Category: Efficiency & Organization

‘Office-in-a-box’ gives UK entrepreneurs their own business space for just £10

Posted on by chase

Here’s an interesting article I found over at the Daily Mail: a company in the UK, WH Smith, is offering business owners or budding entrepreneurs a little slice of the office life (complete with coffee) for a reduced rate:

Budding entrepreneurs used to turn to WH Smith for pens and pencils – now they can pick up a whole ‘office-in-a-box’.

Just £10 will buy them office space for half a day, with internet access and coffee thrown in.

The voucher scheme also offers a number of costlier options which include a personal assistant and meeting rooms.

At roughly $16 US at the time of this writing, I feel like this is a scheme that could easily catch on in the US. Even working from home, I have found times when it would be beneficial to have an office space just for working, without the home-based distractions I can see every time I look over my shoulder.

This could also be the jump-start many people need to test out new office-based ideas before jumping in whole-hog and renting out space. Overall, a really neat innovation that I hope catches on stateside.

The Definitive Back to School Supplies List

Posted on by chase

I’ve said it before, but back-to-school season is getting a little out of hand.

Every day my inbox is stuffed full of helpful hints, tips and tricks, ways to beat the crowds, and more.

All throughout, I’ve said there’s one simple way to get everything you need for back-to-school, and it’s this: plan ahead, learn what you need, and order online from a reliable source. That’s it. End of story, as far as I’m concerned.

However, there are always going to be be people who thrill to the idea of shouldering their way through a crowded store, or need to have their hands on the item they’re going to purchase, and I can respect that.

Here, then, with some help from Mlive.com (serving my home state of Michigan), is a list of helpful hints for back-to-school season.

1. Check consignment shops

The biggest expense, hands-down, is clothing. Young ones outgrow their clothes quickly and teenagers, who might still fit into some of their existing wardrobe, may have strong opinions about returning to school in last year’s garb — not to mention their typical fascination with expensive designer labels.

One solution is consignment shops. Many sell used clothing for adults and children. And for those picky teens, a few of them even cater specifically to those who crave designer labels and the latest fashion.

Amy Baird, 37, owner of 360 Degrees [a consignment shop in Kalamazoo, MI], said high school kids are beginning to appreciate the chance to buy many more items through consignment than they can if they buy them new.

“Because of the economy, I see parents setting specific dollar limits for the kids,” Baird said. “Our clothes cost about a third what they would cost new. Used items average $12 each at 360 compared to about $30 for new ones at the mall.”

2. Plan ahead

Many kids walk in the door after their first day of school with a checklist of supplies they say they need “tonight.” That spurs an impromptu trip by many parents to grab it all with no time to compare prices or explore discount stores.

Instead, call your child’s school in advance to see if someone can get you a list of what’s needed.

With that, there’s time to start knocking off items gradually — pencils here, binders there.

3. Recycle

Before taking that list anywhere, search every junk drawer in the house, purge little-used office supplies from the desks of home offices as well as those of older kids who needed the same supplies years before.

A protractor and a compass that one youngster needs may turn up somewhere in the house — if you make time to find it.

4. Network with other parents
This advice, from veteran bargain shopper Amy Swager, 42, of Climax, MI, is most helpful when it comes to expensive items.

“If you know other parents with kids older than yours, talk with them,” she suggests. “That $80 graphing calculator that their kid may never use again might be on your child’s list. And they may be happy to donate it.”

5. Be realistic

Swager, the mother of seven with six still at home, said her family has never done the “whole new wardrobe” back-to-school trip before the first day of school.

“We wait a couple of weeks because the weather is still warm so they’re all wearing summer clothes to school for a while anyway,” she said. “By the time we go, everyone else is done shopping, everything goes on sale, and each kid gets just what he needs, nothing more. One might need shirts. One might need pants. Another a couple of each.

“We are very, very realistic when it comes to shopping for the new school year,” she said.

