Author: Robyn Heib

An increasingly hot topic of conversation, taking care of the planet is now a global priority. We are learning that collectively, our everyday actions are taking their toll on the environment, leading us to consciously adjust our behaviours both at home and in the workplace.

Transforming your office into an eco-friendly workplace not only minimises environmental impact, but it can also help to reduce bills and expenses.

7 ways to make your office more eco-friendly

1. Invest in green office supplies

Exchanging your usual supplies for eco-friendly alternatives is a quick and easy means of minimising your environmental impact and working towards a greener office space. Simply choosing recycled options when it comes to paper, paper towels and sticky notes is a great place to start. You can then look to introduce compostable coffee cups and other 100% recyclable office supplies. Think sticky notes, ring binders, notepads and everything else in between. When it comes to office supplies, there is almost always a more eco-friendly alternative available.

2. Encourage a paperless environment

Most workplaces are now working towards an entirely paperless environment, which is great news for the planet. For the majority of documents, printing isn’t necessary, and print-outs eventually create a very cluttered and untidy workspace. It’s also much easier to monitor progress and share files with employees digitally.

3. Consider switching to a serviced office

Smaller businesses in particular should consider switching to a serviced office. Traditional office leases can be incredibly expensive, and if you have a small team, it’s likely that some rooms and spaces will be entirely unused. The larger the space, the more costly it will be to run. Your decision to switch to a smaller serviced office space will effectively reduce your outgoings, as well as your carbon footprint.

5. Reconsider your lighting choices

Lighting isn’t always the first thing we think about when we’re trying to be more eco-friendly, but by switching to more environmentally-friendly options, you can look to not only minimise your carbon footprint, but save on those costly electricity bills, too.

When it comes to bulbs, LED and CFL are among some of the most environmentally-friendly options, meanwhile in spaces such as breakout areas, hallways and staff toilets, motion-activated lights are ideal.

When leaving a room or heading home for the day, make doubly sure that lights are switched off.

6. Swap paper towels for hand dryers

It’ll come as no surprise that single-use paper towels are terrible for the environment. As an alternative, look to invest in one or two air dryers in staff bathrooms. In kitchen spaces, make the switch to eco-friendly paper towels. There are now lots of options available, including some that are made from sustainable materials such as bamboo and sugarcane.

7. Launch a ‘cycle to work’ scheme

Trains, cars, buses and trams are handy modes of transport, particularly when the weather isn’t great, but there are plenty of advantages to cycling to work, too. By choosing to hop on a bike, you’ll instantly minimise your carbon footprint, all whilst staying fit and relishing sometime in the fresh air. Where possible, encourage staff to walk or cycle to work as a green alternative to cars and public transport.

Times have changed and for most, the likes of rigid working hours and an expectation to be in the office five days a week are a thing of the past. Businesses are beginning to embrace a more flexible approach to working and this major culture shift has removed the need to lease an office space long-term.

The cost of leasing an office space can be pricey, and businesses often fail to take each and every one of those fees into account. We’ve outlined some of the hidden costs of traditional office leases to help determine whether or not there are more cost-effective options available to you.

The hidden costs of traditional office leasing

Traditional office leases harbour a lot of hidden costs that businesses sometimes fail to consider, including the following:

1. Rent, property insurance and service charges

It goes without saying that rent is one of the first major costs that you will incur if you choose to take the traditional office leasing route. In addition to this, you will also be charged for insurance and a service cost that will cover the essential maintenance of the space that you are using.

2. Taxes and registration fees

If you are entering into a lease that extends longer than seven years, it must be registered at the Land Registry. This registration application will incur a small fee of approximately £305.

You may also be required to pay stamp duty land tax to HMRC. This can be confusing, but the HMRC Stamp Duty Land Tax Calculator is there to help determine the amount due.

