When you hear the word ‘optimize,’ what comes to your mind is maximizing or making the best use of something. Recent research has shown the link between a well-organized business space and high work productivity from the employees.
Here are simple ways to optimize business spaces.
1. Get the Right Furniture and Equipment
It is vital to get the right furniture that is ergonomically designed and is comfortable for employees to use. It should also complement the colour scheme of your office space. Opt for office furniture, such as desks, chairs, and tables, made from high-quality materials that can last for a long time.
2. Organize Your Space
Organize your space by filing away important documents in file cabinets. This will help you find documents quickly when needed and keep them from piling up on desks and other surfaces. You can also install a document management system to help you store documents digitally instead of physically.
The same goes with equipment, especially if multiple employees working in the same area are not familiar with one another’s workflow. Installing clear labels on equipment is a great way to keep it organized.
3. Keep the Office Clean
It’s essential to keep your office space clean and tidy, even if you only have a few employees. This will help create a professional image for your workplace and is also an excellent way to promote cleanliness in the office.
Depending on how often it gets used, you can also have all offices cleaned by a professional cleaning company at least once a month or once every two months. Deep cleaning should be done at least once every quarter or twice per year.
4. Visualize and Plan the Layout
The first step to optimizing business spaces is to visualize the layout and plan it out. This includes noting down the most frequently used areas, special equipment, and furniture and marking out the path of employees. You will want to make sure you have a space for every designated area that you are planning on having. For example, including a control room layout design in your office plans is a vital part of this process.
5. Lighting is Key
Manage the lights and noise levels in your office space. Some offices are naturally brighter than others because of the light coming from windows, while some are darker because they are windowless.
If you have an open-plan office space, ensure that there is enough lighting throughout the area so that employees can work comfortably without straining their eyesight. The same goes for noise levels. If it’s too loud, employees won’t be able to concentrate.
6. Create a Supply Room
Another way to optimize business spaces is to create a supply room. This would be where all equipment, supplies, and unused furniture are placed. It is essential that this room has easy access and has enough space for employees to store or retrieve items quickly.
7. Maximize the Space Around Workstations
Employees spend most of their time at their workstations. It is important to ensure that these stations have enough space for employees to have a comfortable working environment. This includes having enough space for work materials, files, and equipment storage.
Maximizing the space around workstations also includes ensuring that there are no unnecessary objects in the way of walkways or pathways from one area to another. In addition, you can also consider installing wall-mounted cabinets or shelves so that employees can easily store or retrieve their materials without disrupting other people’s workspaces.
8. Create a Comfortable Environment
A comfortable environment will help boost productivity and employee morale. To achieve this, you can start with the temperature of your office. It would be best to keep the temperature between 68 and 72 degrees Fahrenheit to reduce fatigue, boost energy levels and improve moods.
You can also provide desk lamps for employees who like to work at night or in dark places. If noise is an issue in your office, provide soft music for employees to listen to while working.
9. Reduce Clutter
One of the most common problems in offices today is clutter, which can cause problems such as distraction and reduced productivity. Employees usually generate clutter because they have too much work and too little time or are not aware of proper filing systems or storage techniques. The best way to avoid clutter is to set up a filing system for employee documents and ensure there are enough file cabinets for them.
It is clear that creating a productive office environment can help your business get more out of its employees. Start by creating an office space that is comfortable and well-designed, and you will see productivity increase as employee morale improves.
Author: Raynne Morriss
Rayanne Morriss is currently working towards her BA from Oregon State University. She loves to write, read, travel, and paint. She enjoys finding new coffee shops with friends and expanding her cooking skills with her husband.