Office Space

This category contains all articles related to or specifically talking about topics on office spaces, office rentals, and more.

A woman having a meeting with her virtual team.

January 24 2020

What Are The Different Types of Virtual Teams?

Judy Ponio Jobs, Office Space, Virtual Office 0

The advancement of technology has eased our living in many ways. Who would have thought that we can now sit in one place and be able to communicate with others far away from us or even work at home? Thanks to the wonderful discovery of laptops and the internet! Video conferencing, email and other forms of communication have been made possible. Because of this, the virtual team setup has become more popular.

What Is A Virtual Team?

A virtual team is a group of people who work together without actually working in the same place. Meaning, the team works together through electronic devices. Employees are spread across various locations, which can be different cities or even countries. Thus, different time zones too.

Advantages of Virtual Teams:

Saves Resources
The full availability of talent
Increased productivity
Reduces the cost of traveling
Can work any time of the day

Disadvantages of Virtual Teams

Technological issues
Communication gaps
Poor team bonding
Uneven distribution of knowledge

Types of Virtual Teams

Networked Teams

Networked teams are composed of people with different knowledge and expertise that are brought together to solve a specific issue. Existing members on this type of virtual team are often removed when their role is complete. And when necessary, a new member is added if there’s a new task or a unique position to complete.

Parallel Teams

Parallel teams consist of members that are working within the same organization. The team works to develop recommendations in a system wherein they remain intact until the determined goal is achieved.

Product Development Teams

Product development teams are a type of virtual team where experts from different parts of the country are brought together to develop a unique new project.

Production Teams

Members of the production team perform a single type of task and have clearly defined roles and responsibilities. The output of each individual is combined where they should meet the expected result.

Service Teams

Service teams are composed of members from different time zones to provide technical service and customer support. The next member will continue each work produced by each member. Companies that cater to 24/7 services usually have this type of virtual teams.

Management Teams

Management teams consist of managers of the same organization to make significant and challenging decisions for the company. The members of this type of virtual team come together to discuss and solve corporate-level strategies.

Action Teams

Members of the action teams are formed for a short time to take action for immediate problems. These are the emergency team wherein once the issue is resolved, the members will be dispersed.

Searching for the perfect office space in Florida?

Look no further. Our luxurious office spaces for rent in Boca Raton, Florida will surely suit your business needs. It boasts of great amenities and a gorgeous view of the beach. You can also impress your clients with our meeting rooms for rent. We offer both short term and long term rent. Contact us to book a tour now.

About The Author

Franchette Agatha Jardin has been interested in productivity and work-related topics since early adulthood and loves sharing her opinions and research with the professional community.

A group of office workers making plans on how to utilize their office space.

November 29 2019

Top Tips for a Successful Office Space Planning

Judy Ponio Office Space 1

Top Tips for a Successful Office Space Planning

Office space planning is an essential part of one’s business. When doing an office expansion or relocation, you must figure out how to best utilize the space and maximize efficiency.

But why bother?

According to the World Green Building Council, there is a significant link between office designs and the productivity and wellness of the employees.

Aside from the tons of money, one thing that the most successful companies have is a happy and motivated workforce. And effective office designs promote a positive work environment for your workers, which has a massive impact on the future of your business.

While there are many office planning out there, only a few are quite a success. To achieve your office space design goals, you must have excellent office space planning. (Related: The Most Beautiful Office Spaces in the World)

Here are some top tips for a successful office space planning that you must try.

Give Yourself An Ample Amount Of Time to Plan

The quickest solution is always not the best option. You are not in a race. Thus, you need to allow enough time to plan to ensure that everything will turn out the way you have imagined it in your mind.

Relax and don’t rush yourself, so your new workspace will meet your requirements and will be the best working environment for your staff.

Inspect How You Use Your Current Office Space

Reviewing how you use your current office space will help you determine what your workers do and do not need in an office. It might even help you find some areas that are being used differently than initially intended.

An office space blueprint to ensure effective office space planning.

Set A Budget

In general, it is essential for every business to budget. It’s exciting to plan for new office space, but office space planning can get you to overspend in the end. There’s a possibility that you might get carried away with all the fun of the planning process.

It is crucial to be budget-conscious when purchasing things needed for your new office. It will help you not to go over your budget once the construction and furniture placement begins.

Incorporate Proper Lighting

Another thing to include in your plan for your new workspace is to incorporate proper lighting. One study by the Malaysia Electronics Industry shows that there’s a significant link between the lighting and productivity of workers.

Moreover, experts say that different colors of lighting can affect the mood of your workers. For instance, a blue-enriched light increases work performance and reduces daytime sleepiness. Warm tones, on the other hand, tend to create a sense of comfort which often induces sleep in most people.

Do Not Forget Storage

Having storage in your office is also vital. Storage allows your workers to save time and helps them get things done quickly. Not just that, it also makes your office look organized, neat, and spacious.

Create Space for Visitors

The place where you receive your visitors is the most important space in an office. Your customers need a waiting area, so you must include extra space for them when doing an office space plan.

Your reception area will speak of who you are as a company. Thus, it’s best to make it welcoming as much as possible.

