It’s time to wrap up this year’s business activities, and often it can seem like a mountain of paper has collected while you were tending to your organization’s core mission. To get a fresh start in the new year, you’ll have to deal with all those documents. Conquer the paper mountain by sorting documents into three categories: Scan, File, or Shred.
Scan It – Transform your paper documents into digital assets through a well-designed imaging program. Much more than a simple PDF document, imaged documents offer the advantages of secure information access, speedy information searches, and extraordinary space savings. The National Association of Productivity & Organizing estimates that a four-drawer file cabinet holds 18,000 documents. A single desktop hard drive can store the contents of 100 file cabinets. What could you do with all that extra office space?
File It – Certain original documents simply have to be retained in paper form. However, they don’t have to take up an excess of storage space. Offices can reduce their document storage footprint by 50% with a high-density shelving system that eliminates all but one of the center aisles between file cabinets. Add security features like biometric locks, and your one-of-a-kind documents won’t fall into the wrong hands.
Shred It – Is a document outdated? Or if it’s still relevant, has it been imaged? Or do you have multiple redundant copies of a document? If you answer “Yes” to any of these questions, you may not need to hold on to the original documents any longer. Shredding unneeded documents, like imaging, reduces your physical storage footprint. Take care, however, that your documents are shredded securely, so intellectual property, private information, and trade secrets aren’t exposed.
SmallBusinessTrends.com offers a number of ideas for office organization, including document management tips. Make your New Year’s resolution now to talk to a document management consultant in January, and next year you’ll avoid the end-of-year paper mountain. And if you’ve already implemented a well-organized document management system, you can enjoy the holidays without paper anxiety
Photo © Elnur / AdobeStock
Those bold, shameless porch pirates are out in force, appropriating delivered goods and selling them for whatever they can get. But there could be a different kind of “porch pirate” targeting your business – data thieves who trade in the business of stolen information.
Whether it’s package theft or data theft, it affects your bottom line. In cases of HIPAA violations, identity theft, or other unauthorized information releases, you can face costly fines and lawsuits. And your profits take a hit when you have to replace shipments that the customer never received.
When clients don’t trust your security, they take their business elsewhere. Fortunately, there are some smart storage technologies that boost security and reduce your liability.
- Imaging – Paper is often called an “ephemeral medium.” It’s easy to lose, easy to damage or destroy, and easy to steal. Document imaging shields your business from the liability of missing documents and information theft. The electronic versions of your documents are accessible only to authorized users. With the originals shredded or in secure archives, your imaged documents are safe in their virtual file cabinet. Those who shouldn’t touch your documents will not be able to lay their hands on them, quite literally.
- Smart lockers – Amazon was one of the earliest adopters of smart-locker technology. A customer’s package is delivered to a numbered locker with an electronic lock automatically set to a one-time combination. The combination is emailed or texted to the customer, who can then retrieve the package at a convenient time. Smart lockers are now cropping up in apartment complexes, in college campuses, and in business settings, eliminating highly insecure door delivery. It’s a win for the package recipients and a win for the business or the property management.
- Secure high-density storage – High-density storage systems are known for their space-saving attributes, reducing storage footprints by as much as 50%. Sliding on floor-mounted rails, these systems eliminate all but one aisle between shelving units. Their electronic locks eliminate something else: unauthorized access to sensitive material such as patient health records, legal documents, or intellectual property. Locks can be programmed to track access based on security codes. Biometric locks add an even greater level of security.
People are wising up to the ways smart technology can defeat porch pirates around their homes. Talk to a storage consultant who can help you assemble the right security solutions to keep the porch pirates and data thieves out of your business.
Photo © MStock / AdobeStock
The IRS is acting like Oprah, and small businesses across the U.S. are benefiting. Thanks to Section 179, the IRS is handing out a $1,000,000 deduction to every small business that puts qualifying equipment and/or software into use before the end of the year. Rather than depreciating equipment over the course of several years, Section 179 allows businesses to deduct the full price of equipment in Year 1, up to $1,000,000. That’s an enormous tax benefit.
And it gets better: Even if you finance the equipment rather than paying for it up front, you still qualify for the deduction. Leases as well as purchases are included in this rule. You don’t have to hand over a pile of cash in order to reap the Sec. 179 benefit.
Almost any tangible business-related product qualifies for the deduction, including:
- Equipment purchased for business use
- Computers and off-the-shelf software
- Data hardware (essential for imaged-document storage and access)
- Office furnishings and fixtures, including high density mobile storage and lockers
- Office equipment
- Certain business vehicles, including fork lifts and 9-passenger vans
- Property attached to your building that is not part of the building structure (casework and industrial shelving, for example)
- Tangible personal property used in the business, or equipment with a partial business use
- Some improvements to existing business-only buildings, including security systems, HVAC, and roofing
There’s one small but essential thing to remember: The new equipment must be placed into service by December 31.
