Things to Consider When Looking For A New Office Space

An office space is as essential to the business as your team members. Not only does it affect your day-to-day operations, it also affects your brand image. The effort you will need to put into searching for your new office space should not be taken too lightly. There is a lot at stake, as choosing the right workspace for your business can make all the difference when it comes to recruitment, retention, productivity, and even your team’s well-being.

The most important thing to take into consideration is that you must know exactly what the needs of your business are. Does your team have enough wiggle room to move about and pace around? Are there enough meeting rooms? Are they spacious enough to accommodate your team? Does it have an open space for a lounge or a receiving area? Asking yourself these questions before you make a final decision is crucial. The following aspects can help you ease your mind with regards to the ideal office space to get for your business.

Location and Accessibility

The importance of location in the success of a business cannot be understated. It also helps create your brand image as every part of a certain town or city carries a reputation, be it for simple or for luxurious living. Setting up your business in a place that reflects your brand and services can significantly affect your growth and success. Location can also impact the total operational cost and the capability of a business to market itself. An office space near transportation hubs and major thoroughfares is a great sigh of relief to your team members who are taking the commute every day to work. Also keep in mind nearby restaurants, coffee shops, and convenience stores that everyone will surely appreciate.

Cost

Strike the balance between the location, office size, and lease type to reach a fair market price. Before anything else, spend ample time to research on average business rates including rent, taxes, and utility bills to make sure you can afford the office space. Hidden charges such as deposits or parking tickets must also be considered before signing any contracts. Create a cost estimate of the location to avoid financial commitments outside your means.

Security

Crime can undesirably affect the long-term growth projections of a business. When inspecting the premises, you should immediately check for security cameras and alarm systems. They add safety to the office space and serve as deterrents to criminals. These security aspects are also critical in safeguarding business assets, valuable information, and people from any kind of loss or damage. A robust security environment reduces liabilities, insurance, compensation, and other social security expenses.

Competition

Competition is inevitable for any kind of business. While it could hinder the success of your organization, it can be an effective tool for growth and improvement. You can also identify where your competitors are falling short, and with that, be the one to fill that void and satisfy the need. However, too much competition in the vicinity can be a warning sign to look for an office space elsewhere.

Vibe

Your ideal office space should resonate with your company and the culture you want to build. Your team is going to need a positive work environment for them to reach their fullest potential and accomplish their tasks on time. It is also important for everyone to feel at home in the workplace to achieve a sense of belongingness and comfort. The space alone should emulate an innovative and spirited vibe that appeals to the people. But it is up to you and the designers to make it more engaging and create a reflection of your company’s vision for the future.

 

ARCH Offices will be launching new spaces for businesses of any size soon. Get the workspace that your team deserves. Get in touch via email at hello@archoffices.com for more information.

How to Choose Between Hot Desk and Dedicated Desk

Serviced offices are fully furnished spaces managed by a separate company or office provider. They offer workspaces that cater to small- to medium-sized businesses, even to startups and freelancers who are still finding their place in their respective industries. Compared to a traditional office set-up, a serviced office can open up new opportunities for individuals and organizations alike in terms of ideation and collaboration. It also offers agility and relatively larger spaces that are perfect for big groups. What makes it a lot more appealing is how it provides an easy-going and hassle-free atmosphere, but at the same time not compromising the quality of ideas that flow freely.

As people continue to revolutionize the way work is done, corporate offices are no longer the only type of workspace one is likely to come across. The trend of freelancing resulted in an innovative way to bring together groups of people from different fields and exchange thoughts and opinions.

In the Philippines, computer-based freelancers are on the rise as the gig economy is projected to grow steadily in the upcoming years. In a report published by Paypal in 2018, Filipino freelancers are the most optimistic and open with regards to how they want to work. In the same report, the survey found that Filipinos opt for freelancing gigs mainly for the following reasons: freedom to work anywhere, flexible schedules, the opportunity to be one’s own boss, and higher income.

Whether you are a freelancer or a part of a small business, finding the right workspace can sometimes require a lot of effort. But how do you know which one suits your business needs better?

Hot Desk

Nowadays, individuals tend to find a new sense of inspiration when they have the freedom to work comfortably and anywhere they want. With hot desk, you are not limited to work in a specific desk. In this set-up, employees share communal spaces and are exposed to a working environment that thrives on open communication and teamwork.

Benefits:

Cost

Hot desk memberships are cheaper than dedicated desk memberships. With hot desk, you can save up on operational costs spent on computers, furniture, and overall space you need. It is a cost-effective solution for employees who spend more time out of the office or those who work remotely.

Flexibility

Hot desking is also perfect for people on the go. If you always find yourself in the thick of things—client meetings from one place to another or potentially opening multiple businesses in different locations—you will just waste your money on a workspace that you cannot utilize all the time, such as a dedicated desk.

Growth

A communal space shared by many individuals is an ideal place for learning new things. It encourages a creative environment where people get to interact and socialize with other teams. Furthermore, it also fosters a sense of belongingness and unity among different groups.

 

Dedicated Desk

Having a dedicated desk allows you to have your own personal desk for a certain period of time. If you are coming from a traditional office environment, it is natural to want a workspace that you can call your own. No one else is allowed to use your desk, and should you take a long vacation, there will definitely be a spot waiting for you at the office. Moreover, you do not have to worry about having to work near common areas since dedicated desks are mostly situated in independent working areas of the office.