6. Accept change

Just because your daughter has gotten a new backpack every year since school started doesn’t mean that last year’s Hannah Montana model has to go in favor of a Jonas Brothers backpack this year.

If the old one works, it works. Swager said that if a new one really is needed, be creative.

“A $5 backpack and some fabric paint means that it will be both unique and economical,” she said. “Have fun with it.”

7. Layaway is back

Take advantage of this old standby, which has been resurrected at many stores, including Kmart.

Eight weeks in advance, you can bring everything you need to the layaway counter, including clothing and school supplies for all of your children.

A $5 layaway fee allows eight weeks to pay for the loot in bi-weekly payments.

For more details on Kmart’s layaway program, visit www.kmart.com.

8. Rethink school options

Is taking lunch packed from home cheaper than buying hot lunch at school?

Cindy Turner, kitchen manager at Galesburg-Augusta Primary School, doesn’t think so.

“I think it is more economical to buy lunches at school,” Turner said. “They have to be nutritionally balanced due to government guidelines. An example of a lunch we provide is milk, slice of pizza, green beans, applesauce and a brownie.”

The 20-year veteran lunch lady compared the meal with a nutritionally balanced lunch sent from home.

“If a parent sends a juice box, a sandwich or wrap, piece of fruit or veggie and a snack it would cost more than the $1.70 we charge for lunch for grades K-3 and that includes a half-pint of milk,” she said.

“This is partially because of waste expense at home … you may buy an item in quantity but have to throw it away before it is used,” Turner said. “There’s also the cost of baggies, brown bags or containers to consider.”

9. Do you qualify for help?

Has there been a parental job loss or pay cut since last school year? Families hit hard by the recession may qualify, for the first time ever, for free or reduced-price lunches for their kids.

The income verification forms are typically sent home during the first week of school, but if there is an immediate food need that can’t wait, there’s respite, said Shauna Collison, administrative assistant to the superintendent in the Parchment School District in Michigan.

“Any principal in any district has the authority to put a child on the free or reduced lunch program immediately for 10 days pending income verification,” Collison said. “If you need free or reduced meals starting on the first day of school, contact your child’s building principal before school begins for help.”

10. Get back on the bus

Teenagers who drive to school should be coaxed to park the car at home during the day and get back on the school bus that is a free ride for them and a green move to boot.

This one might be a tough sell. But it’s worth a try.

Thanks again to Mlive.com for their content.

How to Save on School Supplies

Posted on by chase

The Yakima Herald-Republic has an article up about ways to save money during back-to-school shopping, but it’s nothing new. They advise checking fliers and websites for the best sale, getting to the store early to avoid crowds, planning your trips in advance so you don’t have to fight your way through crowded aisles…

Doesn’t it all just seem like a huge headache? This is the latest in a long line of back-to-school shopping tip articles flooding my inbox and they all seem to forget the same point: you can SHOP ONLINE and get your stuff cheaply, quickly, and reliably. No messing with sales, no throwing elbows down at the Walgreens to get the best deal on a gum eraser. Seriously, check out your options and make the smart choice.

How to make telecommuting a win for employers & workers

Posted on by chase

The Richmond Times-Dispatch has an interesting article up about teleworking at the potential benefits to employers.

In it, they showcase the Virginia Department of Taxation, who recently made a move to digitize their offices by sending certain employees home kitted out for telework.

The move saved them over $130,000 annually in rent, utilities, and other costs, though it is not without its up-front caveats:

There is an initial outlay of money. Your company will have to outfit teleworkers with whatever is needed to perform their job at home, for example:

A personal computer, a laptop and docking station, a business phone line, shredder, fax, printer, copier, Internet service and office supplies. Also, it has to assure that its computer system has “layer after layer” of security and the ability to apply patches to protect from viruses, Bowen said.

I’ve always been a huge advocate of the work-from home model, and it’s nice to see companies embracing it as well. I feel that with the right gear, there’s nothing you can’t do from home that you could do in an office.

