New office setup: 5 Steps to Ultimate Productivity
Why New Office Setup Planning is Critical for Business Success
A successful new office setup is crucial for productivity and employee satisfaction. For any business in Chicago or across Illinois, careful planning is key to creating a workspace that supports long-term performance.
Essential Steps for New Office Setup:
- Brainstorm your needs – Analyze current and future requirements
- Design your floor plan – Choose between open, closed, or modular layouts
- Select furniture and IT – Invest in ergonomic chairs, proper desks, and essential technology
- Set up communications – Install reliable internet, phone systems, and collaboration tools
- Organize supplies and storage – Create systems that keep your workspace functional
Key elements like ergonomic furniture are vital, as employees spend nearly 2,000 hours annually at their desks. Simple additions like dual monitors can boost productivity by up to 50%, and natural light significantly improves employee well-being. While setup costs can range from $50 to $150 per square foot, strategic planning maximizes your investment and prevents costly errors.
I’m Mina Georgalas, president of Bernard Movers. With nearly 30 years of experience in commercial moving services across Illinois, I’ve seen how proper planning ensures a smooth, successful new office setup.
Phase 1: Planning and Designing Your New Office Setup
The journey to a successful new office setup begins with meticulous planning and a clear understanding of your business’s needs. This initial phase lays the foundation for a productive workspace.
Brainstorming Your Needs and Budget
Start by brainstorming your office needs with key stakeholders to create a comprehensive checklist of essential and optional items. Your checklist should cover everything from meeting rooms and quiet zones to collaborative spaces. Crucially, plan for future growth. A flexible new office setup saves time and money by adapting to your business’s evolution over the next 3-5 years.
Budgeting is critical. With costs averaging $50 to $150 per square foot, a detailed budget covering rent, renovations, furniture, tech, and moving expenses is essential. Differentiate between must-haves and nice-to-haves for flexibility.
Also, consider legal requirements, such as providing a private, non-bathroom lactation room for new mothers, to ensure an inclusive environment.
Finally, inventory your existing furniture and equipment to decide what to keep, discard, or purchase. This directly impacts your moving strategy. Our team at Bernard Movers helps businesses across Illinois, from Chicago to Melrose Park, manage these assets for a smooth transition.
Choosing the Right Office Layout and Floor Plan
With your needs and budget defined, design a floor plan that improves productivity and workflow. The right layout is foundational to a positive new office setup.
Popular office layout options include:
- Open Plan: Maximizes space and collaboration and is cost-effective, but can be noisy and lack privacy.
- Closed Plan: Offers maximum privacy and focus but is space-intensive, more expensive, and can hinder collaboration.
- Modular Plan: A flexible, cost-effective balance of privacy and collaboration that requires careful planning to mitigate noise.
Here’s a quick look to help you compare:
| Office Layout Type | Pros | Cons |
|---|---|---|
| Open Plan | Maximizes space, fosters collaboration, cost-effective | Noisy, lacks privacy, high distractions |
| Closed Plan | Maximum privacy, reduced distractions, ideal for focus | Space-intensive, hinders collaboration, isolating |
| Modular Plan | Balance of privacy/collaboration, flexible, adaptable | Requires careful planning, some noise issues persist |
Choose a layout based on your team’s interaction style. An open or modular plan suits collaborative teams, while a closed plan may be better for focused, individual work. Incorporate other crucial spaces like break rooms for informal collaboration, conference rooms for formal meetings, and secure IT equipment rooms.
Prioritize environmental factors. Position desks to maximize natural light, which improves mood and concentration. Ensure good ventilation and air quality, as stale office air can reduce productivity. A comfortable environment supports your team’s well-being and focus.
Selecting Furniture and IT for Your New Office Setup
With the floor plan set, select furniture and IT equipment that blend comfort with functionality. These choices directly impact your team’s productivity and health.
Choosing the Right Office Furniture:
Choosing the right furniture is critical, as the average office worker spends about 8 hours a day seated.
- Office Chairs: Invest in high-quality ergonomic chairs with adjustable lumbar support, seat height, and armrests to reduce strain and improve focus. Options range from versatile Task Chairs to more supportive Executive Chairs. Products like the Branch Ergonomic Chair Pro offer excellent features.
