Office Refurbishment Ideas for Productive Employees

Introduction

A huge number of people work in offices of one kind or another. They may be offices in buildings purpose built or attached to a factory or in business premises. For many self employed business people the office is a room in their home converted for that purpose. Solicitors, doctors, estate agents and insurance agents, in fact any business that you can think of, works from some kind of office or another. You might even say 80% of the adult population work in an office. But I wonder how many of those people have any say in what kind of office they have and whether or not it suits their requirements. Mostly when someone new joins a company or firm, they are given a space for their office usually left by the previous incumbent. I suspect that if you asked occupants how they would like their office to be they would find it difficult to tell you.

When you think of the number of hours we spend in an office, at least eight hours per day and sometimes up to sixteen hours if it’s a busy period. Yes people are allowed out for breaks and rest times, but it is an awful lot of your life cooped up in small space. If at least a third of one’s working life is to be spent in an office, then it makes perfect sense to ensure the environment is as comfortable, pleasant and as healthy as possible.

So how much thought goes into the planning of workspaces?

Where a building is purpose built such as an office, then the architects I am sure will have created good designs to suit the purpose. However, it has been known for new buildings to be problematic for the people working it them. For instance, synthetic materials used for carpeting can sometimes give off toxic fumes which cause allergies or illness of the staff. Air conditioning that relies on recycled air has the potential to carry bugs that can lay the whole office off at the same time. So there are many factors to consider in creating an office environment to ensure the staff are productive, creative, energised and remain healthy.

Old buildings, originally built for other uses, when converted to office space will have different issues to resolve. Often old buildings have very high ceilings where the heat rises up so that the inhabitants below are cold yet the heating bills are going through the roof, literally!! How to maximise the space available to provide a comfortable working environment will be a real challenge and this is where often the use of a mezzanine floor and suspended ceilings are valuable.

It is a well known fact for any business that happy workers give better performance and generate more revenue than unhappy workers. The workforce are more motivated, creative, helpful and have less time off work for illness if they are happy in their jobs. I am sure there are statistics available for these details, although it is just common sense: if you cater for the needs of your staff and their comfort at work with professional interior fit out specialists then the company will perform better in the long term.

Ergonomics

Ergonomics is the study of workplaces and the equipment used, to achieve the best design for comfort, safety, efficiency, and productivity. Research has been carried out over the last few years at Nottingham University on office space allocation challenges.

Workspace planning is fast becoming a specialist industry because of all of the current regulations and legislation. Formerly known, in the UK as the Factories Act and now known as the Health and Safety Executive regulations are in place to ensure that employees have sufficient working space in which to perform their work. This can be a potential minefield including such things as physical space, usable space, corridor spaces, and minimum light and ventilation regulations. If you are about to commence on an office refurbishment project ensure that your interior fit out specialists of conversant with all of these regulations before you engage them to perform your work.

What are the Criteria for a good office environment? We are sentient beings, which mean we resonate with feeling and perception as well as intellectually to our surrounding.

Seeing

The first thing to consider when commencing an office refurbishment project is how does it look? The initial impact on us comes from what we see. The decor and arrangement of furniture, the window aspect and lighting are important in our perception of whether or not it is pleasing to the eye. Does the office have all the necessary equipment, computer, phone and sufficient storage for files and books etc? Plants create a sense of balance in the space as long as they are discreetly positioned and don’t make it look cluttered. Plants are oxygen generators and help to refresh the air.

Smell

On entering a new place the first thing we take in is the aroma whether we pay attention to it or not. We notice immediately if the air is stuffy or if there is an unpleasant smell such as sweaty bodies. However a pleasant fragrance or no smell at all will be inviting. Baker shops nearly always pump out the fresh smell of baked bread into the street to entice people in to buy the goods. So although we may not be aware that smell plays an important part in our responses, we are still animals and we do use our olfactory senses a great deal more that we realise.