Involve Your Employees When Planning

As mentioned, one of the main reason why you need to have an effective office space planning is for your employees to be more efficient and productive at work. It’s best to gather their opinions during the planning process since they are the ones who will utilize the spaces the most. (Related: Modern Office Design Ideas for 2019)

Searching for the perfect office space in Florida?

About The Author

Franchette Agatha Jardin has been interested in productivity and work-related topics since early adulthood and loves sharing her opinions and research with the professional community.

September 13 2019

Modern Office Design Ideas for 2020

Judy Ponio Office Space 0

(Published on September 13, 2019 | Updated on January 24, 2020)

There’s no denying that office designs have changed radically over the past few years. Gone are the white-washed, pristine walls that evoke stiff professionalism. Office designs have evolved to suit the changing attitude towards work and business.

Now, businesses are starting to realize the value of their employees. They’ve figured out that employee productivity plays a huge role in business success. Thus modern office designs tend to focus more on employee comfort.

Even large corporations are modernizing their offices with the goal of retaining the best talents. Because, in today’s workplace, money isn’t the primary motivation anymore. The best employees stay longer when they are allowed to collaborate and be creative.

Aside from that, modern designs also give your office space a refreshing look. It tells your clients that you’re not afraid to innovate and keep up with the times.

If you’re struggling to come up with a look that suits your business, check out these modern office design ideas.

Take Advantage of Natural Light

A modern office design that takes advantage of natural light.

According to experts, natural light plays a great role in boosting productivity. It’s proven to improve your mood which reflects on the quality of work that you do.

Besides, using natural light can save you hundreds of dollars on electricity bills. Plus, you’re helping the environment. It’s basically a win-win situation.

There are a lot of ways to let more natural light in. Start with expanding those windows and ditching the shades. You can also add skylights or install solar tubes. And don’t forget to always clean your window panes and trim the bushes and tree branches that may block the light.

Create Chill-Out Spaces

Employee's chill-out area with table, couch and tv.

A staple feature of modern offices is the chill-out space. To foster productivity, employees need a place to “chill-out”. It helps them relax, recharge, and collect their thoughts. This is especially useful when you’re in the creative field. Because, oftentimes, the most brilliant ideas come out when you’re not in “work” mode.

It doesn’t have to be a huge, elaborate space. Some offices just put a couch with several bean bags and a TV. If you’re lacking for space, you can also redecorate your kitchen to double as a chill-out area.

Consider Standing Desks

A modern employee working from a standing desk.

Standing desks might be way out of your budget but it’s a worthy investment.

Studies show that sitting in a desk all day can lead to various illnesses. Of course, you don’t want to sacrifice your employee’s health. Not only does it reduce productivity, but you’ll also end up spending more on their medical benefits.

Introduce an Open Layout

A modern office with an open layout design.

Collaboration is the current name of the game. Employees tend to achieve more when they can freely interact. And an open office layout is instrumental to that.

Get rid of the partitions and individual cubes. Instead, introduce a more “communal” working space. This arrangement helps establish a spirit of teamwork and camaraderie. It also builds a more efficient workforce. Not to mention that it makes your space look bigger and more inviting.

Keep It Organized

A modern office design with lots of storage space.

Another great way of boosting productivity is by keeping a well-organized office. Less clutter means you spend lesser time looking for something and more on doing actual work. It also lessens the frustration of having to go all over the place just to look for a file.

Make use of your extra spaces by converting them into storage areas. You can also install shelves on your wall rather than filling it up with decorations. Or customize your office furniture to include storage spaces.

Add More Glass

A modern office design that uses glass walls and partitions.

If you look at famous skyscrapers that house modern offices, you’ll see that they use a lot of glass for the walls. In fact, even their doors are made of glass. Why is that?

It’s because nothing screams modern than floor-to-ceiling glass walls. And also because it maximizes the usage of natural light and creates a more open working space while maintaining privacy.

Incorporate Your Brand

When deciding on an office design, you should also take your brand into consideration. If you can incorporate your brand in your mugs and shirts, why not in your office space?

And no, it’s not just about stamping your logo on every available surface. That’s actually a terrible idea. Your office should convey your work culture and business philosophies. It must embody your company identity as a whole. That’s why it’s called branding.

Allow More Flexibility

An example of a modern office that allows more flexibility.

Some modern offices emphasize flexibility in their layout. This means employee movements are less restricted. They can move the furniture around, adjust their desks, or even move to an area where they are more comfortable working.

This added flexibility also helps promote productivity. Employees won’t be constrained to a single area. Not only is it good for their health, but it’s also easier for them to collaborate with others.

Use Natural Elements

A modern office that uses wooden table and indoor plants.

Another trend that’s picking up among businesses is the use of natural elements in their office designs. You’ll often see wooden furniture and earth-toned decors. Indoor plants are also becoming more popular.

Apart from aesthetic purposes, using natural elements can benefit your employees too. Earth colors have a calming effect on the human mind. This reduces stress levels and makes people happy. The indoor plants also provide cleaner air for your employees to breathe.

