Coworking: Where Do I Store My Papers?

Coworking: Where Do I Store My Papers?

Coworking space is a hot topic in commercial real estate. Companies like WeWork and Regus continue to lease more and more office space for the temporary use of their subscribing members. Even the GSA is looking at coworking space as a way to meet some of its space needs. However, coworking spaces can create process challenges for distributed teams and their managers. Imaging is the solution.

Statistics compiled by real estate service company JLL show the proliferation of coworking space, particularly in the past two years. The benefits of coworking office space are well-documented: few or no build-out costs, no long-term lease, tax benefits, and simplified telework. From a facilities management standpoint, coworking office space is an ideal solution to the need for temporary space.

For the occupants, too, the quality of coworking space has improved considerably since the early days when complaints about privacy and noise were common. Many coworking space providers are now reconfiguring their spaces to offer privacy pods and noise abatement.

One problem most coworking spaces can’t solve is document storage and information accessibility. Coworking offices are in the business of offering working space, not paper-document storage space. Document-dependent organizations struggle with their work processes if their teams are distributed in several widespread co-working spaces, without access to the paper documents they need.

Fortunately, there’s a solution for that: Imaging. Converting paper documents to digital documents makes those documents shareable. Distributed teams can have full access to all the information they need. Further, the converted documents are even easier to use than paper documents, since the conversion process makes them searchable – a key word or phrase can be delivered with electronic speed.

Converted documents offer a level of security and safety that paper documents can’t match, especially in a coworking environment where outsiders might have unauthorized access to confidential papers. With a database of imaged documents, managers can ensure information integrity by setting access permissions and tracking document usage.

Judging from the results of JLL’s study, coworking is going to be a significant part of many organizations’ real estate choices. If your enterprise is considering adding coworking spaces to your real estate mix, now is the time to put an imaging plan into action and add speed, security, and information accessibility to the other benefits of coworking.

 

Photo © Vladimir Melnikov / AdobeStock

Saluting Good Design: The 2019 Innovation by Design Awards

Saluting Good Design: The 2019 Innovation by Design Awards

Congratulations to the honorees of Fast Company’s 2019 Innovation by Design Awards for retail environments. These companies are recognized for their forward-thinking designs that serve markets better and offer more productivity and profitability to their owners. From our perspective as space utilization and information management experts, two businesses in Fast Company’s 2019 class stand out for ingenious uses of commercial space and data technology:

  • Spacious

The co-working company Spacious is built on an inventive model that takes freelancers out of their overcrowded daytime “Starbucks office” and places them in restaurants that are closed during the day, open only for dinner. These restaurants are climate-controlled, and the lights are on for the day prep crew, but the dining areas are completely empty until late afternoon; in essense, the restaurants are paying for underutilized space. Restaurants team up with Spacious to provide co-working space in the unused dining rooms, and the Spacious on-site team provides power points, wifi hookups, and user assistance. With memberships set at an affordable $95 per month, which Spacious splits with the restaurants, it’s a win for everyone.

This is the kind of maximized space utilization that NOS encourages with our document conversion services and high-density storage systems. Big thumbs-up to Spacious!

  • Walmart

Walmart has been a pioneer in retail technology for many years. An early adopter of supply-chain RFID, Walmart recently installed a pilot program of retail AI in the form of an Intelligent Retail Lab (IRL) in one of its highest-demand locations. Sensors and cameras send information to a room-size data center, which in turn generates alerts to maintain the in-store inventory. Availability of products, freshness of produce, even the number of empty grocery carts in the parking lot, all is monitored by the IRL rather than by store associates. Staff are freed up to focus on face-to-face interactions with customers. Productivity goes up, and the cost of outdated inventory and lost sales goes down.

We strongly advocate the use of asset management technology. RFID and bar coding are proven information management systems with a positive impact on profits. Well done, Walmart!

Good design isn’t just an aesthetically-pleasing façade; it contributes to the success of a business, and enriches the community in which that business operates. Our highest compliments to these enterprises for their outstanding designs!

 

Photo © ittoilmatar/AdobeStock

7 Steps to the Right FM Asset Management System

7 Steps to the Right FM Asset Management System

Every facilities management professional has a vast number of physical assets under his or her purview, from furniture and art, to tools and materials. Maintaining an inventory of all these assets is a labor-intensive, error-prone task if each individual item has to be physically located and manually counted. Bar coding has long been used as way to speed up inventories, and RFID technology is becoming ever more common as an FM asset management tool. Which technology is the right one for your facility?