Benefits:

Ownership

Since the entire space is yours, you can leave your belongings without having to worry of them getting lost. It gives you the benefit of a shared space, but with an added degree of personalization and permanency. You can also customize and design your desk to your liking.

Convenience

Have you ever had to drag your heavy laptop from your home to your office every day? Then a dedicated desk is just perfect for you. With this set-up, you can say goodbye to the hassle of having to carry your gear and equipment back and forth. Serviced offices that offer dedicated desks have around-the-clock building security staff as well.

Community

Apart from the advantage of having your personal space, you will be surrounded by other businesses and go-getters. Even companies with vastly different goals can always find a common ground through intellectual discussions and creative talks. While getting a hot desk also gives you the same advantage, opting for a dedicated desk offers a strong sense of community among thriving businesses with a growth mindset.

Know more about our Hot Desks here and explore your options. If you are looking to try out our Dedicated Desks, you can learn more about our offers here.

Still mulling it over? Let us assist you with your workspace needs. Get in touch via email at hello@archoffices.com.

Should You Get A Coworking Space Or Lease A Serviced Office?

Whether you’re starting a new business or simply expanding your horizons, it is important to choose a workspace that will help your business grow and reach its maximum potential.  While leasing a commercial space is still viable for many businesses, shared workspaces have provided businesses with a more flexible and cost-effective option.

In the recent years, more and more companies are opting for solutions like serviced offices and coworking spaces. The phenomenon of collaborative workspaces is a fast-rising trend that has now become an attractive alternative to conventional office space leasing. With fully-furnished yet affordable workspaces situated in prime business locations, shared offices allow growing organizations to allocate their costs on core business functions.

Unlike the traditional office setup, shared workspaces allow working professionals to be productive in a casual and flexible work environment at their own pace and style. This kind of work areas not only provide businesses with affordable and efficient business operations, it also promotes a sense of community and a dynamic atmosphere.

With the emergence of various options nowadays, it has become easier to find the ideal workspace for your business. Two of the most effective options today are coworking spaces and serviced offices. But which approach is best for your organization?

 

WHAT IS A SERVICED OFFICE?

A serviced office is a workspace that is fully furnished and equipped with all the facilities necessary to operate business functions. To make the set up as seamless as possible, serviced offices typically comprise of desks, chairs, computers, and other vital amenities like a reliable internet connection, telephone access, and mailing services. This allows entrepreneurs to “plug and play” and transition into the new office space easily.

 

Here are some key advantages of leasing a serviced office:

It provides a fully furnished workspace that is ready for occupancy.

Serviced offices are ready made workstations equipped with modern technology and amenities. A typical serviced office provides reliable internet, good office infrastructure, and state of the art facilities.

It is extremely cost-effective.

Serviced offices reduce expenses due to the all-inclusive cost of lease. You won’t have to shell out a budget for office equipment and furnishing, as well as other necessary office services. Instead, you can allot the money to the expanding needs of your business.

It offers flexible working setup for your business.

Serviced offices operate 24/7 which allows your business to run operations on your own terms and preferences. It also improves focus and workflow as you will have your own space where your team can discuss important matters without being disrupted or overheard.

 

WHAT IS A COWORKING SPACE?

Coworking spaces provide working professionals with a sharing office space along with other vital office equipment such as desks, printers and copy machines, as well as internet connection and phone access. This type of setup encourages a collaborative environment and promotes an innovative work culture. Coworking spaces provide greater opportunities to build connections and exchange ideas within a community of passion-driven individuals.

 

Here are some key advantages of getting a coworking space:

It promotes collaboration and community building.

Coworking spaces are highly social and collaborative. It promotes a friendly and dynamic work environment that also enables individuals from similar or different fields of work to enhance networking connections.

It inspires and increases productivity through more direct communication.

Because coworkers work alongside each other, team members can discuss and share ideas faster and more effectively. This kind of setup promotes better workflow and business processes.

It is affordable, and it offers lease flexibility.

For startup entrepreneurs and freelancers, it is always important to consider the cost of resources. Coworking spaces are more affordable than renting an office space traditionally and they also offer lease flexibility since businesses are not bound by long-term contracts.

 

The Difference Between Serviced Offices and Coworking Spaces

Both serviced offices and coworking spaces offer organizations with the chance to operate business functions without the extra load that traditional leasehold brings. Both options provide startup companies with a lot of advantages when it comes to reducing costs and scalability. While there are a lot of common denominators in terms of benefits, there are also some significant differences between the two.

Coworking spaces typically offer flexible arrangements of desks predominantly utilized by startup businesses, sometimes even individual freelancers. Whereas, a serviced office is more ideal for businesses who have growing needs since this option provides them with the infrastructure needed in order to run day to day operations in a more private and management-centric setting. While serviced offices enable occupants to focus on their work without any disruptions, the best thing about coworking spaces is the environment that promotes collaboration and innovation.

 

Which Office Space is Right For You?

There are many factors to consider when finding a home for your businesses. It is important to keep in mind that your decision should depend on your company’s growth and development plan. Choose the workspace that will cater to your business requirements and help you operate efficiently. At the end of the day, it all boils down to your business’ own unique needs and circumstances.