- Office Desks: Desks should complement your layout. Options include Rectangular Desks, spacious L-Shaped Desks, and Standing Desks, which promote health by allowing employees to alternate between sitting and standing. Consider a durable standing desk or add motorized legs to an existing tabletop.
Essential IT Equipment:
Efficient technology is the backbone of a modern office. Equip your new office setup with these essentials:
- Computers: A mix of portable laptops and powerful desktops serves most office needs.
- Monitors: Dual monitors can increase productivity by up to 50%. Consider a quality full HD monitor. Use a dual monitor mount or a single monitor arm to save space.
- Peripherals: An ergonomic keyboard and a responsive wireless mouse are essential.
- Storage: Supplement cloud storage with a portable SSD for local backups.
- Audio/Video: Ensure clear communication with noise-canceling headphones, a high-quality webcam, and a dedicated USB mic.
- Networking & Power: Install a reliable mesh Wi-Fi system. Use surge protectors, versatile hubs, and necessary cables.
- Security: Protect your data with a reliable VPN and a password manager.
Cable Management and Productivity:
Effective cable management reduces stress and clutter, creating a more functional and safer workspace. Consolidate connections with a docking station or an AB switch. Organize cables under desks with trays, zip ties, and mounts. A quality desk mat also helps maintain a tidy look. Protect electronics by centralizing connections to a single surge protector.
Phase 2: Execution and Your Final Move
With planning complete, it’s time to execute your vision. This phase focuses on equipping your new space and ensuring a smooth move.
Equipping Your Office with Tech and Supplies
A modern new office setup requires seamless communication systems and well-organized supplies to support your team.
Secure a fast, reliable connection from your Internet Service Provider (ISP) well before move-in day. For phone systems, consider flexible and cost-effective VoIP services, which are ideal for businesses across Illinois. For internal communication, tools like Slack are excellent for team messaging and file sharing. Accept cloud-based services for file storage and online faxing to reduce physical equipment. While mostly digital, a reliable monochrome laser printer for documents, a color printer/scanner for versatility, or a thermal shipping label printer for shipping needs are still valuable.
An organized office is a productive office. To organize, first declutter your space. Then, maximize storage by using vertical space with shelves, creating dedicated organization stations, and using under-desk storage like a filing cabinet. Use drawer dividers for small items, manage cables, and consider rolling carts for flexible storage. A simple desk caddy can keep essential tools within reach.
Creating a Productive Home Office Environment
While Bernard Movers focuses on commercial moves in Illinois, the principles of a great new office setup also apply to creating a productive home office.
Prioritize ergonomics and natural light. An ergonomic chair and a standing desk with motorized legs reduce physical strain. Position your desk near a window to boost mood and energy. Effective cable management and dual screens on a monitor arm are just as important at home to boost productivity and reduce clutter.
To improve your home office, minimize distractions with noise-canceling headphones, ensure good lighting, and use an air purifier. Take regular breaks using the 20-20-20 rule. Essential gear includes a wireless mouse, wireless keyboard, and a digital notebook.
Personalizing Your Space and Finalizing Your Move
The final steps of your new office setup involve personalizing the space to reflect your brand and preparing for a smooth moving day.
Your office is an extension of your brand. Personalizing it can boost morale and productivity. Reflect your brand with company colors and logos, and create an environment that motivates your team. Incorporate greenery to reduce stress, add art and decor that reflects your company spirit, and include comfort elements like cozy seating. A well-designed, personalized space makes employees feel valued and inspired.
To ensure a seamless transition, careful preparation for moving day is vital. Perform a final checklist review to confirm all furniture orders and IT/communication service activations. Remember to update all stationery and digital signatures with your new address.
A detailed IT migration plan is crucial for moving computers and servers. This requires coordination with IT experts and professional movers. Bernard Movers has experienced Commercial Equipment Movers who handle sensitive technology with the necessary care.
This is where Bernard Movers excels. As Full Service Office Movers, we handle everything from packing and labeling to furniture reassembly. An Office Relocation Project Manager will guide you through the entire process, minimizing disruption. We specialize in Office Moves and Business Relocation for companies throughout Chicago and Illinois, ensuring a stress-free experience.
Finally, keep your employees informed about the new layout, amenities, and moving schedule to ensure a smooth transition for everyone.
Following these steps will lead to a successful new office setup. For more help, see our resources on Office Moving Considerations and Moving Office Equipment.
Ready to make your dream office a reality? We’re here to help.