John Rimer, writing in FacilitiesNet.com, outlines 7 steps to choosing the best technology for facilities management, including asset management systems. His recommendations:

  1. Identify the stakeholders– senior management, human resources, finance, and end users – and determine the impact the asset management technology will have on their work. Ideally, everyone will benefit from the new technology.
  2. Examine the workflow for your facility’s asset management, and look for problem areas. Are there duplications of effort? Inaccuracies? Incomplete communications? Safety issues? Then define your target workflow, one that asset management technology can help to achieve.
  3. Develop system requirements that fit the target workflow needs. If your assets are primarily large and easy to access, like furniture or file folders, a bar code system could be the solution. If your organization has many assets in warehouses, or a large quantity of small items, a combination of handheld and doorway-mounted RFID readers may be the right fit.
  4. Research potential providers by talking to colleagues, attending industry conferences, and talking to third-party experts. Set specifications for your ideal vendor – areas of expertise, years in business, product lines, etc. – and create a short list of vendors who fit your requirements.
  5. Solicit proposals from the vendors on your short list, including your goals for the technology, and a detailed scope of work. Remember: the lowest bid isn’t always the best bid, and a bargain price may be masking a lack of functionality or robustness.
  6. Interview top candidates and give them a “script” of several tasks which their technology should be able to solve. Then observe a demo of their solution for these tasks, looking particularly for ease of use, flexibility, and intuitiveness.
  7. Negotiate the contract with the successful candidate, and work with them to develop an implementation plan.

Keep in mind that the system you choose, whether it’s RFID or bar code or a combination of both, should be able to grow with your organization into the future.

Your FM operation is unique. The ideal asset management technology vendor will be willing to consult with you to determine the best system for your workflow needs and the stakeholders’ goals, prior to any sale. Choose a vendor who can customize the technology to fit your unique needs, one who will stand by you, and stand behind their products, for the long term.

Photo © Elnur/AdobeStock

3 Ways Office Design Can Make Room for Gen Z

3 Ways Office Design Can Make Room for Gen Z

You’ve worked hard to make your offices attractive to millennials – open sight lines, “water cooler” collaborative centers, glass-box conference rooms, and hot-desking. Now Gen Z is about to move into the business world in large numbers. Will the wide-open constant-collaboration millennial style help to recruit and retain the top Gen Z employees?

Gen Z-ers are accustomed to living online – learning, socializing, shopping, communicating with parents. They are team players, but their teams rarely have face-to-face conversations. In BizNow.com, HOK’s Director of Workplace Practice Kay Sargent states that these new workers are overloaded with information. To function at their best, their work environment should be visually uncluttered and should be structured for working individually as well as collaboratively.

The shift toward balancing collaborative spaces with individual workspaces has already begun in some offices where staff were frustrated with the distractions of their open office plans. That’s good news for Gen Z, but bad news for business owners and facilities managers. Open office plans require less square footage per employee compared to traditional office designs, and increasing the number of individual workspaces also increases real estate costs. That’s not a welcome prospect.

However, there are several steps office and facilities managers can take now to prepare their workplace designs for the coming influx of Gen Z workers, and simultaneously keep their real estate costs stable.

  1. Use modular casework to increase spatial flexibility. These “building blocks” of high-quality cabinetry can be re-configured and re-used when open spaces are changed to enclosed spaces, lowering build-out costs while increasing sustainability ratings – something Gen Z appreciates.
  2. Add high-density mobile shelving systems for files, media, and inventory. These space-saving storage systems reduce storage area by 50%, creating the extra room needed for individual workspaces without expanding the existing footprint.
  3. Plan and execute a comprehensive document conversion program. Although we live in a digital age, paper documents still seem to accumulate in the workplace and take up valuable (and expensive) space. Creating digital versions of documents preserves the information and makes it accessible to tech-savvy Gen Z staff while freeing up useful work space.

Age diversity is standard now in the 21stcentury, with Baby Boomers to Gen Z-ers each bringing their unique perspectives to the workplace. Organizations stand to gain greatly from the combination of wise experience and youthful new ways of thinking, and the cost savings of efficient storage systems make it possible and practical to accommodate everyone.