Integrate Technology

An example of a modern office that uses the latest video conference technology.

Of course, a modern office wouldn’t be complete without technology. Invest in technological advancements that can make the workplace faster, smarter and more efficient.

For instance, many businesses now use video conference technology for their meetings. If you can afford it, invest in smartboards too.

Since many people now work from their laptops, make sure charging stations are also readily accessible.

Rent a Modern Executive Office in Boca Raton!

Our luxurious executive office spaces for rent in Boca Raton, Florida will surely suit your business needs. Each room is fully furnished and sound insulated to ensure you have the perfect working environment.

The building itself is equipped with high-definition security cameras, a server room, and ultra-fast internet. Plus, get to feel the holiday vibe while working with the scenic view of the Florida coast right outside your window! We offer flexible rental terms too! Visit our homepage to know more about our other amenities or contact us to book a tour now!

About The Author

Judy Ponio has extensive experience in both private and public firms where she learned the ins and outs of the corporate world. She now shares that accumulated knowledge in this blog.

An example of a design fit for small office spaces.

September 6 2019

Small Office Design Tips for Startups

Judy Ponio Office Space 0

For startup businesses, image is key. Looking professional establishes client trust and builds the business’ brand. This, in turn, helps small businesses compete with industry leaders.

One sure way to project your company’s image is in your office design. Unfortunately, startups can’t afford to build the likes of Googleplex or Legoland. Most of the time, they’ll have to make do with a small office space.

But, don’t fret. Small office spaces can still look stylish and professional. All it takes is a little creativity coupled with ingenuity. And don’t forget to make use of these tips for small office designs.

Keep It Organized

Having a well-organized office can boost your team’s productivity. They don’t have to waste their time searching for a file or an office supply. They’ll be able to concentrate more on doing their jobs.

Be Careful With Colors

A small office space with blue color theme.

Your office’s color scheme also plays a role in your productivity. According to experts, there are four colors that affect people’s mood at work:

Red – it stimulates a strong physical response in people. This is best used for physically-demanding jobs.
Green – is great for harmonization and creates a sense of calm and reassurance. Best used to achieve a calm and meditative office ambiance.
Blue – is an intellectual color. It keeps you awake and enhances concentration. This is why it’s used in most offices.
Yellow – it gives off energy and encourages creativity. If you’re in the creative field, this color is what your office needs.

More than just the color, you also have to pay attention to its intensity and saturation. Light blue colors won’t have the same effect on people as that of it’s darker version. The same holds true for the other three.

Find the color scheme that works best for you and your team. This will help you choose the right furniture and decorations.

Choose Space-Saving Furniture Pieces

A small office using space-saving furniture.

When you have limited available space, your priority should be how to maximize its use. So when designing a small office space, you need to choose furniture pieces that save space. Like a desk that doubles as a shelf or a meeting room table that you can fold when not in use.

There are a lot of stores that sell these kinds of furniture. You can also order customized pieces suited to your exact needs.

Take Advantage of Natural Light

A small office design that takes advantage of natural light.

Light creates the illusion of a larger space. So it’s important that your office is well-lit. But instead of wasting electricity, take advantage of natural light.

According to studies, natural light can help reduce eye strain which lessens drowsiness. It can also help improve your mood which results in lesser headaches and fewer mistakes.

Install glass walls or windows if you can. You can also raise your ceiling so more natural light can go through.

Make Use of a Sliding Door

A small office that uses sliding door to save space.

Traditional doors can take up a lot of space when opened. That’s why more and more offices opt for sliding doors or more popularly known as pocket doors. You won’t have to worry about the door hitting a desk every time someone opens it.

Build Storage on Walls

A small office with built-in wall shelves for storage.

Earlier, we said that you need to keep your office organized. For that, storage is essential. You need to have a dedicated space to store your files, books, and office supplies.

To save on space, many offices are building shelves right on their walls. It’s also a great way of utilizing all that wall space instead of just using it for decorations. Or use your creativity and make your storage shelves double as decorations.

Allocate An Area for Meetings

A small office with an allocated area for meetings.

Aside from individual desks, you need to allocate space for meetings too. Consider the number of employees you have. Bear in mind that it will also be used for client presentations. If you are renting an executive space, they usually have a separate meeting room that tenants can use.

Looking for Office Space in Boca Raton?

Our executive office spaces for rent in Boca Raton, Florida is perfect for startups. It’s nestled right in the heart of the most business-friendly cities in Florida. Aside from the scenic beach view, it also boasts of great amenities such as a fully-equipped server room, state-of-the-art office necessities, high-speed internet, sound-proof rooms, and even maid service. Contact us to book a tour now.

About The Author

Judy Ponio is a firm believer in the power of productivity and she wants to share that with the world. She also loves to write about work related topics and other productivity tips.

August 30 2019

Which Meeting Room Layout is Best for You?

Judy Ponio Meeting Rooms, Office Space, Office Tools 0

The success of a meeting relies heavily on great planning. And that includes having a suitable meeting room layout.