By now, you have a clear idea of the differences between serviced offices and coworking. If you’re still not sure which is the right choice for you and your business, consider the following questions:

  • How much space will you be needing?
  • How often do you need office space?
  • How long do you need the space for?
  • What kind of amenities do you need?
  • What’s in your budget right now?

 

Before making any decisions of what would work best for your business, spend the time considering what you and your team need and researching the options available to you. We know that the process can be tedious and frustrating at times and we can always help provide expert advice on the office spaces the fit your business requirements. If you would like to find out which services are available you can reach out to us at hello@archoffices.com

 

 

5 Tips On How To Decorate Your Office Space This Christmas

Christmas is the most wonderful time of the year. While most companies organize huge corporate events for the holidays, business owners and freelancers are not obliged to participate in these kinds of gathering. However, there are still other ways to celebrate the Yuletide season in private office spaces. The simplest way to commemorate Christmas is by decorating your workspace. Put up Christmas decorations to set the holiday vibe. You may start by decorating your own desk. Turn the corners into something more festive. It does not have to be over the top. In fact, you can even make your own decors.

If you are looking for hassle-free ideas on how to decorate your private office without breaking your budget, here are some tips for you:

1.  Hang Wreaths

A wreath is one of the daintiest ways to set the Christmas mood. You may buy one for a very affordable price or if you love crafting, a DIY wreath is also a great idea. You can design your own and add some floral elements. Add a ribbon for the finishing touch. You may hang the wreath on your door or at an empty wall in your office.

2.  Put Up Garlands

Add festive cheer to your office walls by dangling garlands. You may go with the classic greens or you may also try putting up colorful paper garlands. Paper garlands are very easy to make. A DIY garland can actually look better than store-bought one if you unleash your creative side. Experiment with whatever you already have like colored papers or paper clips. Hang the garlands on your walls to add Christmas spirit to your office.

3. Display Christmas Ornaments

Deck the halls with Christmas decorations! Holiday decors come in different shapes, sizes, and colors. There are a lot of decorations to choose from—Christmas stockings, candy canes, Santa hats. You can also light candles to add holiday warmth to your workspace. However, the best way to decorate your office is to think of a theme and stick to it. For example, if you prefer “Winter Wonderland”, you may hang snowflake ornaments and put up a cute little snowman.

4. Have An Advent Calendar

If you’re the kind of person who really looks forward to Christmas, you may also put up an advent calendar in your office. An advent calendar is basically a countdown until Christmas day. You may simply print your own design and display it on your desk. If you want, you can also write your everyday tasks on the calendar. It is surely a fun and exciting way to pass the days until Christmas.

5. Create Your Own Christmas Tree

Nothing says Christmas more than a well-decorated Christmas tree. For office spaces that couldn’t fit an actual tree, a DIY Christmas tree is the best and most affordable solution. The good thing is you can pick the size and style of your own tree. You may opt for the traditional colors and design, but you can also go with literally anything you like because you can create a Christmas tree out of anything. Hang accessories that complement your office’s theme. You can make a mini tree that is perfect for your desk or you can also create something that you can put in your favorite corner of the office.

Business owners and freelancers tend to ignore festivities and take advantage of this season to catch up on work. But keep in mind that the holiday season is also the perfect time to wind down and recharge for another year of work that’s ahead of you and your business. Use this time to plan for the upcoming year. ‘Tis the season to reflect on what a fruitful year it has been for your business. It is always a good idea to look back on individual and business accomplishments as a reminder of how far you have come. While it’s true that working in a private office does not require you to make a big deal out of the holidays, it does not mean you cannot commemorate it in your office space. All it takes is a bit of creativity and imagination. This year, celebrate and enjoy the holiday season!

From all of us at Arch Offices, we wish you a happy Christmas and a prosperous year ahead!

The Key Advantages of Having A Virtual Office For Your Business

Technology has paved the way for the transformation of the traditional office setting. In fact, it has created more efficient and convenient ways of operating businesses by means of virtual offices. Virtual office solutions help startups and small to medium enterprises build a professional and credible image without investing in a physical office. You get to have all the benefits of an actual office including a business address, meeting rooms, and communication services at an affordable price. Here are some of the key advantages of having a virtual office:

It Lowers Cost

Starting a business is never easy, especially when you’re working on a budget. It is not financially feasible to invest in a physical office space considering the increasing cost of real estate. You also have the cost of transportation and the pay for maintenance to think about. With growing businesses that may require expansion, it can also be a challenge to relocate to a new office, accommodate a bigger staff, and purchase more equipment. A virtual office presents an ideal solution for startups and growing businesses who are trying to reduce expenses and save a lot of money for the future.

It Builds Credibility

In running a business, it is important to establish and maintain a physical presence. No matter how small your business is, clients will most likely trust names with official business addresses and phone numbers. Depending on the packages and plans, a virtual office can provide you with a registered business address and professional communication services like call answering, mail handling, and mail forwarding. Having these services available increases your business legitimacy.

It Improves Customer Relations

Even though you are operating your business online, you should still keep in mind the convenience of your customers. Sometimes, you have to deal with transactions in person. As much as possible, you would want to make your customers feel important and well-accommodated. The good thing about renting virtual offices is that you get to utilize conference rooms where you can hold meetings and discussions. This way, you can keep a smooth sailing relationship with your customers virtually and physically.

