Downsizing your office space can be a daunting task, but it does not have to be. Many businesses have decided to downsize their office space for a variety of reasons. Your company is doing better than expected and you are running out of space, or business has been slow, and you are looking for ways to cut costs. Whatever the reason, there are a few key points to remember that will make the process go more smoothly.
Can downsizing your workspace benefit your office or business? Definitely so, if you keep the following elements in mind while you start to downsize:
1. Always Communicate New Goals and New Responsibilities Explicitly
Any change is an excellent opportunity to communicate and build the company culture. Bridge the communication gap between you and your teammates. Talk to them and find out what they want from their career, to increase productivity. Remember that separate roles will necessitate different environments, and the best way to determine this is to speak with your employees and learn about their preferences.
One important aspect of optimising a space with less square footage than you are used to is making it as appealing to your staff as possible. Cultivating a pleasant working environment for employees will go a long way toward improving overall company performance, productivity, motivation, collaboration, and morale.
2. Transparently Address Fears
Your team is the driving force behind the success of your company. While some employees appreciate the flexibility of working from home, others may miss the social aspects of office work. Now is an excellent time to meet with your team and determine how they want their working arrangements to look.
Inquire with your staff about the environment in which they thrive, how and how often they intend to use the office, and what changes they believe would benefit their productivity. It is also critical to consider mental health. Inquire if there are any stressors at work or at home, and if there is anything you can do to reduce them.
It is essential that you clarify what you mean by ‘Downsizing.’ Employees tend to feel neglected if they are unaware of downsizing and would often slack off their work. Whether you mean to downsize the physical space of the office or the clutter, make sure everyone working with you is on the same page.
3. Evaluate the Office Space you Currently Have
Where are you willing to make concessions? Examine your workspace to see if you are using every square inch of space or if it is necessary.
How many employees do you have?
How much space does each one takes up?
Could two employees work in the same private office?
How many equipment and furniture does your office have and how much space it takes up?
Do you have file rooms full of documents?
Consider the layout of your office space and how it will accommodate your needs. You will want an open floor plan with plenty of seating if you have a lot of meetings. If you do a lot of one-on-one work, you might prefer private offices or cubicles.
Consider how your employees work daily to help you determine the layout you require. Do they have to be close to each other or can they work independently?
This will also allow you to get rid of unwanted items or make changes to keep up with modern trends.
4. Think about Costs
Of course, one of the most crucial factors to consider when downsizing your office space is your budget. Your budget will influence many of your decisions, from the size of your new space to its location.
Compare rental prices in various areas to determine how much you are willing to spend on your new office premises. It is also a clever idea to budget for any renovations or furniture you will need for your new space.
5. Do not overlook safety
Every job necessitates a safety plan. Downsizing is great, but make sure to maintain the same safety precautions as in the original office. If you have moved most of your employees to remote work, make sure you go over safety precautions with them and that they are working in an environment with an evacuation plan in place.
If you have moved to a smaller office, do not cram things together, and do not sacrifice safety for space. Smaller does not always imply superior. If the new location is too small, look for another one. Narrow corridors and cramped quarters can be hazardous in an emergency.
No exits should be blocked because this creates a fire hazard. Maintain a clear path through the office and ensure that there are multiple exits. In an office, the standard is two to three. Some will depend on the size of your team.
Less really is more. It is a common phrase, and it can be applied to the workplace. If you can get the same amount of work done with less flair, go for it.
6. Finally, will downsizing affect your future for growth?
As a business owner, your goal is to succeed. Everyone wants their business to succeed, whether they are self-employed with one employee (i.e. themselves) or a large corporation with many employees.
Working with a smaller amount of space makes it more important than ever to ensure that any work setting, design feature, or piece of furniture adds value. The last thing you want to do during the downsize design process is waste valuable space by overcrowding with unnecessary elements that were previously considered a luxury or added extra in a more generous square footage location.
Consider your downsizing project to be an excellent opportunity to thoroughly examine what worked well in your previous workspace and what workplace issues needed to be addressed. Taking this approach will allow you to get rid of any dead weight and be left with a fully functional and beneficial working environment for the success of your business.
Downsizing your office space can be a wonderful way to save money, but there are a few things to consider before making the switch. Consider your budget, the location of your new office, and how you intend to furnish it. You should also consider the type of lease you want and how much time and effort you are willing to put into the relocation. You can ensure that your downsizing experience is a positive one by keeping these things in mind.