1.)  Accurate Business, Added Weeks Make a Difference – Your dealership of choice will need added days in order to make your purchase as smooth as possible.  I know we say it’s just furniture, not “rocket science”, but there are many things that do go wrong and end up with furniture that doesn’t fit in your space.  Furniture Specifiers need time to make sure every finish code is correct, every pull on your filing that you have chosen is entered correctly, layout being done properly is crucial and can account for simple things like panel creep making your cubicles NOT fit, even if they showed fitting on paper before the order.  There’s more than 80 questions to answer some times just to specify a task chair properly – let us get it right for you.

2.)  Factory Quotes ‘Production’ Days / Weeks - Keep in mind that a lot of what you see on literature or hear in a showroom visit is generally being quoted as time in production, once the order is ‘clean’ and an ‘acknowledgment’ received by the factory.  it could take your dealership a few days to spec check the order and send the electronic ordering file, SIF, up to the manufacturer.  The the manufacturer may take a couple of days to respond with an acknowledgement.  That’s when your counter starts for the quoted lead time, not the day you sent your P.O. to move things forward.

3.)  But it was on Quick Ship – See #2 for the Quick Ship and Express Programs, as well.  Normally, these programs will have the most commonly ordered skews the manufacturer keeps in stock.  This does limit your options  on finishes and fabrics, so alot time built in if you want to truly be able to enjoy the full girth of the line you are purchasing.  You are purchasing an asset for your company to utilize for years to come  Let’s get it right and NOT RUSH the process.

4.)  Specials / Client Request / COM -  Your Designer may suggest you use a certain a fabric say on your Lobby Seating, as the white Leather by one manufacturer may appear pink with the colors in the elevator lobby.  Customer Own Material <COM> take time to get the actual fabric from the supplier to the manufacturer and can add up to three weeks to lead time based on availability of the fabric.  Specials may be something different in a size say for a table that only comes in 42″, but your designer specified a 36″ for the Lobby Phone / Magazine table.  Normally not a problem, but adds time to get approval and pricing if this request is not one that has been requested before.

5.)  Discoutning / Installation Calendar / Trucking – Production Time Quoted normally from time to make and leave the dock wherever the plant is located.  On the front end, it may take your account rep a little time to get you approved for optimal discounting.  You want the ‘best’ price, right?  Sure you do.  Post Shipment things to remember is transit time, installation team calendar scheduling, etc.  Most times, your dealership will have little control over the time it take to ship something from California to the East Coast.  The truck could drop a transmission in New Mexico and though you will be upset, your account rep can only communicate what’s happened and change the move in date.  I have had trucks at terminal ripped to shreds from a tornado then soaked by rain, leaving the fabric drenched and in need of replacement.  It happens, nothing I can do about it.  The installation team also has a calendar that needs to be scheduled on and they may receive the product then not be able to install for 2 to 3 days, again, it happens.

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^{1. Offer Standing Desks}

The news is full of horrifying studies about the long-term effects of sitting all day long. As a result, many companies are swapping out their old office furniture for standing or treadmill desks, to mitigate the risks. As this article points out, this would put your workers in such august company as Ernest Hemingway and Thomas Jefferson. Plus, it’s supposed to be great for energy levels.

2. Decorate With Air-Cleaning Plants

It’s always nice to have a bit of greenery in the office, but some plants can actually help clean the air as well. Plants like Goldon Pothos, Peace Lily, and Snake Plant have been found to cleanse the air of toxins like benzene and formaldehyde.

3. Light That Mimics the Sun

Studies have shown that low levels of vitamin D can lead to everything from increased cardiovascular disease to impaired cognitive abilities — neither of which is going to help your team hit its goals. You can’t force everyone on your team to start eating tons of fish or to take vitamins, but you can help them create vitamin D the old-fashioned way, with help from sun-mimicking lights. Full spectrum lights can help prevent illnesses associated with vitamin deficiency, as well as cheering up your staff during the long, dark, winter months.

4. Offer Healthy Snacks

Sure, juice is more expensive than soda, and it’s hard to put carrot sticks in a vending machine. But if you can offer a few healthy alternatives to the fat- and salt-laden fare most offices have on hand, you’ll have happier, healthier employees — and lower health care costs. Offer green tea as well as coffee, and stock your vending machine with trail mix and instant oatmeal, as well as the usual chips, cookies, and bright-orange treats.

5. Encourage Cleanliness

Doorknobs and elevator buttons are dirtier, generally speaking, than toilet seats, and yet most of us don’t think twice about pushing a button or palming a handle. Have the cleaning crew go over these areas with disinfectant wipes on a daily basis, and offer cleaning materials to your staff, so that they can keep their desk phones, keyboards, and work spaces clean and free from germs.