Any events planner would tell you that room arrangement plays a key role in meetings and conferences. It sets the tone for the kind of discussion that would take place. Thus, it’s imperative that your room layout suits the kind of conference you have in mind.

This may sound easy but there are actually a lot of factors to consider. You need to think about:

how many people will attend
how wide is your space
your objectives for the meeting

To help you decide, we’ve prepared a list of the most common layouts for meeting and conference rooms. You can choose from among them which meeting room layout is best for you.

Boardroom

If you’ve watched films that feature corporate meeting scenes, this layout will be familiar. It’s a classic layout where a rectangular or oval table is placed in the center and surrounded by chairs.

This layout is best suited for discussions that are aimed towards making a decision. It allows each participant an equal opportunity to voice out their opinions. This, in turn, facilitates both peer-to-peer and peer-to-moderator discussion.

It’s not conducive for presentations though. So if you’re planning to have one, the U-shaped layout will suit you best.

U-Shape

The name of this layout alone will give you a clue about its arrangement. It’s perfect for small group discussions where a presentation is necessary.

Like the boardroom layout, you can use a rectangular or oval table and surround it with chairs. Leave one end empty. Or, if you have a wider space, put together three long tables and arranged it to form the letter “U”.

Classroom

If you’re planning training or seminar for a small group, the classroom layout is perfect.

The arrangement of tables and chairs allows participants to take notes while still being able to listen to the speaker. It’s also great if the are expected to do tasks or work on a project between lectures.

The delegates sit in rows of chairs facing the main speaker with tables in front of them. Rectangular tables are usually the most advisable for this type of setting.

Auditorium

The auditorium layout works best for a large audience and large spaces. It’s geared for a one-way knowledge sharing sessions or audio-visual presentations. Think of TED Talks or stand up comedies.

In this set-up, the delegates are not expected to take notes or work on a project. They are just there as passive learners. There is also designed for limited interaction between the speaker and the audience.

Banquet

This layout is perfect for dinner meetings and luncheons, hence the name. The arrangement is like that of the boardroom layout except that it uses a round table and fewer chairs.

The set-up allows participants to do tasks while engaging in peer-to-peer or group discussions. This makes it great for round table discussions or brainstorming activities. It’s also used for team building activities.

However, if you’re expecting them to make or listen to a presentation, the cabaret style is recommended.

Cabaret

The cabaret layout is best for conferences that involve group work and presentations.

The arrangement features round tables surrounded by chairs but with one part left empty. The empty part faces the area where the presentation is made. This lets all the delegates see what is being displayed while having discussions and taking notes.

If your event lasts the whole day with a few breaks in between, this set-up is also recommended. It provides your participants with plenty of space and comfort.

Depending on your expected headcount, this usually takes a larger space than the auditorium layout.

Hollow Square

This layout uses four or more tables arranged in a square (or any shape) with a hollow space at the center.

Instead of presenting on the front, the speaker stays on the empty space in the middle. This allows him/her to easily navigate between tables and facilitate discussion. It also allows participants to easily consult with the speaker.

It’s advisable for break-out sessions that require the moderator to check the progress of each group and provide feedback.

Looking for Upscale Meeting Rooms in South Florida?

Our luxurious meeting rooms for rent in Boca Raton will surely fit your needs. From impressing your clients to brainstorming your next flagship product, these rooms won’t disappoint. You can also make use of our fully-furnished server room and other amenities such as high-speed internet and office necessities. The best part is it’s available even on short notice!

Nestled in one of the most picturesque sites in Boca Raton, each room offers a stunning view of the beach. Your clients and employees will surely love the professional ambiance inside against a backdrop of blue Florida sky and the lush greenery outside. Take a virtual tour of our facilities or contact us to book a tour now!

Which Meeting Room Layout is Best for You?

About The Author

Judy Ponio has extensive experience in both private and public firms where she learned the ins and outs of the corporate world. She now shares that accumulated knowledge in this blog.

August 23 2019

Should You Get a Virtual Office?

Judy Ponio Office Space 0

A startup entrepreneur thinking about getting a virtual office.

More business transactions getting digitized means traditional offices are also becoming obsolete. This trend gives rise to a new corporate setting: the virtual office.

What is a virtual office?

In a nutshell, a virtual office provides all the benefits of an office save for the actual office space.

Virtual offices often include a business address, mail forwarding, and virtual receptionist. Most also offer meeting rooms you can rent by the hour for when you need to meet clients. Co-working spaces are also typical features. So you can run your business from the comfort of your home or from anywhere in the world.

Advantages of a Virtual Office

If you’re thinking of getting a virtual office, the first question to ask yourself would be: why should you? How will a virtual office benefit your business?

To help you answer those questions, we’ve listed the advantages of a virtual office.

Professional Business Address

The greatest advantage of a virtual office is you get a business address in a prime location at a fraction of the cost.

You can have your own business address in Manhattan without paying New York rent.

It lends your business a professional image. When clients see that your office is in a prime business district, it gives the impression that your business is doing great. They’ll think that if you can afford a space in such places, then you probably have many customers. This helps establish and build client trust.

Establishes Market Presence

Aside from start-ups, virtual offices are also great for businesses planning to establish a local presence.