Since a virtual office lets you maintain a business address in the city, the location of your physical address is also one of the factors that you should consider when choosing a virtual office. Keep in mind that this will also be the venue for client meetings and assemblies. Being situated in a prime area like the Makati Central Business District can improve the clientele’s impression of your business.

It Provides Greater Flexibility and Productivity

One of the best advantages of a virtual office in Makati is that it allows you to manage your business from anywhere that is most convenient for you. No need to deal with the hassle of traveling to a physical workspace. It saves a lot of time and energy which leads to increased levels of productivity. A virtual office also offers a flexible working schedule. This helps create a better life and work balance for you and your team. Cultivating positive habits results in higher productivity—which is vital in generating greater revenue for your business.

In this day and age of digital advancement, now is the time to redefine the way you operate your growing business. As technology continues to evolve, consumers demand more efficiency. Managing a business online is the best way of engaging with clients and prospects.

At Arch Offices, we provide reliable services and facilities located at the heart of the Makati at a minimal cost. Our virtual office solutions will help you manage and grow your business. With our affordable and flexible virtual office plans, you may choose the best one that fits your business’ needs.

If you are convinced that a virtual office is more suitable for your business, you may get in touch with us to know more about our services.

 

How Startups Can Promote Team Productivity in a Coworking Space [Infographic]

We are still right in the middle of the startup boom, where some innovative and enterprising business owners still build their companies out of dorm rooms and garages. Armed only with a clear vision and little capital, they run their operations while trying to minimize overhead expenses.

Technology has been playing a crucial role in making things easier for professionals to work. With the internet being a key tool in running business operations, there is now a way to complete tasks remotely. But as convenient as this may be, there will always be a need to work in an actual office to set a professional environment where both business owners and employees can jumpstart business operations efficiently. This is where the brilliant idea of a coworking space comes in.

Startup companies looking to take root in the Philippines don’t need to look for office space for rent in Makati or other central business districts. All they have to do is turn a coworking space into an even more ideal work environment using team productivity strategies.

 

How Startups Can Promote Team Productivity in a Coworking Space Infographic

 

Manage noise and disruption

The environment at a coworking space offers huge benefits for promoting innovation and collaboration while steering your startup company towards the right direction.

Despite this ideal set up, noise and boundaries issues may emerge if they are not addressed immediately. You can encourage employees to use noise-canceling headphones to help them avoid distractions from the surrounding noise.

Make sure there is enough space for each of your employees and establish a workplace culture where they respect boundaries. One way to do this is to have them send their coworkers a message to check if they are available before approaching them to engage in a discussion.

 

Use collaborative digital tools

Tools are created to help humans complete a specific job easier and faster. This goes the same at a coworking space, where digital tools should be utilized to help with collaboration.

Find out how various tools can help your team share information, communicate with ease, and collaborate smoothly and without delay.

  • Enterprise tools for collaboration

This kind of tool can help your team work together efficiently. They can have features like customer databases, file-sharing capability, and content management.

  • Content management system

A fully-loaded content management system might include a social intranet, an instant messaging feature, and a customer database. It can have an online workspace where your team can easily start working together in real time.

  • Chat groups, forums, and blogs

Chat groups and intranet forums are an effective way to promote a more close-knit team culture while allowing members to share ideas and participate in discussions. You can use blogs to broadcast and discuss important updates and comprehensive information about tasks at work.

 

Assign office zones properly

Your team’s workspace location within the coworking space plays a crucial role in collaboration and productivity. Each member who works closely together using ergonomic equipment has a higher chance of delivering top-notch work compared to those who are scattered across the work area and don’t use comfortable office furniture.

 

Build spaces for collaboration

An area within the coworking space dedicated to teams for collaboration is a welcome approach in promoting productivity. This may be a large table where each member can sit facing each other for easier discussions on work matters or an exclusive room like a conference room where all members can easily collaborate in a discussion.

 

Fun zones

Fun zones are essential in the lives of your workers to help them be relieved of stress, which is beneficial for their productivity. Employees who don’t take a breather and inject fun into the workplace are likely to experience burnout, which makes it a lot tougher for them to complete tasks.

Setting up specific areas in the coworking space for fun zones helps alleviate the strain of working long hours on projects and balances everything out from all the work that needs to be done.

You can start by setting up a corner where classic board games are available to employees who wish to take a break. A ping pong table or a small room with gym equipment can also be set up for those looking for a nice endorphin boost to clear the head and keep both the body and mind healthy.

 

Quiet zones

Many employees could focus more on the task at hand when they are in the zone. And more often than not, this happens when they are diligently working in a quiet area where it is very little to no distractions. They tend to finish work faster and more effectively.

Quiet zones are also a great place to drown all the noise when your team members just want to take a break and relax. This helps them recalibrate their minds when they’re stuck in a rut or a task that is difficult to complete.

Enclosed areas or small rooms in one corner of the coworking space are ideal quiet zones. They should be away from the main floor where all the chatter takes place.

 

Organize team activities

Being part of a strong and effective team is important in promoting productivity, so employees should be encouraged to form a strong bond with their teammates. Fun activities outside of the serviced office help develop a kind of bond that lets a team function as one cohesive unit.