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“The man credited with creating the cubicle, Robert Propst, developed the Action Office concept while working for furniture giant Herman Miller in the 1960s. He’d hoped, as he explained in 1998, that his idea ‘would give knowledge workers a more flexible, fluid environment than the rat-maze box of offices,’ while also acknowledging that his flexible system had often been misused because ‘not all organizations are intelligent and progressive.’”

Second Hand Office Furniture and Used Cubicles will add back to your bottom line.

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1) Negotiating with your landlord. The build out of a commercial space is a key point that is negotiated between the tenant’s real estate broker and the landlord. Atlanta landlords approach improvements to tenant’s space in various manners. Here are some of the ways your landlord might approach your build out:

Obviously, the more you want to do to the space, the more money you’re looking at – but often, this won’t be coming directly out of your pocket.

2) Plain Vanilla Spaces vs. Sexy Spaces. There’s a price difference between what the industry calls a “plain vanilla” (read: builder’s beige) space and a sexy, colorful space.

• Plain vanilla spaces always cost less. For these spaces, you’re looking at $12-$16 per rentable square foot in a union building.
• Sexy, colorful and more visually intriguing (read: more work to be done) spaces will cost you double that. In a union building, you’re looking at anywhere from $19-$28 per rentable square foot.

4) Office Furniture. Once your space is built, it’s way passed time to think furniture. I’ve created the handy dandy chart for you to utilize below to calculate how much your office furniture will cost. Calculations are based on a density of 200 sq/ft per person and a mix of 20% private office and 80% open office cubicles.

Furniture Quality Level / Price Per Square Foot / Total Cost

A level furnishings / $25.00 x ____SF
B level furnishings / $20.00 x ____SF
C level furnishings / $10.00 x ____SF

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For example, your office should start disposing of all excess files, furniture and miscellaneous items before the move. Prior to the move, your record storage provider should move any storage bins currently at your office off site. The last thing you want to do is pay a moving company to move furniture and items that could have been disposed of or stored off-site prior to your move.

Form a Team

If you’re moving a smaller office (less than 25 people) you’ll need to designate an employee to develop the checklist and oversee its execution. Your point person should be prepared to spend a considerable amount of time planning the move and dealing with the various vendors.

If you are moving a large office, it is recommended that you contract with a professional Project Manager (PM). The PM brings years of office relocation experience, including dealing with contractors and vendors. The PM will draft a comprehensive checklist and create a calendar to make sure each step is executed in an orderly fashion. Once on board, the PM will coordinate the relocation effort, overseeing the efforts of various support staff such as movers, electricians, furniture installers, phone companies and building managers. The PM will be present before, during and after the office move. An experienced PM can anticipate and prevent problems before they arise, manage the move and allow your employees to manage the day-to-day operations of your firm.

Your checklist will include the hiring of a professional mover. Finding a reliable mover can be arduous. However, relying on professional references can insure the hiring of a qualified professional. When interviewing movers, be sure they are willing to provide you with an in-person survey of the items to be moved, a comprehensive written estimate and an in depth pre-move meeting with your employees.

Create a Timeline

Assuming that a lease has already been executed, creating a timeline will help ensure that no detail is missed. Depending upon the size of your company this can begin as far out as twelve months prior to the move.

Six to Nine Months Prior to the Move

• Assemble your “Tenant Team” consisting of an architect/space planner, general contractor and infrastructure vendors (wiring/telecom, furniture, etc.) to coordinate the different phases of the relocation.
• Select an employee to serve as the point-person to interface with the “Tenant Team” during the relocation.
• Review the infrastructure and telecommunications needs of your firm, including upgrades for copiers, phone systems and other equipment.
• Re-evaluate the furniture and workstation needs of your firm.
• Identify furniture and office equipment that will be sold or donated.

Four Months Prior to the Move

• Begin to clear the office of non-essential clutter.
• Purchase orders for paint and carpet, as well as furniture, may necessitate lead times of eight weeks for delivery. The “Team” can guide you through the process.
• Confirm the number of employees to be relocated.
• Begin compiling a seating chart for your new office and finish 30 days prior to the move date.

Two Months Prior to the Move

• Begin interviewing moving companies. Get estimates from three movers and make a final selection.
• Select the Valuation Coverage of the furniture, electronics and contents that will be relocated by your moving company.
• Arrange with building managers at your new destination for exclusive use of all elevators during the days of the move.

