Archive for the ‘Business Filing and Storage’ Category

5 Strategies for Improving Space Efficiency in Your Office

existing-space-increase-efficiencyWhen discussing office space efficiency, an article in Digit Magazine sums up this topic very well. “Even though government bodies are approving more building planning works, the options are still very limited: build up or build out. But a cheaper, faster, and more resource-effective solution is to simply use the space we already have – just use it better.”

Now, there are a lot of ways to make better use of your current space that range from large scale projects to a few simple changes. But before you get started, you have to find the right solution that matches up with your company’s resources.

Listed below are five different strategies that will get you thinking about what’s possible for your office. And just know that whatever you do to improve space efficiency – no matter how big or how small – its effects will be felt throughout your entire organization.

1. Use Versatile Furniture

Instead of the old cubicle that pretty much only has one function, think about choosing furniture you can use for multiple activities. For example, use a benching system in your conference room instead of a table.

When the conference room isn’t in use for meetings, it can double as a space for temporary or freelance workers or even as a training area. The idea is to think about how people work, and buy furniture that helps them accomplish each of their tasks.

2. Implement Spring Cleaning

Most of the time when we think about spring cleaning, we think about our house. But you can do the same thing in your office. Those old file boxes you’ve kept well past their retention date? Send them off to be destroyed.

Setting aside time to clean reduces clutter and gives your employees a task they can take ownership of. And if you can offer lunch and make it a fun activity, it’s an even better bonus for them.

3. Chose Modular Components to Retrofit Your Space

A more global solution to space efficiency is to use an existing building for your office instead of constructing a new building. Not only does this promote sustainable design, but it helps the environment as a whole.

However, if you’re worried that retrofitting the space will be difficult, look into modular components like movable walls and casework.

retrofit-office space-efficiency

4. Try Flexible Work Schedules & Hoteling

Do you have sales reps that are hardly ever in the office? Writers that could do their jobs anywhere? Then it’s probably time to think about flexible work schedules and hoteling.

If some employees can work from home and others can share workspaces when they need to be in the office, you can dedicate much less space to personnel. In fact, you might be able to reduce your space requirements enough to relocate to a smaller office with less leasing fees.

5. Don’t Forget About Storage

With all the different dynamic storage systems that exist, there’s no reason to rely on lateral cabinets or static shelves in your storage area. What’s more, your storage area could be one of the best places in your office to increase space efficiency.

Because if you can reduce the amount of space required for storage, you can use that extra space for activities that actually generate revenue.

Need Help Making Your Office More Space Efficient?

If you need help making your office more space efficient, we’ve got you covered. Our strategies and solutions range from document management consulting and high density shelving to mobile workstations and movable walls.

Get in touch by phone at 1-800-803-1083 or contact us online, so we can get to work devising a plan to increase space efficiencies in your office!

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Help Solving Your Records and Information Management Problems

Did you know…?document management software

  • 15% of organizational revenue is spent on creation, management, and distribution of information
  • 60% of people’s time is spent working with information and records
  • 75% of records are still kept in paper form
  • 65% of worker’s time is spent looking for information

If your company is spending this much time and money managing records and information, it’s time for a better strategy. But knowing where to start can definitely be overwhelming.

Fortunately, that’s where we come in. The specialists at Southwest Solutions Group have decades of experience helping companies solve their problems with records and information management. And no matter if you’re just getting started with your RIM program or a seasoned professional looking for some new technologies, we’ve got you covered.

Links to Resources for RIM Help

Here are just a few of our available resources to help you with your records and information management strategies:

Get Help in Person at the ARMA Austin/San Antonio Annual Seminar

If you’re an ARMA member in Texas, you can also come see our IMS Division Director, Anna Stratton, as part of ARMA Austin/San Antonio’s Joint Annual Seminar February 20.

Her 1.5 hour presentation takes place in the afternoon sessions as part of the track designed for professionals getting started with their company’s RIM programs. The topic of the presentation is Presenting RIM to the Executive Team and covers strategic tools RIM professionals will need to develop a business case for an executive audience.

Techniques for Creating a Document Management System

With the proper techniques, your document management system will not just capture, store, and archive your documents; it will also make retrieval faster with indexing tools, export documents to other parties quickly, securely protect documents from unauthorized access, provide audit tracking, and much more to improve the workflow and productivity of your business without the piles of paper.