Organize social outings like hikes, workout sessions, or happy hour trips to the local bar to foster strong connections between members of a team.

 

Encourage to network with other people in the coworking space

There will be other professionals working at a coworking space, making it the perfect place to expand one’s network not only within yours but also across various industries. Networking has tremendous benefits, particularly in one’s profession.

Other professionals from different fields are a wealth of knowledge where you can get valuable opinions and tips on any subject. Keep in mind that this goes both ways, so give as much as you take to make good impressions on people in your network. You just might land your next big project through them.

 

Allow employees to set up their own workstations

Personalization has a positive effect on employees and the overall work culture. Photos of them with their loved ones, small potted plants, pillows, and other personal effects can enhance their mood, creating a more productive atmosphere.

Find ways to accommodate your employees whenever they have requests in terms of personalizing their coworking space experience. The results may surprise you.

 

Promote workplace wellness

The best tools for any job is a healthy mind and body. An employee wouldn’t be able to function well without both, so it’s always a great idea to promote physical and mental wellness in the workplace.

Encourage employees to work out by offering corporate discounts on membership fees. You can also set physical activities together like going on hikes and joining fun runs.

 

Continuously improve or change your processes

Employers should always strive for perfection, so all processes applied in your organization should always go through changes to make improvements. Never be afraid to try something new if it’s going to benefit your company even in small ways.

 

CONCLUSION

Sharing office space with others may be a bit daunting, but with the right strategy and facilities, you can turn a coworking space into an ideal work environment.

You must take the necessary steps to make sure productivity is promoted, and the key is to make sure your employees are happy, comfortable, and motivated. This is a surefire way for them to reach their full potential, and along with it is the growth of your startup into a profitable company.

A Step-by-Step Guide for a Smooth Office Move-in

Moving into a new office can be an exciting part of your company’s journey toward expansion and growth. A new serviced office space means a different environment to perk up employees who may be looking for more modern or upgraded working conditions.

On the other hand, moving office can be stressful. There are just too many things you have to think about and plan for. Office relocation could also cause separation anxiety among employees who are already too comfortable with or accustomed to the old office.

That’s why it’s critical to make the office move as smoothly as possible. As an employer, it’s your responsibility to plan meticulously and ensure that you and your team can transition to the new office seamlessly. This step-by-step guide gives you helpful pointers to ensure a hassle-free move-in whether you have a small team or a big team.

 

STEP ONE: First Things First

Once you’ve decided that your company needs new premises, there are three primary considerations that you should focus on so you can efficiently find the right serviced office providers.

1. Budget

Moving to a new office is a huge project and can, therefore, be very costly. That’s why it’s essential to work on your budget once you’re sure about your company’s plan to move to a new site.

  • It helps you identify, assess, and calculate all the major and minor expenses that the relocation project will incur.
  • It ensures that your moving expenditures do not go beyond what you can afford.
  • It prevents your expenses from ballooning since you have correctly accounted for possible delays, issues, or oversights concerning your office move project.

To prepare your budget, ask for quotes or cost estimates on the following:

  • Occupancy costs on new office property, including deposit, rent, taxes, maintenance, etc.
  • Professional fees for your property agent, insurance company, and law firm
  • Interior design or fit-out of new property
  • Furniture and office equipment
  • Setting up of IT and telecommunications systems
  • Air conditioning and ventilation
  • Environmental and fire plan assessments
  • Removal of workstations
  • Disposal costs of old computers, furniture, and other rubbish
  • Professional movers’ fees
  • Costs for reinstating your current office into its original condition
  • Printing and updating of marketing materials, including stationery, business cards, and website, to reflect your new office address

It’s also advisable to allot 20% of your funds to contingency and other unexpected expenses. Your budget should also account for potential costs on your business while the office is out of operation during the move. You can also arrange remote working or work-from-home options for your employees to avoid business closure during the transition period.

2. Location

You might think that you already found the perfect office. But if the location is not ideal for everyone, you should probably look for more options.

Here are some criteria that make for the right office location:

  • It’s accessible to your customers, business partners, and employees via public or private transportation.
  • It should have links to major roadways, so it’s relatively easy for anyone to get in and out of the area.
  • The area shouldn’t be prone to flooding.
  • There are local amenities nearby, such as restaurants, banks, shops, parks, and pharmacies.

As an entrepreneur or business professional, you know that location is a critical factor in the success of any organization. At Arch Serviced Offices, we recognize how having an office space in Makati can do wonders for your business.

3. Safety and Security

You should hold off signing a contract with any serviced office provider until you’ve inspected the ins and outs of the building, including but not limited to:

  • Office building condition. The newer the building, the better. If it’s an old building, it should pass the structural integrity test and be free of any issues in design and structure.
    Tip: Ask the building administrator if there are any planned upgrades to the building that may later be added to your occupancy fees.
  • Security. There should be a 24/7 security team and closed-circuit television (CCTV) cameras surrounding the premises and stationed on every floor inside the building.
  • Fire plan. Make sure the building has designated fire exits and other fire safety measures in place.
  • Lifts. Check if there’s an adequate number of elevators and if they’re all working efficiently.
  • Adjacent areas. As much as possible, you have to know who the other tenants in the building are. They should be operating as legal business entities. It’s also your responsibility to survey the areas surrounding your future office to make sure there are no threats to anyone’s safety and security.