Three Weeks Prior to the Move

• The moving company should supply “Certificates of Insurance” to destination building managers.
• The moving company should supply you with color tags, crates, packing paper and miscellaneous packing materials if doing the packing yourself.
• The moving company should review the procedures and schedule for the move.

One Week Prior to the Move

• Label all furniture and items to be moved.

Day of the Move

• Your firm’s point person should walk the origination and destination move sites with the moving company’s supervisor. Prepare a “punch list” of any existing damage to the old and new offices. This will be of use if there are claims of “building damage” after the move.

Day After the Move

• Set up a date with the moving company to “fine tune” installed furniture, equipment and removal of any debris.

Packing

The checklist should address the issue of packing. Decide the level of packing you expect to bare before calling the moving company. Do you expect your employees to pack their offices, workstations and common areas? If so, you rent moving crates and the moving company will provide you with packing paper, tape and other materials. Do you expect the moving company to do the packing? If the mover does the packing you avoid the risk of worker’s compensation claims. If your employees do the packing be prepared for their productivity to decline during this time. What about packing expensive items such as artwork or specialized equipment? The general rule should be the more valuable the item the more you should rely on a moving company. The primary reason is liability. The mover generally will not compensate you for loss or damage to items packed by your employees.

Final Preparation

Most moving companies will be happy to put on a “Move Meeting” for you and your employees. In that meeting, the moving company will instruct employees on how to pack various office items and equipment.

Get in touch with vendors from whom you lease equipment. They may require that they move any leased equipment such as copiers and internet servers. If you have the moving company move the equipment, you may unexpectedly void your warranty and/or service agreements.

Verify with building managers the “Moving Rules and Regulations” for their property. Most building managers require advance elevator and loading dock reservations before you exit or enter a building.

Conclusion

As with any project, the success of your relocation is in the details. Don’t take the process of moving your company lightly. Getting your employees back to work on Monday morning without downtime requires preparation and attention to detail. As always, comments are encouraged and sharing is appreciated.

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 Conference tables can be the center point of your office providing a gathering ground for ideas, instruction and brainstorming so its no suprise that when it comes to selcting the right conference table most companies take their time.

Finding the right conference table at the proper length is actually one of the easier office furniture decisions you will make during your office furniture purchase.

1. Measure the room. No matter what size room you have the conference table needs to be at least 48” from the wall on all sides. You could always allow for more room than 48” but we would highly you keep the minimum length to 48” Why? Keeping the table the proper length from the wall is crucial not only for fire codes…hint hint…. but for allowing the chairs to easily slide in and out and still have enough room for people to walk around you with the chair slid out. This rule of thumb applies if you have a credenza or a buffet table in the conference room as well. Simply allow for 48” from the table and you will be good to go.
2. Whats the maximum number of people that will use the room at any given time? The reason you ask yourself this is to not only see how many conference rooms you will need in your office but to also decide what size the room needs to be before construction or what size conference table is appropriate for that particular meeting space. Heres the rule of thumb most office furniture dealers go by. If your space needs to seat 10 people you will likley need a 10’ conference table. If you have 20 people you will likely need a 20’ conference table. Knowing that, makes it much easier to shop for the proper table.
3. Power and data. When selecting a conference table you need to think of the power and data needs of your employees. In our office all our conference tables have power but no data. Why? In this day and age almost everyone has WiFi of some kind so we don’t really need an ethernet cable to connect to but….we do need power. We all sit down, connect our laptops to the receptacles, our laptops stay connected to the WiFi we were already on and we go to town. Another reason you would need power on your conference table is to power a projector if you so choose. We use projectors on a daily basis. Wont it be exciting when they invent wireless power??? You could walk around plugged into a power source just like you do the internet…..oh yeah, that’s nice.

I hope this BLOG will aid you in your search for the right conference table. If you follow these simple rules of thumb on how what size conference table you need you will surely succeed. If you have nay questions or need help finding a conference table in your area give us a call (404) 392-3516 or smcbee@wsauth.com Workspace Authority / www.BestUsedCubicles.com

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Desks in general are for the top brass of the company. For the people that have worked hard, paid their dues and moved up in the company. So naturally people in these positions have more responsibility which means they will more than likely need more storage, more privacy and more space. Desks provide an ideal working environment for these people because they have more storage, and almost all desk have a built in conference table at the very end or the front of the desk…think about it. So how do you decide which desk is right for who? Here are the differences between a budget desk and a wood desk so you can better decide for yourself.

When selecting a desk that fits your teams needs it will come down to one thing price. Price is the major factor driving the purchase of your office furniture purchase but especially the desks you will purchase. Why? In most cases desks are more expensive than cubicles and the price range varies greatly depending on what you are looking for.