Feel touch

How does the furniture feel? Plastic seats can be very uncomfortable to sit on for a long time. Plastic does not breathe, it draws moisture from the skin so that when you stand up your posterior will be damp and uncomfortable. Padded fabric is warmer than leather for comfort and not as expensive. The desk chair needs to be the correct height for desk and give suitable support, a computer needs to be set correctly to avoid neck and wrist strain of the operator.

The temperature in the environment is best if it’s not too warm and not too cold.

Too warm and we become sluggish and sleepy, too cold and we become distracted and use up valuable energy keeping warm. Fresh air is also beneficial to stimulate the brain cells.

Sound Hear

What can we hear? Is it noisy or quiet? When I was first starting out in business, I went to visit a local manufacturing company to learn about the way they managed their business. At lunch time I was taken into the executive dining area where there was a waitress service and we had a very civilised lunch. Later I was taken to the works canteen. When we walked in I was hit with a blast of noise such as I had never experienced before. The hall was large with a very high ceiling and nothing to damp down the echo. The result was that everyone ended up shouting to be heard and there was loud music playing as well. I was shocked, not just at the noise level but by the contrast between the executive dining room and the workers canteen. I had come from an company which treated all members of the company the same so there were no executive areas and everyone, high and low mingled together for meals and break times. Guess which company had the better worker relationships and higher output?

Where a company utilises an open plan office then noise levels can be very distracting and one solution is to incorporate ‘White Noise’ which is a low level background noise to interfere with the general office talk going on over the phone or mini meetings. Sometimes quiet relaxing music is introduced as background noise but this is not usual in a business place.

Taste

Well we are not going to go around licking the furniture, but another important consideration is to ensure that a there is an area to enjoy a nice coffee or tea away from the desk throughout the day. So is there a pleasant area for making drinks and preparing snacks, or even lunch facilities alongside the office. I once worked in an office where they had a small kitchen area off the main office for making drinks and snacks and there was always a bowl of fresh fruit for workforce, as the company recognising the refreshing effects of fresh fruit.

Workspace planning

So as you can see there are many things that can make the work environment a pleasant place to be. However getting the original layout and size of spaces for the employees is a complex process.

How much space does each individual need to work in? According to the Officewise publication from the Health and Safety Executive in the UK employers must provide a minimum of 11 cubic metres for each person permanently occupying a workplace. However there are all sorts of exceptions and caveats to this rule, such as making sure the space is usable space, and clearly if that space were under the stairs with no windows, or ventilation then it would not be suitable. So it is very important to ensure that your new office fit out adheres to all of the current legislation with regards to workspace laws.

An experienced industrial fit out specialist will usually install a suspended ceiling which makes the installation of services easier and more cheaper. Electrical supply, air conditioning units, water pipes and telephone cables can all run behind the suspended ceiling making access easy if anything goes wrong and repairs need to be implemented.

Positioning of the electrical and telephone outlet is also critical. The computers used in offices today all require their own electrical supply even if they are networked with the system.

Outside light from windows is a requirement for offices. The days of the cupboard office cubbyhole are gone. Light airy spaces make people feel good and doses of sunshine each day lift our spirits. However too much sunshine will overheat an office so the use of vertical blinds is recommended to deflect the rays of the sun without reducing too much the level of illumination.

Costs

To save on office space costs some industrial fit our specialists have come up with the idea that instead of having a board rooms for meetings they have their meeting standing up around a special tall coffee table. This reduces the amount of time spent in meetings and the space is reusable for the lunches. Other schemes encourage employees to work from home for part of a week and utilise a system of desk sharing or moveable desks.

Reconfigurable spaces

Another way of economising on the cost of office space is by careful rearrangement of the existing floor area. There may be dead areas which could be released and turned into useable space. The installation of new interior partition walls can rearrange the existing space to create a more congenial working environment. Sometimes working in an open plan office is beneficial for communication between staff, other times it is a distraction and prevents efficiency. So having the option of both open space and separate offices provides the full range of options which can be easily introduced with new partition walls.