Say, you want to strengthen the market in Florida. In a traditional office setting, you will open up a branch there. You’ll pay for new staff, office space, utilities, taxes, etc.

But with a virtual office, you won’t even have to do operations in that state. Having a local address and phone number already allows you to establish a presence in the local market.

On-demand Office Space

Though the majority of transactions are done online, there are still times when you need to meet a client in person. Most virtual offices have meeting rooms for rent even on short notice.

You rent a physical space only when you need it, thereby saving you money.

More Flexibility

Unlike traditional offices, virtual ones don’t constrain you to a place. You can run your business anywhere there’s an internet connection.

You can answer client inquiries while lying on your bed in your pajamas. It also allows you more flexibility as to working hours. You can work at midnight or at dawn, it’s totally your call.

This added flexibility is also great for boosting productivity. You work at your preferred hours which is usually when you’re most productive.

Cost-Effective

If you’re a small business owner who can’t yet afford your own space, a virtual office would be great for you. There’s no need to pay for power, water or any other utilities. Paying for a virtual office is also very much cheaper than the rent you’ll pay for an actual office space.

Easier to Set-up

Forget about furniture, office equipment, security cameras, and even hiring a receptionist. You won’t need that in a virtual office.

All you ever have to worry about is setting up your internet connection and phone system. And, of course, your actual business.

Mailing Address

Part of the virtual business address is a virtual mailing address. Most virtual office services also office mail forwarding services. They receive your business-related correspondence and sends it to wherever you are. So you won’t have to worry about missing important mail even when you’re on vacation.

No Commute

If you’re tired of having to spend an hour or two on the road just to get to work, then you should consider switching to a virtual office. You only have to worry about commuting when you’re meeting a client.

This is also true for your employees. They won’t have to spend most of their morning competing with a thousand people on the subway. Or endure hours of traffic just to get to work and back home.

Cons of Getting a Virtual Office

While a virtual office may seem like the ultimate deal, it has its disadvantages too.

It’s Not for All Types of Businesses

Not all businesses can benefit from a virtual office.

If your business involves providing services where personal contact is necessary, a virtual office is not for you. Medical clinics, bakeries, restaurants, and barbers shops are examples of such. It’s not advisable for large businesses too.

A Home Office is Still Cheaper

For businesses that don’t serve clients directly, setting up a home office is still cheaper than renting a virtual office.

Scheduling Conflicts

Not having all your employees in one place can cause scheduling conflicts. Especially if your employees live in different countries with different time zones.

This is not to say it’s not possible because it totally is. You and your employees just have to put in more effort.

Is a Virtual Office Right for Your Business?

Now that you know the pros and cons of a virtual office, you’re closer to deciding whether it’s right or not for your business. But first, you need to ask yourself these questions:

What are your competitors doing?
Is it possible to do all your operations virtually? Or will you still need an office space?
Are you ready for a possible overlapping of your personal life with your professional life?
Can a virtual office set-up sustain your operations in the long-term

The answer to these questions will help you make the best decision for your business.

Get a Virtual Office in Boca Raton, Florida

Are you looking for a virtual business address in one of the most business-friendly cities in South Florida? Our virtual office in Boca Raton is perfect for you!

We offer call and mail forwarding as well as meeting rooms for your on-the-spot client presentations. We have an array of fully-furnished executive office space for rent in Boca Raton too. Contact us now to know more about how we can help you grow your business.

About The Author

Judy Ponio is a firm believer in the power of productivity and she wants to share that with the world. She also loves to write about work related topics and other productivity tips.

Side by side comparison of an executive suite and a conventional office space.

August 9 2019

Executive Suite vs. Conventional Office Space: Which Should You Go For?

Judy Ponio Office Space 0

For most businesses, keeping costs low and profits high is the primary goal. This mantra influences much of the decision process within the organization.

One important decision that entrepreneurs have to do is pick out an office space. Of course, it must be cheap and fits the need of the business.

When it comes to choosing an office space, business owners are often faced with a common dilemma. What type of office space is more suited for their business: an executive suite or a conventional office space?

Executive suites became have become popular in the past two decades. Rising real estate costs force businesses to choose it over traditional offices. Though it’s usually cheaper, executive suites are not suited for all types of business.

In this post, we’ll help you figure out which office setting is more favorable for your business.

What’s the Difference Between an Executive Suite and a Conventional Office Space?

In general, there are three major differences between both office settings. They vary in amenities, area and lease terms.

Conventional office spaces have generally bigger areas than an executive suite. Basic amenities such as furnishings, phone systems, and internet connection are available. But they are often purchased or leased individually on top of the original lease amount.

Rental agreements often specify longer rent terms. They commonly last three to five years. The longer the term, the cheaper the rent is. Some terms can even extend up to 10 years. Sub-leasing is usually prohibited and tenants are usually required to look for a new occupant if they want to terminate the lease prematurely.

Meanwhile, executive offices have more flexibility in rent terms. Some office spaces can even be rented on a month-to-month basis.

