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BUSINESS PLANNING
N o v e m b e r
2 0 0 3
Planning Spaces that Augment Growth
By Jeanne Kopacz, IIDA, IFMA
NEWBO members share a common concern when it comes to planning space for
our businesses. Given that we are all
located in New England, real estate is at
a premium. Even with vacancy rates at a
high point, we spend a higher percentage
of our operating budgets on the physical
environment than most of our neighbors
in other states. This means that competitive business leaders need to make the
most of every square foot.
impromptu exchanges at the water cooler, while some law firms key on a
certain level of formality. Whatever it is that empowers your team to perform at its best, let this drive the space plan.
The selection of tenant space is often
driven by non-planning factors such as
location, accessibility, visibility, and rent level. Space type also dictates the
options to some degree – retail spaces need visibility, production spaces
require large scale, and consultation or educational space moves toward
available technology.
Walk the space on paper.
Consider the route that visiting clients will walk when they come to meet
your team. What will they see? Blank walls communicate a different message from efficient workspaces. If the copy area is not your strongest asset,
you may not want it in full view. Sometimes the smell from the staff lunchroom is undesirable, however, if your business is grocery product and your
lunchroom is also a test kitchen the aroma can add value. Positioning during planning has the greatest impact on these lines of sight.
The efficiency of the space from a planning standpoint will be determined
in part by its overall shape. The more rectangular a space is, the more efficient it will be for most business applications, assuming the proportions of
the workspaces are relatively consistent. Conversely, the more variation
there is in the range of proposed space sizes, the more desirable an irregularly shaped space becomes. This is more common in commercial retail
spaces or training environments.
Assuming that you’ve selected a space appropriate to your business needs,
here are the steps that will ensure success during the planning phase.
Write down your program.
A planning program is simply a shopping list of all the things that need
floor space: two accountant workstations (8’by 6’), one demonstration area
(30’ by 20’) and a secured storage room (200 sq. ft.) are examples of the
items that may appear in your list. Writing the list down helps determine
how much space you really need. And it keeps you from forgetting the
things you take for granted in your current space such as the coat closet.
Be mindful of industry standards.
You are drawing from the same pool of potential staff as your competitor
down the street. If her office is more generous, offering employees larger
workspaces and more shared amenities, such as a generous resource
library, she may have an advantage in attracting new help. By the same
token, you know you won’t stay in business long if your average square
footage per person far exceeds the standard for your business type.
Identify what makes your business tick.
For many software developers this means visual access to each other’s
whiteboards. Some telemarketers depend on quick access to verbal information and control of overall acoustics. Many consulting firms thrive on
Establish your business culture.
Your business culture should dictate how space is organized, not the other
way around. Is there a distinction between public and private space? Does
your business depend on a functional hierarchy, which should be reflected
in the space arrangement? The space that supports a lean mean fighting
machine, needs an efficient layout – in other words some tight spaces are
appropriate. But if hospitality is a key element in your business environment, more gracious walkways are needed.
Capitalize on views to the outside.
Most people appreciate greater access to daylight. In fact, the ratio of
perimeter window to overall square footage is a key factor in comparing
lease space – higher is better in almost all cases. The more lines of sight to
the windows that you can arrange in the plan, the more positive the environment will be regardless of what you spend on finish materials.
Know when to bring in professionals.
Any relocation or internal renovation involves substantial expense. Before
incurring those expenses, you’ll want to give yourself a good framework,
in the form of a strong space plan. To decide when to hire a space planner,
use the same gauge you would with other professionals. Most small business owners buy new software or use an outside accountant for the things
that save us time. An experienced space planner – usually an interior
designer or architect – can cut to the chase on issues that impact your space,
such as code constraints, dimensional limitations, and cost effective positioning of items that impact construction. Similarly, if the planner can save
you space through a more efficient layout, you’ll experience a recurring
gain in the savings on rent, compared to her one time planning fee.
As with any major decision, your business goals must dictate the planning
process. If you, and your advisors, can keep them in the forefront as you
approach a new space, the optimum choices will become much more apparent. Hopefully, your success in this effort will support an even larger space
for next year.
Jeanne Kopacz
is principal of Bryer Architects, LLP
(http://www.bryerarch.com). She can be reached at (617) 354-2360 or
[email protected].
Reprinted with permission by New England Women Business Owners
An Organization for Woman Business Owners