For example one of my clients, took over a set of offices and had various walls moved, so instead of it having two small offices, one without a window, they created one large office for the MD and a really good sized store room which they needed for long term storage of customer files. They then took out another partition and made a good size open plan office space and rearranged another wall to create a board come conference room. Also access to the little kitchen was changed to be more convenient. The choice of subtle colours on the walls and new vertical blinds caused the whole suite of rooms to be transformed into a pleasant and airy working area. Where there is plenty of ceiling height the introduction of a Mezzanine floor generates valuable areas perhaps for storage, private meeting rooms or extra offices.

Other thoughts in workspace planning, is the situation of facilities such as kitchen, toilets, relaxation areas and outside space if available. Sometimes the introduction of a simple partition can create a relaxation/dining area without losing too much of the work area.

All Health and Safety regulations are paramount they have to be adhered to in the workplace and must be incorporated into any plan along with full fire regulations.

Conclusion

Many firms may feel that upgrading the facilities is a ‘nice to have’ idea and the reality is that it usually comes at the bottom of the list on money allocation. However this is erroneous thinking; office refurbishment is never a waste of time or money. Creating a pleasant office environment by upgrading worn out or old fashioned surroundings and furnishings will make a big difference to the working life of the employees. Improved working conditions may be only part of the picture in achieving real job satisfaction, but it is a good start in the right direction. It also says a lot about what the senior people in the organisation think about their employees. If they ensure that their staff are given the necessary equipment and facilities to do their job effectively then the employees will give better service and can be more efficient and there will be a better working environment all around.

Promotional Balloons and The Environment

Introduction

There are people who have some anxiety about the impact of promotional balloons on the environment and safety issues of printed promotional items and around the effects of working with latex. However fear is often a derivative of ignorance so becoming knowledgeable enables people to make informed choices. Where there is understanding and information, the mind does not need to fill in the empty spaces with fearful conjecture and catastrophising.

The idea of balloon safety is not really about balloons so much as the materials from which they are made. The majority of balloons are made from latex or natural rubber which is actually a very environmentally friendly product and has been around for decades. More recently foil balloons have been produced that are made from thin non-stretch fabric which is basically metalized plastic film which does not bio-degrade like latex. This type of balloon is invariably filled with helium so that it rises up and is secured with a ribbon so that it doesn’t float away.

So what is Latex?

Balloons have been around for many years and the latex from which modern balloons are made come from the Hevea Brasiliensis tree or as many people know it, the rubber tree. These trees which grow in tropical climes, such as South East Asia, do not need to be cut down to obtain the rubber. The mature trees are tapped regularly by making a Y cut in the bark and placing a small container at the bottom of the Y to collect the milky sap which oozes from the tree. This is the basic latex from which so many different|variable|diverse} goods are made. Latex is a highly sustainable product providing work and income for people in some of the poorest countries in the world.

The management and maintenance of the rubber plantations means there is no deforestation, which helps in the issue of global warming. The trees use carbon dioxide and release oxygen back into the atmosphere, which is the opposite process to industrial pollution which contributes to the substantial increase in greenhouse gases. So as a basic resource it is an environmentally friendly, regenerating product.

Uses of Natural Rubber latex (NRL)

Natural Rubber latex (NRL) is used in thousands of everyday items we take for granted in our modern lifestyle. A balloon is just one of many commercial products we recognise as obviously being made from rubber. Some of the more essential items made from NRL are car, lorry, plane and bus tyres which carry us and the essential consumer products we use daily, around the world. vital items such as underwear elastic and elastic used in fashion day wear, shoe soles, carpets, rubber bands and erasers have been in use for many decades. More recent consumer necessities come in the form of buttons in calculators and remote controls.

Balloon Publicity

Balloons races or balloon releases are a way of generating publicity at major fund raising events. A message or company logo is printed onto the balloons and then released into the sky in large numbers. This is a spectacular sight when thousands of helium filled balloons of different colours rise up into the atmosphere all together.

Balloon gas is the component used to make balloons rise and become airborne.