Its smaller than the conventional office and amenities are shared among other occupants. This includes lobbies, reception areas, receptionist personnel, kitchen, break rooms, and meeting rooms. The rent contract often includes access to all the facilities without any extra cost.

Its “plug and play” model makes it much more affordable than conventional ones. They are also commonly known as a serviced office, business center, shared office space and hoteling.

Pros and Cons

Should you go for executive suites or conventional office spaces? There is really no sweeping answer to that. Each business has different needs. So we broke down the pros and cons of each office setting to help you figure out which is best for your business.

Affordability

Start-ups and small businesses can save more money with executive offices. It’s cheaper and has all the regular amenities of an office. You don’t have to invest in a phone system and other office equipment. Even security systems are in place too.

But for businesses with more established operations, a conventional office is more affordable. Remember that executive offices are less roomy than conventional ones. If you have a sizeable number of employees, it could get packed. Not to mention that they have to share the facilities with other tenants. This might affect efficiency in the workplace.

Amenities

As mentioned above, amenities in executive offices are shared among tenants. This includes a common kitchen, lobby, reception area, and office equipment. Our executive office space for rent in Boca Raton, Florida even has maid service, cable TV and fully sound-insulated rooms.

High definition cameras are also installed in all corners of our office building. It’s situated just a few blocks from the ocean too, giving each office space a scenic view of the beach. So you’ll always feel that holiday vibe even when you’re working.

In traditional office spaces, each tenant can choose their own amenities. They can opt to put a common area for employees or a lounge for clients to wait in. It’s completely their call as conventional office spaces are completely bare upon turnover.

Most of the time, phone systems and internet connections are their responsibility too. Unless the lease contract specifically says the landlord will take care of it.

Flexibility

When it comes to lease terms, executive offices offer more flexibility than conventional offices. Rent terms for executive offices are shorter and renewable periodically.

This is perfect for small business owners who are still finding their footing. They don’t have to be tied to a long-term lease contract should they decide to switch to a virtual office or stop their operations. If they go for the latter, they won’t have to worry about furniture disposal too. This is because executive offices usually come fully furnished.

About The Author

Judy Ponio is a firm believer in the power of productivity and she wants to share that with the world. She also loves to write about work related topics and other productivity tips.

July 26 2019

How To Set-Up a Virtual Office For a Small Business

Judy Ponio Office Space 0

No one can deny that the world of business is rapidly changing. Online shops had replaced brick and mortar stores. Payments and banking transactions can be done wherever there’s an internet. In fact, a majority of business transactions are now done virtually. It not only makes things easier, but it’s also keeping business costs low.

Small business owners know all too well the importance of keeping business costs at a minimum. That’s why virtual offices are becoming increasingly popular among small entrepreneurs. Many new start-ups are choosing a virtual office over a traditional one too.

If you’re an entrepreneur who wants to cut on operational costs while maintaining a professional image, you’ve come to the right place. In this post, we’ll walk you through the process of setting up a virtual office for your small business. But first, let’s dig deep on how a virtual office works.

What is a Virtual Office?

As the name suggests, a virtual office functions as that of an actual workplace without the physical structure. All operations are done primarily online. Instead of the traditional office tools, it takes advantage of digital tools to manage business operations.

For entrepreneurs, its most attractive features are flexibility and cost-effectiveness. They can grow their business from anywhere in the world without the need for large capital.

This makes it the most ideal set-up for:

freelancers
solopreneurs
work at home moms
business owners who work from home and can’t yet afford to rent their own space
businesses aiming to establish a local presence
digital nomads

The term also refers to companies and co-working spaces that provide businesses a mailing address without renting an actual office space.

Setting Up a Virtual Office

In general, there are two ways to set-up a virtual office for small businesses. You can rent one or set-up your own.

If you decide to go for the former, there are a lot of companies that offer virtual offices for rent. Their services usually include mail and call forwarding, and provision of a local phone number among others. Some virtual offices also offer meeting rooms you can rent by the hour when you need to impress a client. Most of them also offer virtual office plans tailored to your specific needs.

But if you prefer the DIY route, here are some basic steps to remember:

Decide If Your Business Model is Suitable for Virtual Office

Although a virtual office has a lot of benefits, it’s not suitable for all business models. There are businesses that will benefit more with a traditional brick and mortar office. If the majority of your business operations can be done online, you should go for a virtual office. Otherwise, figure out what part of the business can be digitized. This will help you know what services you will need in a virtual office.

Plan Your Strategy

Each business has different needs and your virtual office must meet those. So before you start setting it up, you need to map out your strategy. Do you need a full-time virtual assistant or will a contractor do? What will you use for internal document sharing? How about your workplace collaboration software? Will you be needing a meeting room you can rent on short notice? These are just some of the things you need to decide on to come up with a blueprint of your virtual office.

Invest in a Virtual Office Phone System

In traditional offices, a phone system is necessary. In virtual offices, it is even more so. It’s one of the main tools of communication between you and your clients. That’s why you need to invest in a virtual office phone system. Of course, this depends on your business model.