 

Photo © aletia2011 / AdobeStock

How Hospitals Are Curing Their Retail  Spaces

How Hospitals Are Curing Their Retail Spaces

Retailers with captive consumers – notably airports and hospitals – used to enjoy a mini-monopoly. The offerings of the shops were limited and the prices were exorbitant. In the late 1990’s, however, airports began to capitalize on their corridors, installing elaborate retail malls and food courts. In some cities, airports even looked to become dining destinations. But hospitals were slow to change. The hospital gift shop continued to disappoint the hopes of shoppers with time on their hands, money in their pockets, and no other retail options.

Now, though, hospital gift shops and pharmacies are starting to realize their larger retail opportunities. Expanding their offerings and bolting on additional services like salons and spas gives hospitals new revenue opportunities. Part of this change is driven by competition among healthcare providers, whose marketing teams actively seek ways to stand out in the marketplace. Online “hospital gift shops” are also grabbing some of the get-well-soon gift business, pushing the brick-and-mortar gift shops into a newly competitive position.

Amy Eagle, writing in Healthcare Facilities Management Magazine, discusses the innovative high-end hospital retail spaces appearing around the country. From relaxing spas to colorful toy stores (like the one pictured here), these retail designs are intended to “distract, amuse, comfort, and soothe.”

The new retail spaces come with a challenge: Where to store all the additional inventory for the expanded retail? Storage space is always at a premium in hospitals; medical supplies and equipment always get first dibs. Space-efficient storage technology – high density mobile shelving, for example – reduces space requirements by 50%, while eliminating much of the shipping packaging commonly found in retail storages areas – packaging which can attract health-compromising pests. It’s a win for everyone – patients, visitors, and hospitals.

The captive consumer, with only a single choice for goods or services, represents the very antithesis of American freedom of choice. While every retailer would be happy to have 100% of the business, they know that competition, although arduous, improves their own opportunities as well as those of their customers. A well-designed space-efficient inventory storage system makes it possible to expand inventory and meet the competitive challenge.

 

Photo © Tierney / AdobeStock

The Surprising Statistics of U.S. Collecting Institutions

The Surprising Statistics of U.S. Collecting Institutions

No one can doubt the value of museums and libraries. These institutions are the repositories of our collective cultural memories, preserving history via written word and artifact, helping us find our way forward by knowing where we came from. And our U.S. collecting institutions – libraries, museums, archives, historical societies, and scientific collections – have created truly remarkable assemblages, according to the recently released results of the Heritage Health Information Survey:

  • The U.S. is home to more than 31,000 collecting institutions.
  • More than 13 billion items, from artworks to arrowheads, are preserved in these institutions.
  • Of those 13 billion items, many are in the form of individual paper documents, enough to fill 347 Olympic-size swimming pools.

Given these astonishing numbers, it’s no surprise that proper storage is vital for these collecting institutions. Museums and archives in particular put much of their effort into the conservation of their unique collections. They need storage that not only accommodates all the unusual sizes and shapes of artifacts, but preserves objects from further deterioration. Humidity and chemically-incompatible surfaces are damaging to any ancient artifact, and those Olympic pools of paper documents are especially prone to insect damage as well.

Luckily, storage providers have already anticipated the needs of collecting institutions, designing an array of space-saving, customizable, and protective systems. Adjustable shelving and partitioned drawers and bins fit artifacts both large and small. Flat files are well-suited to paper documents and unframed photos and paintings, while vertical racks hold framed artworks. These museum-friendly storage systems have non-reactive finishes and are sturdy enough for the heavy weight of stone sculptures or military ordinance.

Museums are chronically challenged to find enough exhibit space for their treasures, but a well-designed storage system can transform storage space into additional exhibit space. A high-density mobile storage system can save up to 50% of floor space, and a vertical storage carousel or a multi-level shelving system saves up to 80% of floor space (this video shows how one museum expanded its storage upward instead of outward).

Keeping track of all those objects can be a challenge, too. A written tracking system is time-consuming and often inaccurate. A bar code system is better, but it becomes ineffective if bar codes are obscured or damaged. An RFID system, with inconspicuous RFID tags that communicate with an RFID inventory reader, allows museum managers to track an object as it moves from storage to conservation room to exhibit room.

The work of U.S. collecting institutions is too important to trust to outmoded storage methods. With the help of an experienced storage consultant, conservators can look after their collections properly, now and in the future, as their collections grow far beyond the current numbers.

 

Photo © caftor / AdobeStock