Our 10 Step Document Scanning Process

If you are wondering what happens when you outsource your document scanning project, then this is definitely for you. A handy infographic outlines the whole process from start to finish.

Why You Need a Records Retention Schedule

As part of your records management system, you should have a records retention schedule because it’s is a major part of regulatory compliance; sets policies in place to make certain that records are kept for the length of time that is legally and functionally required and that useless or inactive records are purged; and makes sure that staff members are regularly following record management and document destruction guidelines.

The ROI of Digitizing Paper Documents

There are several factors to consider when your office is transitioning from paper to digital documents. Return on investments definitely ranks at the top of the list. This article is designed to help you thinking through the best way of digitizing paper documents for your organization. Careful considerations to hard costs and soft costs along with planning which paper documents to convert and when to convert them can make the difference between success and failure.

Why Use RFID Technology for File Tracking

RFID technology allows the capture and collection of data without the need for human intervention, reducing human error that could prove disastrous when dealing with serial numbers or part numbers.

Didn’t Find the Resources You Need?

If you weren’t able to find the resources here that you need to solve your records and information management problems, don’t worry. We can still help you with our consulting services. Just send us a message or give us a call at 1-800-803-1083!

 

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How Wire Cages Protect Telecom Company’s Data Servers & Network Equipment

Wire Cages Installed at the Telecom CompanyKeeping information safe and secure is a top priority for any communications company with data servers and network equipment. Putting the servers in a locked room isn’t enough, you need an extra level of security. You need wire cages. The wire cages are an excellent, cost-effective solution to keeping servers secure. Here is how one telecom company used wire cages to secure their data servers and network equipment.

Why the Company Chose Wire Cages

The large telecommunications company provides network cabling and telecommunications infrastructure including fiber optics cabling, splicing, termination, restoration and emergency network response to all kinds of businesses. The most important aspect of providing these services to a large client base is keeping your customers’ data safe, secure, and separated at all times. The expensive servers, along with the customer data stored on them, must be locked down at all times.

Wire Cages Protect Data ServersTo protect their data servers, network equipment, and customer information, the company chose to use wire cages. The wire cages allow for side-by-side storage of multiple server racks while maintaining individual or multiple rack security. By keeping clients’ equipment separated, you control access while benefitting from the shared conveniences of the facility – heating & cooling, fire suppression systems, etc. And all the equipment is visible.

Wire Cages Designed to Meet the Company’s Needs

Standard 8’ high wire partitions were used to wrap around the underside of the overhead cable trays and other electrical equipment used within the facility to create the wire cage. The wire cage ensures controlled access at every point. For access to the secured area, a 6’ wide x 8’ high sliding door was installed to allow for entry of large items such as server racks and other bulky equipment. A built in key lock was implemented for added security.

Contact Us for Wire Cages to Secure Your Company’s Data Servers

Southwest Solutions Group® provides design and installation services for wire cages to secure your company’s data servers and network equipment. We will even provide a free consultation to determine your facility’s exact needs before the design process begins. To learn more or to speak with a specialist, call us at 1-800-803-1083 or send us a message today.

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What Office Furniture Should Your Start Up Company Choose?

traditional cubicle benching systems office furnitureWhen you’ve just started a business, there is something you have to consider: what type of office furniture will you use? Many start-up companies and small businesses (ex. marketing agencies and software development) use benching systems for co-working areas because they have a cool, open feel, and they use cubicles for employees or managers that require more privacy and individual work.

You Need Office Furniture That Will Adapt to Change

There’s something to keep in mind when you are deciding on what kind of office furniture you’re going to choose: change. A new company may start out with 5 workers and within no time expand to 20. Or you might bring in temps and freelancers to get your business started.

To keep ahead of all these changes and ensure your making the right investment, you need office furniture that will adapt. While on the surface traditional benching systems and cubicles seem like the right solution, if you look a little closer, you will find many hidden costs.

The Hidden Costs of Traditional Benching Systems and Cubicles

First of all, you have to hire professionals to install the benching systems and cubicles, especially if you’re s start-up business with no facility management team.

Even if you don’t mind spending this capital in the beginning, think about what happens the first time you want to make a change to your office’s layout. For example, a smaller company might want to use their daily workspace for hosting a client event, thinking it will be easy and save money. After all, the cubicles and benching systems are supposed to be modular.