 

STEP TWO: Before the Move

Congratulations! You’ve finally chosen the office space that suits your business needs. To carry out the move efficiently, you’ll have to decide on the following aspects:

1. Schedule and Timeline

Your timeline has to be as detailed as possible and should cover every aspect of your office relocation project. Here’s how your office move timeline might look like:

Six Weeks Before Moving Day

  1. Give notice to your current landlord.
  2. Measure your new office space and get its detailed floor plan.
  3. If your serviced office provider does offer fit-out services, find an office fit-out contractor that will help you conceptualize and design your new space.

Five Weeks Before Moving Day

  1. Make an inventory of all your equipment, furniture, and office supplies.
  2. Look for a moving company.

Four Weeks Before Moving Day

  1. Order any new furniture needed for your new office. Ask for a guarantee that they will deliver on time – at least one week before the move.
  2. Place orders for new stationery and business cards.
  3. Create a detailed moving plan and have it distributed to employees and staff.
  4. Determine the arrangement of the computer and phone systems with the help of your IT department.

Three Weeks Before Moving Day

  1. Organize a staff meeting to discuss your moving plan.
  2. Create a moving committee who will oversee what each department needs – from packing tapes to moving boxes and color-coded stickers.
  3. Determine the standard operating procedures (SOPs) for the transfer, including which equipment is moved first, which department will stay at the old office while the move is taking place, or which staff members will proceed to the new site to monitor the move-in.
  4. Update arrangements with your suppliers regarding future deliveries from the old office to the new one.

Two Weeks Before Moving Day

  1. Use this time to have the computer and phone lines set up while the office is still unoccupied.
  2. Arrange for temporary storage of furniture and IT equipment in an external facility in case of any delay.
  3. Contact companies that rent out crates to hold large boxes of files and equipment.

One Week Before Moving Day

  1. The moving committee and the employees coordinate in sorting, labeling, and packing the office computers, laptops, hard drives, keyboards, extension cords, and the like. Remind your employees to dispose of broken and unnecessary items properly.
  2. Double check if all furniture has been delivered and is ready for setup in the new office.
  3. Get your IT service provider set up the servers, cables, and wirings.
  4. Contact your cleaners and have them do a final clean of your old office before you finally leave it.

Moving Day

  1. Make a thorough inspection of your new office space together with your contractor.
  2. Test all the telephone lines, computers, lights, and other office facilities to ensure that everything is working well.

2. Office Layout

Here are some tips when planning your office layout:

  • Maximize your office space, especially if you are anticipating growth for your company in the near future. Just don’t make it too restrictive for staff movement either.
  • Consider hiring a professional service planner to help you strike the balance you need in space planning.
  • Your servers, computers, printers, projectors, telephones, and other equipment for work collaboration and connectivity should be in your layout guide.
  • Decide with your contractor where power outlets and light switches should be located.
  • Know what office furniture you already have. Identify which pieces you are discarding, refurbishing, or replacing entirely.
  • Check the type of fit-out service that your new office needs, such as walls, partitions, or shelves.
  • Discuss with your fit-out company the size and location of these facilities — reception area, staff workstations, conference rooms, break rooms, pantry, and comfort rooms.

3. Internal and External Communications Plan

Give appropriate notice about the company’s relocation to all stakeholders. Here’s how you can make your internal and external communications plan a success:

  • Launch a move awareness campaign within your organization. Use it as an opportunity to share with staff the reason for the move as well as future plans of the company.
  • Provide employees with an info kit about the new office facilities and amenities. Then, organize a staff tour before the move-in.
  • Create a master list of customers, vendors, and suppliers who should receive communication about your change of address. Recipients should include your bank, accounting firm, insurance company, internet provider, and so on.
  • Assure customers that it will be “business as usual” and outline the positive sides of the move.
  • Request the postal service to forward all mail to your new office.

4. Paperwork

Moving to a new office will require you to apply for a business permit, service agreement with the property owner, insurance, equipment lease, and other licenses. You could also take advantage of this time to find new partners for expiring service contracts so that you can get better rates and pricing packages.

 

STEP THREE: Moving Day

Moving out of the old office and moving to the new site doesn’t have to cause undue stress or anxiety if you keep these things in mind:

  • Hold a briefing with your employees and the moving team to give additional instructions about the transfer, such as distributing entry permits to the new building.
  • You should have a skeletal workforce who will make sure that there is continuity of operations on that day, especially when it comes to processing or shipping orders for customers. Make sure they have access to relevant data and files that have been set up over an extranet.
  • Provide snacks and refreshments to all moving representatives. Give each one of them a copy of significant contact numbers.
  • Ask everyone to keep their communication lines open.
  • Send an advance party who will be in charge of bringing items from the moving truck into the new office. Arrange to have the air-conditioner turned on upon their arrival at the site.

 

STEP FOUR: Transitioning After the Move

It might take a few days or weeks for everyone to get settled in the new office. However, there are ways to make the post-move transition as smooth as possible.

  • Distribute a list of new telephone numbers, extension numbers, and department locations to all employees. Hand out new key fobs and access cards, too.
  • Check the building premises and facilities to see if there are issues that need to be addressed. Request your employees to report their own observations, too.
  • Ask the teams if their equipment is working and if they need additional supplies for their new workstation.
  • Stock your office pantry with free snacks and drinks while staff members are still unfamiliar with where to shop for their meals.
  • Plan an office warming party to welcome employees to their new environment and thank them for contributing to a smooth office move-in.