Rubber balloons inflated with Helium normally only stay afloat for a few hours days if they are not punctured by birds, trees or other sharp objects that they might encounter. To retain the buoyancy and increase the float time of a gas filled balloon the inside can be coated with a special polymer solution which reduces leakage.

Safety and Environmental Concerns

The concerns over the years from the general public have been about the effect of large numbers of balloons being released into the atmosphere. Naturally some people believe that massed balloons may be harmful to wild, farm and domestic animals and that on landing they may pose a serious hazard through ingestion or entanglement.

However all latex balloons are completely natural coming from the Hevea tree and they break down at about the same rate as oak leaves. Oxidation starts to occur within an hour of a balloon being inflated and during the process of decay, by natural exposure, nutrients are released into the soil. The oxidation is sometimes visible as a cloudy appearance when balloons are exposed to outdoor conditions, direct sunlight and heat. However research shows that latex balloons under varying conditions take about 6 months to decompose so they are even suitable for composting.

Reputable balloon companies should only use bio-degradable latex these days. For example, all balloons produced by B-loony, the UK’s largest manufacturer of printed promotional balloons, are made from bio-degradable latex.

It is estimated that 90/95% of balloons released rise to an altitude of approximately 5 miles at which height the cold will cause the balloon to become brittle and shatter in to miniscule pieces. Balloon remains are unlikely to cause harm on landing, even if ingested, as the latex and the dyes used in latex colouring are non-toxic and completely bio-degradable.

Regulations on Balloon Releases

The UK’s Balloon Trade Association NABAS, is very aware of its responsibilities to the environment and has released a Code of Conduct for balloon releases giving advice to ensure the protection of the environment. Only natural rubber latex may be used for balloon releases. Balloons must be hand tied and labels attached are required to be recycle-able paper. Plastic valves or wire should not be used.

Any Large balloon event of more than 5,000 balloons requires permission from the Civil Aviation Authority (CAA) which has to be applied for in writing at least 28 days before the event. The CAA like to be informed also for balloon releases of up to 5,000 balloons.
Source: NABAS The Balloon Association and The European Balloon Council

Printed Balloons

Lately I was looking for a balloon which had a 90 printed on it because my grandmother is ninety this week and we are giving her a big celebratory party. However there were no balloons in the store where I was looking, that had any number above 60. Maybe the suppliers of printed balloons don’t think people over 60 want to be reminded of their age. I did think it would be a good idea to have a balloon which could have the number you want attached once it is inflated. They do it with some birthday cards where you buy a separate number and stick it onto the card of your choice.

Helium balloons are the perfect accessory or decoration to mark a special event.

There are a great number of possibilities for the use of helium and printed balloons. They can be used as a marketing tool to deliver a message about a company or event, or to highlight a product launch or marketing campaign. The logo or message is specially printed onto the balloons by the company supplying the service and they will also deliver the balloons to the customer. It is obviously more economical to order large quantities and for balloon releases or races this would not be a problem.

Health and Safety for People Working with Latex

People who work with Latex on a habitual basis have to be concerned about the long term effects of exposure to the material. Natural rubber latex is a plant product and as such contains proteins to which some individuals may become allergic. The proteins naturally present in latex may cause allergies either through direct contact with skin or by inhalation of a powder. Latex gloves may be powdered with cornstarch which attach to NRL allergens causing them to be airborne and possibly inhaled when the gloves are used. Those most at risk are health care workers who use latex gloves on a daily basis and those undergoing multiple surgical procedures.

Some people experience irritation to the skin on contact with NRL but it is not a true allergy but rather an irritant contact dermatitis. Sensitised people however may discover they have an allergic reaction when in direct contact with balloons. Other individuals who may have an allergic reaction are people who already suffer with atopic allergic diseases such as hay fever, asthma and some irritant skin conditions or a history of certain food allergies of banana, avocado, kiwi and chestnuts.