So now you have to move all those workstations. If you’re planning on doing it yourself, don’t be shocked at the 15-50 page installation manual that came with your furniture. And at the beginning of the manual you will find a list of required tools that looks something like this:

  • Allen wrenches
  • Screwdrivers
  • Measuring Tape
  • Rubber Mallet
  • Hammer
  • Level
  • Electric Drill and Bits
  • Chalk Line
  • Pliers

Hopefully you have all that on-hand; otherwise, you’ll be making a trip to the hardware store. Or better yet, spending extra money you may not have available to rent a space.

Swiftspace Office Workstations: Modern Office Furniture for Your Companyswiftspace furniture folded up and set up

So what can you do? You need benching systems and cubicles for your employees but these inflexible and costly furniture options just won’t work. What you need is something totally modern yet very familiar – Swiftspace office workstation solutions.

The Swiftspace office workstation solutions have the exact same appearance as traditional cubicle and benching system, but are completely different in how you can use them.

There’s absolutely no tools or parts required for installation.

That’s right, the Swiftspace office workstations come directly to you, ready to be unfolded and set-up for use in mere minutes. You don’t need any tools or need to worry about any pieces because everything is already installed within the framework of the workstation.

So easy to setup – a child can do it.

Unlike traditional cubicle setup where you need professionals to build them, the Swiftspace office workstations are so easy to setup a child can do it. Not only is it easy to setup the workstations, they go up in just minutes.

Fold down and store out of the way.

Remember that client event you wanted to host in your office space? Well now you can because the Swiftspace office workstations fold back down just as easily as they setup, taking up almost no space. Simply unfold the workstations, move them to the side, and you’re ready to host your event and then get back to work as usual the next day.

Can be moved anywhere at any time.

At first everyone was working independently, and then you received a project that required a lot of meetings and team work. That’s no problem when you have the Swiftspace office workstations. Because they’re on casters, you can roll them and re-arrange them however you want to get your work done.

Where Can You Get Swiftspace Office Workstations?

You can get your Swiftspace office workstations from us!

swiftspace office furniture workstations cta

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Chemical Supplier Chooses Modular Casework for Petroleum Testing Lab

Built-in Millwork Versus Modular CaseworkA specialty chemical supplier acquired a new space in Houston, TX for their petroleum testing lab. Aside from a sink, there was nothing in the space. This gave the company an opportunity to design the lab exactly how they wanted it. But first they needed to decide what type of furniture to use – built-in millwork or modular casework?

Difference Between Built-In Millwork and Modular Casework

Built-in millwork is exactly what it sounds like: furniture that is constructed on-site and built into the space. Once the project is complete, there’s no more changing your mind or re-arranging anything without tearing the furniture down and throwing it away.

Modular casework, on the other hand, is the complete opposite. It’s built off-site at a manufacturing facility and arrives ready to be installed. The casework is just like built-in millwork, except for one major difference: it can be moved, relocated, rearranged and changed any time you want.

Southwest Solutions Group Designs and Installs the Modular Casework

After learning about their options, the chemical company chose modular casework for their petroleum testing lab. To design and install the casework, the company reached out to Southwest Solutions Group. Randy Brant, Southwest Solutions Group’s Vice President located in the Houston office, worked with the rest of the team to design the modular casework for the petroleum lab (see the plan drawing below).

Plan Drawing of Modular Casework in Petroleum Testing Lab

The modular casework was specified as powder coated steel with marine edged epoxy resin tops, and includesFinished Modular Casework Installed in Chemical Suppliers Testing Laboratory

  • sink-faucet/eye-wash shower
  • fume hood
  • upper and lower cabinets at specified heights
  • work island with cabinets/drawers
  • pop up power evenly spaced for equipment
  • chemical cabinet
  • custom mobile table to fit inside the fume hood
  • flammable cabinet

Once the design was worked out, the modular casework was ordered and installed into the company’s lab.

 

After the project was complete, the chemical company stated, “We are very pleased with the modular casework in this new petroleum testing lab. In fact, we have a similar lab elsewhere, but we like the furniture and cabinets in this one much better.”

Visit our Laboratory Modular Casework Page and Learn More

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