 

The Pains and Joys of Moving to a New Office

Moving your office to a new location is never easy. You’ll need excellent project management skills to make sure that all details go as smoothly as planned.

Good news is, you could have fewer worries when you rent an Arch serviced office for your new space. All Arch offices have a plug-and-play feature so you can move in quickly. Arch’s office solutions include fully furnished office space, pre-installed internet system that’s fast and secure, and 24/7 security access for your office and employees, among other innovative office ideas.

You can save a lot of time and money on renting an office space in Makati with Arch. More importantly, your employees will feel more motivated to work in a newer and better office setup.

WATCH OUR VIDEO: Local Artists Create Unique Mural for Arch Offices Ayala

The Arch Offices team tracked down two Manila-based street artists, JP Pining and Maud Villanueva and invited them to work on a collaborative piece to spice up our new office space at Ayala Avenue.

The two cities, Seattle and Manila, became an instant design vision for the mural pieces as the founders are both former Seattle residents and wanted to bridge the gap between the Seattle and Manila office environments.

JP and Maud brought the perfect combination of fine art and graffiti art to the project, teaming up and successfully melding the two cities, just like their art styles, into one vibrant piece. Enjoy watching our video!

Video Credits:

Mural Artists:
JP Pining
Maud Villanueva

Videography:
Marti Pascual Salva

A Video Project by ARCH Offices

 

Ultimate Business Guide to Makati CBD: All You Need to Know + Tips

An office space can be viewed as a validation of a company’s success and growth. In an office setting, it’s a lot easier to monitor employees and their work every day, while meetings with potential partners can also be done in the company’s own space for a personalized feel.

Office location is also essential. You want to be in an area that will benefit your business, partners, customers, and employees. You wouldn’t want to set up in a place where you know the company won’t thrive.

For a time, Makati Central Business District (CBD) was the go-to location for companies, both locally- and internationally-based. And while many other CBDs have sprung up over the years, Makati continues to prosper and is even getting regular upgrades to accommodate its ever-growing corporate population.

 

I. What is the Makati CBD

The Makati CBD was developed around 1960, including the construction of Ayala Avenue. The town that once contained a small airport became a cosmopolitan hub over time. Corporate buildings were constructed, and soon, different businesses opened.

Both start-ups and large companies choose to start out in this city for different reasons, but mainly because it’s a very progressive location that is open to diversity and different facets of life—not just employment—like culture, entertainment, food, retail, technology, arts, and a lot more.

 

Makati CBD at a Glance

 

Revenue

In 2015, Makati recorded P14 billion in revenue, half of which came from business tax. The good news is, despite competition from other business districts, it is still able to reach the revenue target each year.

As early as October 2017, Makati already surpassed its P14.5 billion revenue target for the year, with earnings of around P15.5 billion. Business tax was again the most significant factor, with collections of up to P8.2 billion.

Offices

Many of the buildings and skyscrapers in the CBD are filled with offices. And being a prime location, it’s no surprise that companies from different industries live within these structures, ranging from telecommunications and finance to creative agencies and e-commerce.

Another industry that has enjoyed success in this city is Business Process Outsourcing (BPO). As of 2015, there are 274 BPO offices in Makati. IT-readiness is cited as one of the reasons why BPOs choose to have offices in this city.

While medium-to-large companies get to enjoy their own huge workplace, small businesses, start-ups, and freelance workers also get to work in Makati thanks to the emergence of coworking space in Metro Manila.

Common businesses

According to Business Permits and Licensing Office (BPLO), there were 4,211 new businesses registered for 2015. Commercial and retail establishments and private companies earned an estimated Php1.1 trillion combined gross sales the same year, making Makati an excellent location for both conglomerates and start-ups.

Corporations

There are more than 2,000 local and international companies that made Makati CBD their home. Some of these names include PLDT, SGV, Intel, Microsoft, Syngenta, Shell, Convergys, and Accenture.

Banks

Both local and multinational financial institutions choose to have head offices or branches in Makati CBD due to its long-running economic activity. There are around 472 banks in the city as of 2015—BDO, BPI, Security Bank, and RCBC have their headquarters here; while HSBC, Deutsche Bank, and Standard Chartered have branches.

Embassies and Consulates

Because of its expat-friendly environment and facilities, Makati houses around 80 embassies and consulates, including Indonesian, Italian, Greek, Australian, Saudi Arabian, Korean, Uruguay, and Nepalese, to name a few.

In addition, international governmental organizations and humanitarian institutions like the International Committee of the Red Cross and United Nations International Children’s Emergency Fund are in the city.

Shopping

The expansive shopping complex of Makati CBD will cater to everyone’s needs. Located just stone’s throw away from each other, Greenbelt, Landmark, Glorietta, and SM Makati have become a lifestyle and cultural hubs for locals and visitors alike, especially with the Ayala Museum just nearby.

Nightlife

Makati employees work hard but party harder, and that’s why each street is brimming with restaurants and watering holes that are as awake as call center agents during their shift.

