There are solutions that will keep the clutter to a minimum and utilize every square inch of space efficiently. Maximizing storage space, creating hotel workstations, creating multipurpose rooms and opting for multifunction business equipment can save valuable office space and improve efficiency.
Storage in a Small Office
Maintaining adequate storage in a small office can be a challenge. To decrease office clutter as much as possible, maximize storage facilities. One technique to find usable storage space is to conduct a dead space survey, i.e. walk around the office and make a note of where there are areas that are underutilized that could be repurposed as storage sites. Often there is usable storage space for items that don’t need to be accessed on a daily basis on upper or lower levels of a small office. When installing cabinets or shelving, opt for floor to ceiling storage where possible. Save the storage space (drawers, cupboards, shelves) that is at workable height (1.5 feet – 4.5 feet off the ground) for items that are used daily or weekly. Choose ground level storage space for heavy items and store light items above 4.5 feet.
As office space is at a premium in a compact workspace, it is a good idea to label boxes well and organize boxes and files according to a map that is available to all staff. Avoid duplicating storage sites e.g. multiple supply cupboards or archived file storage sites.
If space for storing archival information is at a premium, create a set of guidelines for staff outlining what must be saved (for legal or accounting purposes) and what can be discarded. Label all files for storage with the date archived for easy purging. Provide a shredding service for files that have been in the archives past a designated date that meets legal or accounting stipulations. Consider electronic storage devices instead of storing paper copies to further reduce the storage footprint and office clutter.
Space Conscious Employee Desk Assignments
If employee desk space is at a premium and some employees work out in the field primarily, consider creating unassigned work stations or counters and providing lockers or locking rolling carts for personal items. This concept is also known as hotel workstations. Warehouse the rolling carts away from the desks when the employee is out of the office. File storage can be centralized and assigned to each employee.
Creating Multipurpose Spaces in an Office
When space is at a premium, a good solution is to create multipurpose rooms. For example, a room that operates as a lunch room from 11:30 to 1:30 and then is available for meetings or training sessions from 8-11:30 and 1:30-5 pm can ensure that the room is utilized at all times. Provide an online booking system such as Microsoft Outlook Calendar to avoid double bookings and provide a mechanism to analyze room usage.
Multifunction Business Equipment
Small offices do not have the workspace to provide multiple spaces for operating multiple pieces of business equipment. To save space, purchase or lease units that combine fax, copying, scanning and printing and locate the multipurpose equipment in a central location. If privacy is an issue but volume of printing is low for certain staff members, opt for smaller, compact multipurpose machines.
Small office spaces can function well if the workspace is designed to maximize function. Storing archival and low use items out of easy reach and remembering to find ways to multi-purpose desks, rooms and equipment will maximize the office footprint and efficiency.
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