their business, we need to work together to plan for their future. 

For example, a potential client has leased new space.  The space is available “as is” including a high-end furniture system.  Two thirds of the office space is an open plan, while the rest is offices, storage, kitchen, reception and conference rooms.  The company plans to hire an additional 10-15 people by July.  The clients needs can be summarized as follows:

  • Define work space for existing employees and create pockets of space to accommodate each new employee in their appropriate role
  •  Arrange existing furniture to reflect the business culture and functional needs of existing and future staff – or remove existing systems furniture and get free-standing furniture (known as case goods)
  • Assign one permanent work station for visiting employees
  • Define an entry without need for a staffed receptionist

 As I review the space, measurements and plans are critical.  When plans are not available, a field survey is required for scaled measurements and structural details.  This is my tool to create the best options for layout.  When a space comes with existing furniture, I investigate the furniture system to understand the ability to re-use or reconfigure to meet a clients needs, especially if these systems service the electrical and telecommunication feeds.  This means that replacing such systems is not as easy as replacing desks.  Both an electrician and the  telecom service provider must also be engaged to install the relevant solutions.  My proposals make recommendations related to architecture, electrical, furniture and layout.

My proposal to this client focused on 2 things:  (1)  provide them with a design that would work better communications-wise amongst employees and accommodate growth; and (2) evaluate the re-use of the furniture system left behind. At the moment, this proposal has not been accepted.  The client was thinking only in terms of physical layout with an unreasonable budget.  The existing  furniture system is a high-end system.  Unfortunately, while the system ia a great product as originally installed, it is not easily adapted or re-configured.   The client will have to consider if it is the right system for their needs.  And, in the current economic climate, there are already too many systems laying dormant in warehouses looking for resale.

I am encouraging this client to think about

  • their growth plans
  • how they do business and how their people work
  • how the furniture (existing or new) impacts functionality of their people     
  •  electrical and telecommunication needs

Throwing out a system and getting “cheap” furniture is not always an easy solution – it may cost you more in the long run!  As you consider new space or a redesign of existing space, keep these thoughts in mind.  They will help you collaborate with your interior designer (hopefully me!) to create a space that helps your business succeed!

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