If your operations rely heavily on calling or receiving calls from clients, you need to get your own system installed. If not, you can save more if you rent a virtual office. Aside from a phone system, they offer a phone receptionist service too. They answer and manage your calls and messages using your company’s name and transfer or forward it to you.

Get a Virtual Office Address

One advantage of virtual offices is getting an address in a primary business district at a fraction of the cost. You can list a business address in central Manhattan without paying downtown NY rent or even doing your operation in the city. It makes your business look professional and helps establish credibility with your clients.

If you’re looking to get a virtual office address in one of the most business-friendly cities on the East Coast, we’ve got the place for you. Our virtual office in Boca Raton will give your business a professional address in a primary commercial district in the city. We also offer customized virtual office rental plans to suit your business needs and luxurious meeting rooms for rent to impress your clients. Contact us to know more.

A beautiful office space where people are working.

March 28 2019

The Most Beautiful Office Spaces in the World

Judy Ponio Office Space 0

An office space often tells a lot about the company. Whether it’s messy, cramped or a total eyesore, how it look reflects that company’s culture.

But there are office designs that just stands out – in a good way. They don’t just boast of good design but of functionality too. From indoor slides to gelato bars, these beautiful office buildings will make you wish you work there.

Well, it’s not yet too late to refurbish your office space. Dive in on this list of the most beautiful office buildings for inspiration.

Lego (Billund, Denmark)

Beautiful new Lego office in Billund, Denmark

Image Credits: ottenki-serogo.livejournal.com

Seeing Lego toys often takes you back down memory lane to your childhood days. Their office in Denmark will relive those memories in the flesh. Its whimsical interior will make you feel like a child again. With bright colored spaces and an indoor slide for those who don’t feel like taking the stairs, Lego employees are surely in for a treat. Its interior design not only exudes positive vibes but also makes it feel more like a theme park than an office.

According to Lego management, they want a distinct office building that clearly conveys the company’s values and culture. Looking at their new office, they certainly hit the nail on the head.

Co Op Kyosai Plaza (Tokyo, Japan)

beautiful office building with green hanging plants on the facade

Image Credits: nikken.co.jp

Leave it to Japan to make something beautiful out of a tragedy. After a destructive earthquake rocked the country in 2011, electricity was in short supply. Proper ventilation became a problem. But the Japanese Consumers Cooperative Union stepped up to the challenge.

It redesigned its office space to be more energy-efficient while inspiring productivity. The walls are lined with greeneries and hanging plant curtains that you won’t even think you’re in the middle of a metropolis.

Selgas Cano Architecture Office (Madrid, Spain)

A beautiful office with glass walls in the middle of the woods

Image Credit: https://www.archdaily.com

Doing office works in the middle of the woods might sound like a crazy dream. But the Selgas Cano Architecture Office begs to disagree. Their office is in a wooded area just outside of Madrid. Half the roof and part of the wall are transparent so employees can see the forest outside in all its glory. Apart from making the office look chic, the half-glass wall is a clever way to take advantage of natural light too.

What better way to convince your clients of your architectural design prowess than a truly innovative office like this one?

Googleplex (California, USA)

Google headquarters, one of the most beautiful office buildings in California

Image Credits: officesnapshots.com

The corporate headquarters of one of the biggest tech giants in the world is all you’ve imagined it to be and more. So much more. From a humble garage in Menlo Park, Googleplex is now one of the most identifiable landmarks in Mountainview, California. With a total area of almost 2,000,000 square feet, the whole structure is definitely designed with employee comfort in mind. Its got relaxation pods, bike lanes, indoor gym, and even a swimming pool making it more like a leisure park than an office space.

AirBNB Headquarters (California, USA)

AirBNB headquarter's beautiful office spaces with different themes

Image Credits: officesnapshots.com

AirBNB lets us feel at home wherever we are in the world and this is reflected in their headquarters in San Francisco, California. The building boasts of office rooms in a variety of decorations that it feels like a really large apartment complex. Whether you’re into Victorian or modern minimalist design, you’ll feel right at home even while running after a deadline.

Inventionland (Pennsylvania, USA)

A uniquely beautiful office space in Pennsylvania

Image Credit: officesnapshots.com

True to its name, the Inventionland office in Pittsburgh is creativity incarnate. If we’re honest, it’s designed to look more like an aquatic fantasy theme park than an office. The pirate ship with a blue octopus on the front floating on blue waters reminds us of the adventures of Captain Sinbad or Jack Sparrow. As if that isn’t enough, they also got a mini fairytale castle and a fountain covered in fake cobwebs. And yes, the employees do their work on the deck of the large pirate ship. Talk about a childhood dream come true.

Nokia Headquarters (Espoo, Finland)

Nokia's beautiful office building with full glass walls in Finland

Image Credit: zdnet.com

Nokia was one of the first companies to introduce mobile phones that can fit right in the palm of your hand. It’s Finland headquarters kept true to its reputation as a trailblazer. The building design looks like it came straight out of a sci-fi movie. Its floor-to-ceiling glass walls give you a gorgeous view of the Finnish landscape. The scene is even more magical in winter when the place is covered in a blanket of snow.