It’s possible that you will be obligated to pay VAT on your rent, as well as any other payments to your landlord. This isn’t always the case, but if your landlord has opted to tax the premises, then you will be liable to pay VAT. If you are required to pay VAT, this comes at a cost of 20%.

3. Essential office work

Serviced offices are a great option due to their ‘plug and play’ appeal, meaning you can turn up, plug in your equipment and immediately get to work. Traditional office leases are much different, and in addition to everyday equipment, you may also need to source and invest in contractor fees, architect fees and building materials. It’s also possible that you will be required to pay your landlord a premium for their consent to action the work you intend to carry out.

4. Utilities

You’ve likely already accounted for the cost of utilities, but if you haven’t, it’s important to factor in the likes of water bills, electricity bills, gas bills and everything else.

One of the many advantages of taking the serviced office route rather than going down the traditional leasing route is the fact that utilities are included in the cost of your fee to use the office.

With their low costs, flexibility and great locations, it’s clear to see why the demand for serviced office spaces is increasing. The way in which we work has altered dramatically in recent years, and serviced offices enable businesses to embrace a flexible working culture that also encourages staff to get together when it matters. In many ways, serviced offices offer the ultimate ‘best-of-both-worlds’ solution to working. Staff can continue to enjoy the perks of frequent remote working, but they also have access to a space in which they can regroup with their coworkers. And now, thanks to smart technology and AI, serviced offices are becoming even more sought after.

When it comes to work, the likes of smart technology and AI are often met with skepticism. In general, the world is fearful about the ways in which AI in particular could impact our working lives and careers. However, while AI continues to spark concern, advancements in technology are also hugely advantageous to our working culture, especially for businesses that utilise serviced offices.

The benefits of smart technology and AI in serviced officers

From enhanced efficiency and productivity to improved resource management and optimised workflows, AI exists to make work life that little bit easier.

Here are some of the ways in which smart technology and AI are benefiting serviced offices:

Enhanced productivity

Better workflows

A fluid workflow can catapult the productivity and efficiency of a business, and implementing AI can support in establishing improved workflows. Specialised AI tools can accurately determine any disabling bottlenecks, enabling you to identify areas for improvement and ultimately establish more efficient processes.

Task Automation

Mundane tasks such as email summarisation, scheduling and data entry can feel unfulfilling and not to mention incredibly time-consuming. Using AI, your business can look to automate these tasks, offering staff more time to focus on the creative aspects of their roles.

Virtual Meeting Assistants

Virtual meetings are crucial to the success of our contemporary working culture, and the employment of AI tools can help maximise the outcome of these meetings. From meeting transcriptions to task assignments and summarising key points, AI is able to extract the most important takeaways, saving time and making it easier to put plans into place.

Assistance with everyday tasks

Supported decision making

With the ability to analyse large sets of data, AI can then identify notable patterns and trends. These insights are vital to business success as they enable employees to make informed decisions.

Equipment refreshes and maintenance

AI has the capacity to predict when certain essential products and tools will need to be refreshed or updated. This predictive maintenance helps minimise downtime and reduce the risk of unexpected equipment failures.

Office resource management

Using real-time data, AI can effectively optimise essential resources such as heating, air conditioning and lighting. In turn, businesses can enjoy enhanced comfort and energy savings.

Hiring processes and employee satisfaction

Talent Resourcing and Recruitment

Hiring processes can be lengthy and time-consuming, but with the support of AI, businesses can identify suitable candidates without delay.

Employee development

Employee progression and development is essential if businesses are intent on keeping their staff happy. AI supports this development by supplying employees with relevant resources, information and tailored learning experiences.

Additional benefits of AI and smart technology

Efficient customer interaction

For some businesses, implementing AI-powered chatbots can help improve the efficiency of customer interaction, enabling customer complaints and queries to be resolved accurately and in a timely manner.

Enhanced Security

And finally, businesses can rest assured that documents and data are both safe and secure thanks to enhanced security systems. AI has the capacity to effectively monitor security systems, identifying threats and helping to improve workplace safety.