If you are prone to any of the above conditions then it is probably not wise to work in a company producing items made from NRL. However cornstarch is not used as a de-tack powder in the manufacture of toy balloons. Instead they are lightly coated with an inorganic filler such as calcium carbonate diatomaceous earth and clays which do not bind to latex proteins. Natural Rubber Latex is a very cost effective material that is widely used throughout the world and for the majority of individuals there is no form of clinical risk.

Source: Health & Safety Executive Guidelines 2008 (see www.hse.gov.uk/latex ) TARRC Rubber Consultants Report 2005

Another great low cost advertising give away are hand-held flags, or hand waivers as they are also known. These are very cost effective and will provide a colourful impact to your event. Because they are made of paper they are bio-degradable and can be made of recycled materials. It is easy to have messages printed on them and you can create your own scheme and effect.

Hand held flags are small rectangles of paper, which can be printed on one or both sides, and mounted on a plastic or biodegradable stick. These paper flags have become particularly popular over recent years because they are colourful, attractive, and can be purchased at unbelievably low prices. Paper flags are more often used today to advertise and promote fund raising projects, special occasions or sporting events. Small children particularly enjoy waving flags as part of the crowd during a special event.

A Royal visitor is another occasion when hand waving flags are used to great effect.

Obviously paper flags are a great way to get your promotional message across. They can be printed on one or both sides with the company logo and they can also be used as very economical promotional gifts.

Because paper flags are made from paper and the print area is flat and a set size, it is possible to choose almost any artwork you can think of to customise your event. The quality and finish of the flags is exceptionally high because they are digitally printed. The printing firm will probably have an impressive range of paper flags designs as samples because they usually hold back a few from each print run.

All samples will be from real events ranging from world promotions, product launches, sports teams events or fund raising campaigns and there will be no limit to the number that can be printed. Paper flags are a popular choice for other promotional events such as VIP visits, sales events and advertising. Many football fans carry paper flags with their club logos or colours to advertise their devotion for their favourite club whether it’s the Premier League, the World Championship, or a local cup final.

Foil Balloons

Foil balloons are very attractive with shiny reflective surfaces and can be printed with full colour pictures and patterns to a customer’s specification. Foil balloons have the advantage of being lightweight, longer-lasting, with increased buoyancy. They are perfect for eye catching promotions, special celebrations and for product launches.

There are further environmental concerns about the safety of the foil balloon because they don’t biodegrade or shred like rubber balloons. However they are not allowed to be used in balloon releases or races, and need to be carefully disposed of after use. The most important property of metalized nylon or foil balloons is its ability to keep the helium gas from escaping for several weeks.

Balloons for Work

Latex balloons are an environmentally friendly product. Not only do they provide entertainment and recreational use bringing pleasure to thousands of children, they are valuable in a work setting for research, medicine, promotion and education.

Balloons are often used for meteorological work and in more recent years they are used in some medical procedures for a variety of conditions such as angioplasty, catheters for weight loss, and sinus procedures. Also balloons are a widely used teaching device to demonstrate Newton’s third law of physics and the functioning of a rocket. Once the balloon is inflated, the mouth of the balloon is released and the greater pressure of air inside, forces its way out so that the elasticity of the balloon contracts and the balloon is propelled forward making a rude noise. This is fundamentally how a rocket works.

Without balloons valuable services could not be performed and the public would be the losers in the long run. Professional quality balloons are made from 100% biodegradable latex.

Conclusion

The concerns about balloon safety primarily arise from the materials of which they are made. Although Latex is a natural substance and has been used for many years without harm, people who work in the arena of manufacture are exposed to some degree of risk and employers will conduct thorough risk assessments . Latex balloons are considered very safe and environmentally friendly, but problems will arise when a balloon is inflated using a plastic valve or with a ribbon attached which are not biodegradable.

There are a number of industry bodies which control and monitor balloon activities on a large scale and health and safety regulations in place for those working in industries manufacturing or using latex. The advantages of having and using latex products, certainly outweighs any perceived dangers of such an environmentally safe material.