As the amount of vacant space in this guide illustrates, companies are faced with a bewildering choice of office accommodation. Cost and location factors need to be considered. But the actual amount and type of space a company needs should be defined before the search begins. The actual requirements in terms of building configuration and the floor 'footprint' can have a remarkable impact on cost and ultimately efficiency when it comes to fitting out and then using a building. Buildings vary considerably in their efficiency. But to reach a decision on the choice of building it is first necessary to analyse the organisation's space requirements, future objectives and business plan and whether the company can operate effectively and efficiently in that workspace. For this the services of a professional space planner are recommended. The success of every project is driven by the need to understand an occupier's strategic and corporate objectives clearly, together with a detailed knowledge of its organisational structure, growth projections, personnel and working practices. This enables an accurate profile of an organisation to be established and used to evaluate the suitability, usability and efficiency of a chosen building or buildings. The data gathered under this section should then be held within a database and will not only form the basis of the "organisational model" but will also provide the package for post project facilities management. Information will be collected through interviews with key members of staff as well as via questionaires and surveys. Listed below are some of the areas which need to be addressed in order to build up a picture of the present and future needs of the organisation. staff growth (historical and projected) organisational structures departmental structures adjacencies and space requirements changes in working methods, corporate culture... Departmental Function Establish the nature, function of all departments and current working practices. This helps you understand how all the components fit together and true requirements of each group. Adjacency Requirements The relationship and consequent location of departments within each building is integral to the efficient operation of an organisation. The space planner will gather management information on departmental adjacency requirements. The need for groups and facilities to be near to building services will also be given strong consideration. The analysis of this information will be shown on matrix diagrams and interpreted so as to provide efficient building "stacks", relating existing departments, people and paper flow between floors or buildings. Space Standards A Space Planner should analyse the different tasks carried out and develop a set of functional space standards or review existing corporate space standards. Space standards allow for planning consistency and flexibility and also allow for predictions on future space requirements to be made more accurately. The following areas will be addressed: functional requirements effect of building module Filing and Storage A schedule of all filing and storage will be made, together with forecasts of expansion needs. All types of storage from security rooms to cleaner's cupboards will be included. New offices can also be the impetus for a re-evaluation of storage needs and practices. The following areas will be addressed: existing & future requirements general and archive storage costs internal configuration of filing unit rationalisation potential furniture and stationery space use and savings Socio-economic trends Today's office market is beginning to be influenced by changes in the demographics of the office population. These trends will inevitably have an impact on an organisation's overall requirements. Some of the following may well influence the final design solution: job and workstation sharing staff retention and attraction home-working smoking staff catering female staff returning to work staff fitness considerations flexi-time healthy buildings 24hr working leisure facilities childcare requirements Changes in statutory regulations being implemented by the European Community will also impact the office environment, by providing minimum standards and guidelines for the environment and use of equipment. The process so far has allowed a model of the tenant's organisation to be established. Clearly, the extent of this analysis will vary depending on the size and complexity of the company; and the time taken can range from a couple of days to a few weeks. However, once the profile has been produced, the picture of an 'ideal' building that fits the organisation may be established. And this ideal can be matched against the reality of a shortlist of available buildings. Building Configuration The internal shape and configuration of a building will have an enormous impact on the amount of space which may be used effectively and therefore need to occupy. The following areas will be addressed: space efficiency & circulation factors module size sublet considerations footprint storage availability access for wheelchairs flexibility total usable square footage access security BUILDING SERVICES The provision of services within a building will influence where departments and facilities can be located. The following areas will need to be addressed: building grid and module location of service cores riser locations and size trunking systems and size speed and quantity of lifts fire escape routes air conditioning system WC allocations plumbing provision floor plate areas circulation patterns (primary and secondary) potential service areas vertical transport links and speeds access of daylight view access points car parking These are some of the factors which may be evaluated for each building. At the same time, the tenant gives priority to the issues important to the company. Using a statistical weighting system, each building can then be rated on a scale which combines building features with organisational objectives. Results of this process are often surprising. A building which appears ideally suited to a companies needs, may itself be inefficient; and would restrict growth and operational efficiency. Prepared by Business Design Group