The way in which we work has changed dramatically in recent years. Working from home was once seen as an occasional privilege that only a small number of businesses seemed to honour. Nowadays, a flexible working culture is something that we have come to expect. The Covid-19 pandemic saw a huge shift in how we work, and businesses were left with no choice but to relax their rules about coming into the office. The freedom to work from home has proven to be a game-changer for so many people, in particular busy parents longing for more time with their children. However, the flexible office environment isn’t without its flaws.

One of the biggest concerns that businesses are facing is a decline in company culture. In some cases, employees are working remotely for the majority of the week, which can have a huge impact on those all-important coworker relationships and camaraderie on the team as a whole.

Once upon a time, work was a place in which colleagues would not only do their job, but socialise, too. For some, the opportunity to come into the office offers some much-needed respite from home life, and the opportunity to chat with colleagues and friends is something to be cherished.

So, where is the ‘happy medium’? And how can companies look to maintain their company culture in a flexible office environment? We’ve got everything you need to know right here.

8 top tips for maintaining company culture in a flexible work environment

1. Establish clear company policies and communicate these to staff

In order to operate a functional and successful working policy, it’s essential that expectations are communicated from the outset and that all staff are treated fairly, irrespective of their seniority or job role.

2. Embrace the perks of modern technology

The likes of Microsoft Teams and Slack mean that we are able to stay in touch with our colleagues throughout the working day, and while there shouldn’t be an expectation to chat consistently from 9am-5pm, it’s good to check in on staff members to help maintain a strong rapport.

3. Organise virtual social events

If Friday is a day in which the team all work from home, why not organise a quiz or other virtual team building event that you can all partake in online?

4. Celebrate personal and professional achievements

Be it a work promotion, a hugely successful campaign or otherwise, flexible working shouldn’t interfere with celebrating our co-workers’ wins. Taking the time to acknowledge achievements doesn’t have to remain on a professional level, either. The likes of fundraisers and charity events are all things to shout about!

5. Make the effort to organise in-person get-togethers

Even if staff work from home for the majority of the time, it’s important to meet up every once in a while to build and maintain those work relationships. Lunches, dinners and coffee meets can be kept inexpensive and will keep a strong sense of togetherness on the team.

6. Build a results-driven working environment

It’s important to remember that even if a staff member comes into the office every day, that doesn’t necessarily mean that they are doing more or achieving greater things than their coworker who only comes in on a Tuesday and a Thursday. Instead of homing in on how often staff members turn up to the office, focus on their achievements.

7. Have faith in your employees

A lack of trust in your employees can be incredibly damaging and ultimately, create a very toxic and unpleasant work environment. It’s vital that you have faith in your employees and that you trust them to do their job to the best of their abilities whether they’re in the office or at home. Having trust in your employees will make them feel respected and will encourage them to continue doing a great job.

8.Communicate concerns calmly and respectfully

If you have outlined clear expectations and a staff member is failing to meet these expectations, take the time to speak with the employee on an empathetic level to determine what the issue is and how it can be resolved. There are many different reasons for which a staff member could be underperforming at work, and it’s vital that senior staff are sensitive to these matters.

 

We’re excited to announce that Serviced Office Company has been selected as a finalist in the Excellence in Customer Service category at the Flexible Space Association Annual Awards 2024!

The Excellence in Customer Service category received a highly competitive selection of entries, and we are delighted to be recognised amongst the best in the flexible workspace sector.

Our London team, led by Anna and Shauna, have been commended for their personalised approach to client support. By consistently listening to clients’ needs and responding with empathy and attention to detail, Anna and Shauna have raised the bar for customer service within Serviced Office Company.

The winners of the awards will be revealed at the Flexible Space Association’s Annual Gala Dinner on Thursday 28th November. We’re thrilled to have been named a finalist and look forward to celebrating the achievements of all the nominees as we continue to raise the bar for service excellence in the flexible office space sector.