The importance of space within the workplace cannot be overstated. As businesses across the globe adapt to evolving working conditions, the need for optimal utilization of office space has become more paramount than ever before. Achieving a balance between a safe working environment and maximizing office space is crucial. Off-site Document Storage presents an effective solution, but there are other alternatives that warrant consideration.
The cost per square metre of office space can be significant for any business. This cost is compounded by the necessity to ensure a safe and comfortable environment for employees returning to the office. Office layouts need to adapt to this new reality, requiring enhanced spatial management without compromising business continuity.
One viable option for creating more space is the removal of physical filing cabinets, as they occupy a considerable amount of room. However, documents must still be stored safely to maintain accurate records and adhere to document retention legislation.
With the emergence of the new Hybrid Remote Working Model, which balances working from home and the office, the amount of physical space required for business continuity can be recalculated. Thankfully, with some innovative thinking, office space can be optimized without compromising efficiency – off-site document storage being one of the solutions.
Optimising Space in the Office
1. Off-Site Document Storage
By transferring documents and files off-site, a significant amount of space can be reclaimed. Given that a single four-drawer filing cabinet occupies roughly 17 square feet, removing multiple cabinets can make a substantial difference. Professional off-site document storage services are not only safe and efficient but also simplify document retrieval.
2. Wider Space Between Desks
Physical distancing remains a key concern in shared areas. It’s important to maintain hygiene measures such as providing hand sanitizers and insisting on desks being cleaned before and after use. Additionally, consider spacing out work desks to ensure ample physical distance between individuals.
3. Multipurpose The Office Space
Maximizing space can also be achieved by using set areas for multiple purposes. When staff are not present, that space can be used for other tasks. This solution can complement the new Hybrid Remote Working Model mentioned earlier.
4. Hot Desk The Office Desk
Introducing a ‘hot desk’ policy is another way to multipurpose office space. Allow staff to take a desk that is not being used by anyone else. In essence, no one would have a fixed desk, but would use the available space. The sanitizing rules would still apply and staffing numbers would be kept at a suitable number.
5. Create Zones
In a small office, dividing the available space into zones can help organize work and employees simultaneously. Consider a group work zone and an individual work zone, and create a clear distinction for the two types of work being performed in the office.
For more information about Document Storage and Records Management Solutions, feel free to contact the Kefron team.
Authored by Fiona Smart
Fiona is a records management and secure document storage specialist with over 20 years of experience delivering complex information management projects. She shares insights on secure records management, compliance, and document storage best practices across multiple sectors.