GitHub (California, USA)

A woman sitting in a bar inside the beautiful GitHub office in California

Image Credit: officesnapshots.com

GitHub employees work in cafes and bars rather than in an office. You read that right. Their office in San Francisco is built to encourage employees to interact in a casual, laidback environment. It’s got a saloon, a game room, a prayer room and a nursing room for mothers. Employees can also work in specially-designed working couches giving it a chic, urban co-working space vibe. This novel approach in an office design seemed to have achieved its intended purpose. GitHub is now home to one of the world’s largest community of developers.

Which of these beautiful office spaces would you like for yourself? What do you think is its coolest or most unique feature? Tell us in the comments below.

Looking for the perfect office space?

Check out our luxurious executive office spaces for rent. It’s fully furnished and offers a gorgeous view of the beach right outside your office window. You can also impress your clients with our meeting rooms for rent in Boca Raton, Florida. We offer very flexible rent terms. Get started by taking a virtual tour of our offices now.

February 7 2019

What to Look For When Renting an Office Space

Steve Office Space 0

Finding the perfect office space can be nerve-wracking. It must have that perfect balance of professional ambiance while encouraging creativity.

It’s no wonder why after countless site viewings, you still can’t decide. In these circumstances, making a list of what to look for when renting office space will help.

To make it easier for you, we prepared this guide on what you need to know about renting office space.

Suitable Location

Office buildings on both sides of the river

A suitable location doesn’t mean it has to be in the heart of the city or in a posh high-rise building in Manhattan. A suitable location depends largely on the kind of business you have and where most of your team lives.

If you’re in the IT industry, you should lease office space in places where internet connectivity and power shortage won’t be a problem. If you’re into insurance or other service industries, it goes without saying to stay close to where most of your clients are. If all of your operations can be done online and you just need an actual address to build client trust, a virtual office space will be perfect for you.

Local economic policies and business support initiatives should also be taken into account. That’s why many executives are relocating to places such as that of Boca Raton in Florida. It’s one of the most business-friendly locations this side of the country. Plus, the scenic ocean view is a real treat. Check out our executive office space for rent in Boca Raton.

Affordability

Apart from having the best location, your office space must also be something you can afford.

First, you need to think about how much you’re willing to spend on lease. Prices for commercial property in a prime location can be astronomical. Set a price ceiling so you won’t waste time visiting locations that are way out of your budget.

Remember to take into consideration other expenses like utilities, security, and parking fee among others. How is office space rent calculated? Who pays for repairs and maintenance? Make sure to clear these things out with your potential landlord before making any decisions. Co-working spaces are also becoming increasingly popular these days because they’re cheap and gets the work done. You might want to look into this option too if you want to save up on business expenses.

Space Wide Enough for Your Team

This one is pretty obvious. You can’t squeeze in ten employees in a space intended only for two. It will seriously affect productivity and can hurt your business in the long run. Plus, your employees will be on each other’s throats – figuratively and literally.

How much office space do you need? Consider how many employees you have or are planning to hire. Then figure out how much space the tables, chairs and other items of furniture will take up. Make sure they have enough space to move around and do their jobs unimpeded. A wider space also gives you more room to rearrange the office in case of organizational changes.

Useful Amenities

If given the choice, you wouldn’t probably say “no” to an office building with a helipad or a rooftop pool. But are these really necessary? If you’re one of the Fortune 500 maybe, but if such is the case, you won’t be renting your office.

My point? Look beyond the fancy office amenities. Think about your needs. Do you require a wide parking space? a tight security system? restaurants nearby? or maybe even a kindergarten just a few blocks away so it’ll be easier to drop your kids off to school? upscale meeting rooms to impress your clients? Determine your priorities to know which amenities are more important.

Transparent Lease Contract

One of the deal breakers in real estate is a shady lease contract. The rights and responsibilities of both the tenant and the landlord should be clearly stated. It must also have provisions for early termination of the lease or when you want to sell your business.

Do you plan on having the office space renovated before you move in? Make sure you have a clearly-defined agreement about that on the contract too. Most landlords only allow certain types of renovations especially when it involves significant alterations to the office’s structure. While others don’t allow any type of renovation work at all.

Some rental agreements like ours offer flexible month-to-month terms if you’re not into committing long term. It’s advisable to have your lawyer take a look at the contract first before signing just to be sure that everything is in order.

Appearance

In business and almost everything else, appearance is a great deal. Your office design and overall ambiance tell your clients a lot about your business. It reflects your organizational culture, how you treat employees or how creative you are. A shabby office building that’s in dire need of repairs won’t really paint you in the most positive light. While lavish office decorations can make your clients think your services are too expensive. Make sure that the office space you choose is consistent with your brand and the image you want to project to the world.

Common Area

In modern working spaces, a common area where employees can discuss stories, opinions, and ideas are very important. Whether it’s the kitchen, conference room or the lounge, common areas are proven to increase productivity and creativity in employees. You have no idea how many brilliant ideas and concepts were born in the office’s common rooms. That’s why more and more multinational companies are putting common areas in their offices. Check out this list of the most beautiful office spaces in the world to know how companies are getting creative with their common areas.