With only a few weeks left in the year, that deadline may seem like an insurmountable scheduling problem. Luckily, many business-equipment vendors offer quick-ship programs for their clients who want to take advantage of the Sec. 179 deduction. If you’re planning an equipment acquisition in the first quarter of next year, why not buy it now, put it into use before the end of this year, and get the money the IRS put under your seat?
Photo © Prostock-studio / AdobeStock
It’s never easy being an HR recruiter. Whether the job market is tight or wide open, the competition for top talent is ever-present. One of the proven strategies for attracting the very best recruits is a visible, well-integrated corporate value system.
Prospective employees want to see their own values reflected in the workplace, especially when it comes to corporate social responsibility. From millennials to Gen Z, recruits view sustainability as an expression of corporate social responsibility. They’re not going to be satisfied with a token paper-and-plastic recycling bin. They want to see sustainability infused throughout the company’s operations.
Your business storage systems may not be the first things that spring to mind when you’re looking for ways to increase sustainability. Nevertheless, there are storage solutions that give your enterprise a definite sustainability advantage. These include:
- Electronic records – When you reduce the quantity of paper business records stored in file cabinets, you reduce your storage footprint. Less storage space means less overall space and lower utility consumption. Further, converted documents become digitally accessible to everyone who needs to work with them, eliminating multiple redundant copies and thereby reducing paper consumption.
- Modular casework – Unlike traditional casework, the “building block” modules of high-quality casework can be reconfigured as operational needs change.Yesterday’s credenza is today’s wall cabinet. It’s recycling at its finest.
- High density shelving – These space-saving cabinets slide along floor-mounted tracks, eliminating aisles between shelving units and reducing your storage footprint by as much as 50%. In tandem with an electronic records conversion program, your paper document storage will take up far less space than previously, and you’ll reduce your overall space utilization.
There’s a bonus to these sustainability-friendly storage solutions: lower operating costs, including real estate costs, office supplies and utility expenses, and build-out costs.
When you choose storage systems like these, you’re telling recruits that your business takes sustainability seriously. Your corporate values increase employee loyalty and retention, which in turn improve productivity and profits. Further, customers prefer to do business with socially-responsible companies.
When you can both do good and do well, it’s a win for everyone, including your HR department. Sustainability is a really good look for your brand, and your storage systems are part of the picture.
Photo © ty/AdobeStock
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.
- 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.
- 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.
- 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
The open office plan isn’t everything we’d hoped it would be. Once touted as the magic bullet for productivity, creativity, and collaboration, the open office plan in reality is too noisy, too public, and too distracting for heads-down workers. Rather than collaborating, employees use every tool at their disposal to claw back a tiny bit of personal space, isolating themselves with headphones and using email and texts to communicate with co-workers who are mere feet away, often at the same workbench.
Like business owners, facilities managers were initially enamored of the open office plan. Requiring fewer square feet per employee, the open office plan kept the cost of rent low, and the lack of interior walls reduced the build-out costs.
Facilities managers were among the first to hear the negative feedback around the open office concept, as staffers began requesting enclosed meeting rooms and sound-reducing measures. In an effort to achieve a balance between open areas and enclosed areas, facilities managers and designers have begun turning to a ready-made solution: the “phone booth” office pod. As reported in Fast Company, these micro-offices are fully enclosed, sound-proof, ventilated, and come complete with plug-and-play power for electronic devices. Businesses can add a string of these prefabricated offices within their existing open office space at a cost of a few thousand dollars each, without the disruption of construction.
There’s a downside, however. Although they’re small, micro-offices take up a certain amount of floor space, putting the squeeze on work space and storage space alike. Employees who are already feeling crowded are not likely to react positively to more encroachment on their work areas.
Files and supplies, on the other hand, never complain about having their storage space reduced. High density mobile shelving, rotary file cabinets, and lateral sliding files condense storage space into half the space of traditional shelves and cabinets. Moreover, these compact storage systems offer greater accessibility than old-school storage systems; search-and-retrieval times are reduced and productivity is improved.
Space-efficient storage systems provide the floor space needed to achieve the balance of open work spaces and enclosed, heads-down work spaces, preserving the overall office footprint while making room for everyone to do their best work. Businesses are learning that this balance will deliver the improvements in creativity and productivity originally promised by the open office concept.
Photo © Syda Productions / AdobeStock