Transit

Buses, trains, jeepneys, taxis, shuttle services—there are lots of ways to reach Makati CBD via public transportation, making it very accessible to both commuters and car owners, although the roads are almost always congested especially during rush hours.

Traffic rules are strictly enforced—public transportations are only permitted to load and unload on specific areas. The district is also very walkable. People often opt to walk around to reach their destination. Makati has an extensive underground and elevated walkway structures, some of which are complete with escalators for easy access.

Important information

Fire Station: Makati’s Bureau of Fire Protection is located at the intersection of Ayala Avenue and Gil Puyat Avenue

Healthcare: Makati Medical Center is touted as one of the best healthcare facilities not just in the city. There are also a lot of clinics that accept different Health Maintenance Organization (HMO) for employees who have one.

 

II. What You Need to Open Your Business in Makati

Make sure to secure these documents before going to Makati City Hall for a streamlined, hassle-free application. And, as always, bring lots of patience.

  1. Department of Trade and Industry (DTI) Business Name Certificate; Securities and Exchange Commission (SEC) Articles of Partnership; or SEC Certificate of Incorporation
  2. Barangay Clearance/Permit
  3. ID and Authorization letter of owner
  4. Contract of Lease or Land Title/Tax Declaration
  5. Sketch of Location
  6. Occupancy Permit
  7. Locational Clearance
  8. Public Liability Insurance
  9. Community Tax Certificate/Cedula (available at the City Treasurer’s Office)
  10. Fire Permit (can be applied and paid to a Fire Department personnel)
  11. Sanitary Permit (will require Microbiological water analysis, Pest control, and Health certificate for all employees)

Application for Locational Clearance

Application form for Locational Clearance is available at the Zoning Division. The notarized form, along with other documents (DTI Business Name Certificate; SEC Articles of Partnership; or SEC Certificate of Incorporation, Barangay Clearance/Permit, ID and Authorization letter of the owner, Contract of Lease or Land Title/Tax Declaration, Sketch of Location, and Occupancy Permit) is required upon submission.

An officer will assess and determine if your application is for processing or inspection. A processed application means that the locational clearance will be released after three working days, while those for inspection will be released after five working days.

Application for Business Registration/Mayor’s Permit

Once you have filled out and notarized your Business Registration form, go to the BPLO and submit the form along with other requirements (DTI Business Name Certificate; SEC Articles of Partnership; or SEC Certificate of Incorporation, Barangay Clearance/Permit, Locational Clearance, Public Liability Insurance, Community Tax Certificate/Cedula).

An assessor from BPLO will process your application and assess how much is needed as a fee. Once assessed, give the application to a BPLO officer for validation.

Submit both application and assessment to the receiving section of the BPLO; the BPLO staff will then give you a receiving copy. Payment can only be made the day after BPLO turns over the application to the cashier’s office.

Once paid, go to the Releasing of Permits and hand over the paid applications and Fire and Sanitary permits. The Mayor’s/Business Permit will be given shortly after.

 

III. What to Consider When Looking for an Office Space

There are a lot of factors that come in when deciding what space to choose or whether to rent or own a workplace.

Budget

In 2016, office for rent in Makati can go at a rate of about P1,116 per sq m / month. While that may not sound like a lot, every centavo matters when planning out your organizational costs. Make a practical decision when paying off your office space. It should be reasonable and should not cause a dent in your company’s financial resources.

Employees’ Needs

There should be enough space to accommodate the number of employees, as well as the equipment you need inside the office. As much as possible, there should be an area available for every aspect of work (and recreation!) that employees need to do.

Expansion

No corporation wants to remain stagnant or go down the drain; so, when thinking of renting or buying out a workspace, consider company growth as well. If you’re planning to hire more people, make sure that they can have an area all for themselves.

Clients’ Needs

Business partners are necessary for your company growth, and the best way to gain their trust is to accommodate them with the utmost pleasure. Have an office that is always prepped to receive guests and choose to have one on a location that is the most accessible for them. Consider other details, as well, like parking space availability and security.

 

IV. What are Your Office Space Options

Depending on your business, take into account these different office space options when selecting the type of workspace you’re going for.

Home Business

For start-ups with only a handful of employees, starting your company at home isn’t a crazy idea. If you already have a condo or house in Makati, the only thing you’ll need to worry about is how to organize your home to fit your office needs. Remember, though, that you still need to apply for a business permit.

Coworking Space

A better but costlier alternative to working at home is getting a coworking space. Here, you can rent out facilities like Internet connection, working areas, conference rooms, and eating areas, among others. You’d also get to share a space with other businesses renting the location, and this may help grow your network.

Virtual Office

A virtual office is an unorthodox office environment, rented through a provider to offer address services without providing actual office space. One or more businesses can rent a single virtual space. This is ideal for start-ups or medium or large enterprises that want to avoid the complexities of getting a traditional office.

Office Space Rental

Rental (or even purchase) is better for businesses that are expecting long-term returns. To save you from the hassle of setting up an internal facility management team, go for a serviced office type of space like those from Arch Serviced Offices. Their office and office building are run by its own facility management company, offering different companies their required workspace resources.

 

Despite many cities—in and out of Metro Manila—flourishing well to have a business district of their own, Makati is still special for many companies in the country. Those that found their footing in the city have grown and made their way to other places, while there are some that choose to remain and give back to the CBD.

 

 

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