Obviously it’s not the ideal solution for every company, but in these tough economic times, it seems like a move more should consider before resorting to layoffs (or, heaven forbid, buying fewer office supplies.)

Resource: The Cost of Being Disorganized

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The Cost of Being Disorganized

Around here, we talk a lot about being organized. Obviously it makes sense, it saves time, and it can be a lot easier than you think. That’s the focus of a lot of these blog posts; using simple supplies, easily attained, to make your life easier. But here’s something you may not have thought of: what does it cost you, literally cost, to be disorganized? There’s a site that recently came to my attention that helps you figure out just that.

Organize 4 Results, who preach the “GO System” (standing simply for, of course, Getting Organized) not only offer a comprehensive suite of resources for companies looking to get organized, but they provide a simple calculator to help you realize what it might be costing you to put off organizing. I plugged in some hypothetical numbers and got the following results:

Cost of Disorganization prepared for FakeCo, Ltd:

You entered this data:

Average cost per hour (including benefits) for an employee’s time:

$25.00

Time lost each day due to disorganization:

0.5 hour(s)

The number of employees in your team or organization:

500

Cost of Disorganization Results:

Disorganization is costing you about $1,500,000.00 each year. The real cost is even higher when you consider the cost of alienated and lost customers.

Yikes. As you can see, it’s not always about putting the right things in the right bins; organization is serious business. And if you’re serious about it, check out our friends over at Organize 4 Results. You’ll be glad you did!

Article: Everything In Its Place

Posted on by chase

From the Bend Bulletin comes an article about “Spacial Specialist” Dana Black, who helps clients get their messy lives on track. A particular place of interest for Black? The Home Office. From the article:

Whether you’re using boxes or cabinets that were gathering dust in your garage or buying cheap new plastic tubs, getting organized can help save you money in your home.

“The key is once you’ve set up a system, take the time to show the entire household how to use it,” says Black, who charges $55 per hour for her organizational work. “When I organize a house, I take sticky notes and write what goes in each drawer or cupboard, so the family gets used to it.”

You’ll find that with a clear system of organizational tools, you won’t waste money on buying items you already have stowed elsewhere or buying things that you’ll never use.

Black’s list of go-to gadgets and gear wouldn’t shock anyone (Filing cabinet or drawers with hanging files, drawer organizers, in-box/out-boxes, baskets or desk organizers, plastic storage tubs for extra supplies (also great for your kids’ school supplies), computer program for calendar- and address-book organizing, label-maker), but she puts them together in an innovative way and charges a pretty penny for her services. School yourself on some free tips by reading the article.

Video: The Disappearing Dining Table Office

Posted on by chase

Always cool to see innovative office tricks making the mainstream news.

The CBS Early Show had a segment today featuring interior designer Kristan Cunningham, who shared some innovative tricks for turning one of the most-seen but least-used areas of your home, the dining room table, into a go-to disappearing home office.

The video is the star of the show here, but some excerpts from the accompanying article set the tone:

  • Fax Machine:
    The multifunction printer/fax/copier/phone ID can be covered with a bottomless basket that is simply lifted off when you need it. It rests on a serving table which can be used to store linens and also office supplies.
  • The Hutch:
    The hutch has part of the glass front covered with frosted contact paper, leaving the top part clear to display dishes and serving ware. Behind the glass door are files, books and all the desk top supplies. The desk supplies are on a tray and blotter and simply lifted out an put on the dining table. Cunningham suggests putting a desk blotter under it to protect the wood.

Click the link and check the video clips for more on this cool project.

How to set up a home office space

Posted on by chase

article-create-your-own-office-space

The Indianapolis arm of Examiner.com has posted a neat little article that gives a crash course in designing a home office.