A wood desk, although more expensive is not what it seems. The desk is not solid wood. What it really is a a piece of MDF or particle board covered in a sheet of real wood called veneer. Veneer is whats making the desks more expensive, along with better glides for drawers, better hinges and so forth but veneer is the driving factor. Veneer allows the desk to look like solid wood, have a better finish and in general “look expensive”. When bought new veneer desks can range from $3,500 to tens of thousands of dollars. The great thing is, with Workspace Authority / www.BestUsedCubicles.com you can buy a pre-owned wood / veneer desk that originally cost $15,000 for about $1,800. Now you see the allure of buying used office furniture. You can save thousands and thousands of dollars.

Budget desks are very similar to wood desks but instead of veneer they use a laminate finish. Most people have heard of laminate, its used on countertops, kitchen floors and so forth. Laminate is a man made product vs. veneer that is essentially a tree that has been cut long ways to produce a thin sheet of wood. The upside to a budget desk is they don’t scratch as easy so they tend to look better for longer and they are obviously cheaper than a wood desk. However, most budget desks will use a lesser grade of MDF or particle board so if they are moved around quite a bit they can break or split. But if you are looking for an inexpensive desk, you’re not planning on moving the desk around much a budget desk will suite your needs very well.

It all depends on what you want to spend. Both budget desks and wood desks can be purchased used without much worry. Just be sure to check out the storage options, color options and where the product is located so you don’t have to ship it cross country.  When you ship files and bulky items you are essentially shipping air. Something to think about.

If you have any questions or require assistance finding the right desk for your office email us at smcbee@wsauth.com Workspace Authority / www.BestUsedCubicles.com (404) 392-3516.

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When you select an office furniture installer or you choose to use your office furniture dealer for the installation, they will likely handle most of the project management for you. All the office furniture installers at Workspace Authority / BestUsedCubicles.com will handle it for you unless you decide otherwise making the furniture buying experience as seamless and painless as possible.

However, lets say you wanted to hire your own install crew or just want some more information about the office furniture installation process. Here is how office furniture installation works from the ground up.

Step One: Drawings

The office furniture installer would acquire drawings from either you or the office furniture dealer of the space. These drawings will show exactly how many cubicles, desks, chairs, files etc are going to be in the space, where they go, and in most cases measurements will be provided so the cubicles can be properly positioned in the space.

Step Two: Project Meeting

In medium sized to larger projects their will be project meetings so that the electrician, general contractor, data provider and installer can be on the same page. This is necessary because almost all cubicles have computers that are connected to the internet. So, as you can imagine its important for the data guys to know when the product will be installed so they can show up the same day to run the cables inside the cubicles, its important for the electrician to know where to run wiring for the cubicles to hook into and its important for the GC to know everything about everything.

Step Three: Installation Prep

Preparing for the installation is a simple process. You need to check with the building or property manger of the office space to see if there are any regulations that need to be met. Some property managers will make you install your office furniture after business hours as to not disrupt the whole building. Some will make you lay down a protective covering by the elevators, carpeted areas and so forth. Almost all buildings will require some for of insurance from the installer before they are allowed in. Just food for thought.

Step Four: Installation

Depending on the size of your project the actual installation time will vary. Remember, its not just the time to put the furniture together. It takes time to move large quantities of furniture out of the truck and up to your office space.

The first step to installing the furniture is obviously moving the furniture to your space. After which the product is staged. Meaning cubicle parts are laid out in their appropriate positions, conference tables are laid in their appropriate rooms and so forth. After staging is complete the installers will start building your cubicles who will be followed by the data company who is simultaneously wiring them for data. The data guy will want to start at this stage because the work surfaces of the cubicles will not yet be installed and it will be easier for him to move in and out of the cubicle. After all the cubicle walls are up the installers will move onto cubicle components such as files, overhead storage, work surfaces and shelves. Conference tables, break room furniture etc. could technically be installed at anytime during the office furniture installation. I will tell you, its important to save your office chairs for last. If your project will be going on for several days. Have your install company leave the chairs in there warehouse until the last day. If you bought the chairs yourself and are managing your own installation, be sure and ship the chairs to arrive the last day of installation. Why, with all the construction going on in most job sites, all the people moving in and out of your future space. Its very easy for your “Rolling” office chairs to grow legs. They are very easy to steal, so its important they arrive on the last day to avoid such a tragedy.