In addition to helpful tips like placing your office away from the hustle and bustle of the rest of the house (avoid the kitchen or bedroom office; these are places you’re meant to be thinking about your home, not your work), there is one section I of course find particularly noteworthy:

Furniture:  Start with the basics, a desk, a small filing cabinet, a book shelf, and a comfortable computer chair, then personalize your space depending on your working needs.  Place the desk in an area where you can see the door.  Also, if you are easily distracted, avoid placing your desk directly in front of a window.

Add items to your office that compliments your work.  A reading corner, with a comfy chair and an end table, a conference or work table and chairs, a credenza, storage/supply cabinet, small table and chairs for your kids, a dog bed, anything that makes your space its own.

None of these tips are necessarily earth-shattering, but it’s nice to see them collected in one place. I think too often people setting up a home office take pieces from the existing house and rearrange them into a place where they feel they can get some work done. The flaw in this is that you feel like you’re “working from home”, and not owning “a home office.” There is, in fact, a difference.

A home office ought to feel like an entirely separate entity from your house itself. Sure, it’s nice that you can go to work in your PJs and slippers, but the fact is: you’re at work when you’re in your office, no matter where it is. Purchase office furniture and office supplies rather than co-opting things from the rest of the house. Make sure it’s comfortable, of course, but make sure it is distinctly “your office.” And as always, when you’re out constructing your perfect workplace-away-from-home, be sure you use a reputable office supplier who can help you meet your needs.

Interior designer likes uplifting office spaces

Posted on by chase

Found this interesting blurb over at the ArgusLeader. In it, Marcia Young, a commercial interior designer, talks about office design and what it means to have a well-designed workplace. When asked about some essentials that should be included in any office design, she had this to say:

The workplace is constantly changing, and one way to easily adapt is by designing with modularity in mind. This allows the customer to change the configuration with minimal cost and downtime. Other key essentials are good task lighting and ergonomic accessories, such as keyboard trays and storage solutions that fit the needs of the user.

Makes sense to me. The main reason I find this article interesting is that I personally had no idea there was such a thing as a commercial interior designer. I can certainly see the need for such an occupation; most of the offices I have worked in seem very much slapped together on a whim, cramming the furniture and items they already had into whatever space they could wrangle up.

Young also says that the trend seems to be going more toward open-plan design, with a tendency to shy away from the traditional “cubicle farm”. They want something that promotes collaboration while still offering some privacy. This means lower heights on cube panels, more modularity, and so on. Again, I find myself in agreement, and wonder why so many businesses lack the wherewithal to make these kinds of decisions on their own.

Still, if it means more work for Marcia Young, I’m all for it. Adding to the list of things I didn’t know existed, she’s a National Council for Interior Design Qualification Certified Designer. Quite a mouthful, but it’s great that there’s someone out there making sure standards are upheld in the design arena. Check out the NCIDQ here.

Working from Home: What to Ask Your Broadband Provider

Posted on by chase

IT-director.com has an interesting piece from David Heyes, COO of TFM Networks, about some of the less-often-considered aspects of working from home. Namely: is it as simple as plugging your employees into a broadband connection and letting them go?

In the article, Heyes covers five key points you may not have thought of, and that your broadband provider might not like you to think of. Since these points imply something a little more involved than the plug-and-play aspect of working from home that a lot of companies (that want to sell you a “business broadband package”), it’s important to take a look before you dive in:

1. Service: What happens if the broadband connection fails?
2. Performance: What about speed, bandwidth and prioritizing key applications over your network?
3. Security: How important is this to you, including data protection?
4. Health & Safety: What are the regulations for home workers?
5. Maintenance and Procurement: Who provides the home office supplies and equipment?

All in all, the article is a decent breakdown of letting employees work from home. I personally had never considered, for example, how a from-home employee would still be covered by a business’s insurance plan, and how they might have to conduct site visits to make sure someone’s home office was up to spec.

Basically, this is an interesting read for anyone looking to pitch the idea of working from home, or any employers looking to expand into that area. As much as we’d like it to be as simple as throwing together a desk, a chair, a filing cabinet, some computers and a broadband connection, the reality is a little more complicated.