Workspace Authority / www.BestUsedCubicles.com does not recommend that you manage your own office furniture installation. It is always better to leave some things up to the professionals. But hey, now you know how the process works and you can better assist your office furniture installer or office furniture dealer in their efforts (888) 689-2384.

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Office chairs can be one of the most crucial office furniture purchases you can make. Lets be real, most office furniture dealers are going to quote you the cheapest office chair you can find. Office furniture dealers don’t make much money in the way of seating. If you were going to second guess a selection you made on your office furniture quote, let it be the office chairs. Office chairs can single handedly make or break your office space. Why? You can buy high quality cubicles that look very cool to attract new talent, buy conference tables that fuel creativity, select colors, carpet, computers and what have you to aid your work force but if you select crummy seating your employees will be uncomfortable ALL day. Office seating is the backbone of your working environment. It is crucial that your employees are comfortable throughout the day and that that have enough adjustablity options so that the chair can fit their individual needs. Here are a few tips on buying quality office seating.

1. Don’t buy cheap.

Chairs are like anything else, you get what you pay for. If you go down to your local office supply store and pay $100 for a brand new chair….you could have done better. Those chairs may be comfortable for the first year but, soon after the seat pan will start to wear out and you will have to replace the chair or a host of others parts. Quality office chairs can last a very long time, their parts are warranted and they are not cheap. Here is a good rule of thumb to find out if a chair si worth buying: go up to the chair with one arm and pick it up by the arm rest, if its heavy / difficult to pick up you most likely have a quality office chair. It should be heavy. If its heavy it means the mechanisms within the chair are heavy duty, the materials used are high quality and the chair will last longer.

2. Buying used or new chairs?

Buying used office seating is done all the time but some businesses prefer to buy new office seating because they have been through the ringer on office seating before. Here are some good rules for buying used office seating.

Used office seating is a great way to save money on quality office chairs but, DO NOT ever buy low quality used office chairs. What do we mean? We mean a used chair that was originally purchased from a chain office furniture store. Chairs that are low quality to begin with are sure to be even worse when purchased preowned. If you do decide to save money buying pre-owned seating buy a name brand only. Teknion, Herman Miller, Haworth, Steelcase, Knoll just to name a few are good brands to stick with. Their chairs last a very long time and can be purchased used without any problems. Herman Miller Aerons for instance are highly sought after in the pre-owned office furniture market as are Steelcase Leap chairs.

Another good tip would be to find a chair that can fit any person in your office. People come in many different shapes and sizes, some big, some small, some heavy, some skinny. It important that you select and office chair to accommodate the bulk of your workforce. This means finding a chair that has many adjustments available. The most common are height, seat pan, arm rest and lumbar but their are chairs with over 25 adjustable options available. The more options the chair has, the easier it will be for your employees to fit right in.

These were just some basic guidelines for finding and buying the right office chair. Come to our site, like us on Facebook or visit www.bestusedcubicles.com If you have questions or require assistance in finding the right office chair please email us at smcbee@wsauth.com or give us a call at (404) 392-3516 or (888) 689-2384.

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So how does that effect you? Number one it saves you money but it also creates a problem for both you and the used office furniture dealer. Other companies from around the world like saving money too and used office furniture is not as prevalent as new. No one is manufacturing used office furniture. A load of furniture comes in, it gets sold, its gone forever. So there is a somewhat limited supply of used office furniture but that stops no one from buying it, you just have to know how to purchase it from the right vendor.

The Cardinal Rule of buying used office furniture is to act quickly. I know it sounds like a sales pitch…ACT NOW. Ha ha. But in this case its true. Lets say you are looking at a listing on BestUsedCubicles.com for 50 cubicles. At any given time there could be up to 10 people eye balling that same load of furniture. The first company to pay for the furniture gets the furniture and remember once that load of furniture is gone, its gone forever. I have seen it time and time again. A company starts the process of drawing the furniture in the space and a company that has been looking at the furniture for some time comes in a buys the entire load making said shopper find something else. So how do you protect yourself from this? Have the money or down payment in hand when you are shopping for used office furniture. If you take too much time another company will come in and buy it from underneath you. The savings are just too great.

So number one rule, have the money in hand and act quickly when buying used office furniture. Otherwise the process could take longer than expected. The good thing is, if you do have to start over, used office furniture has a zero lead time meaning it can usually be shipped right away. Almost all new office furniture comes with a lead time which can vary between 2 weeks to 3 months. Eeeek.

Workspace Authority / www.BestUsedCubicles.com is here to supply you the highest quality used office furniture in the world. If you have questions about buying used office furniture or would like to discuss prossible solutions for your space email us at smcbee@wsauth.com or call us at (404) 392-3516

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