Today's offices need to provide pleasant environments for employees. They also need to work efficiently - making the best, most efficient use of space. And with evolving methods of work due to new technology, which may lead to changing configurations within offices and reshuffles of individual staff members and/or entire departments, an eye needs to be kept on likely future trends. All of this has to come into the equation when choosing office furniture - a major investment for most companies. Mistakes in this area can be expensive. For instance, the elegant, imported purpose-built work stations which looked so good when they were installed could be rendered totally obsolete should it be decided, say, to relocate the accounts department and move in the sales team. Above all many companies ought to expect flexibility from their furniture. Planning pays off While a random purchase of office furniture may prove successful, the odds are stacked against it. Careful and detailed planning is essential. A good starting point is to draw up a list of objectives. First establish the type, quantity and quality that is required. Then set a budget and a timetable for installation. Once all these variables are defined, the actual process of choosing from the wide array of products on offer should become a far less daunting prospect. Thus armed with a basic brief, the next step is to seek advice - available from various professionals: architects, space planners and designers and also from office furniture retailers, contractors and the manufacturers themselves. All are able to provide assistance from initial planning to installation and on to after care. Spoiled for choice Your chosen professionals can guide you through the vast range of products available; help to focus on the relative importance of aesthetics and quality. And to explain how the various options will work for your organisation - now and in the future. Timing may also be a factor - for example items from stock are available immediately; customised furniture may take some time. Some office furniture retailers and contractors handle the products of several different manufacturers and their showrooms may offer the opportunity to make direct comparisons between them on the spot. The retailer or contractor should also have experience of the pros and cons of each different range; and to be able to arrange for delivery, installation and follow-up service. When choosing a retailer or contractor it is a good idea to check out not only which ranges are offered but also the company's reputation. Ask for references from companies where the firm has recently completed installations. Take them up - most organisations with smart new offices are in the main only too pleased to show them off. Getting the price right Should it become clear that a number of suppliers are equally qualified and competent to carry out the job - then competitive pricing could result in savings. Ask for tenders to include all associated costs; delivery, assembly and so on. On the other hand, should one supplier stand out from the rest it should still be possible to negotiate on price - either an overall discount or on an item by item basis. The contract with the supplier should be comprehensive: it should outline all aspects of product specification, prices, services, delivery and installation and, of course, terms. Fine tuning and the future The benefit of all the careful planning - and the appropriateness of the choice of contractor - should become apparent during the actual installation. At best this may appear chaotic. Get it wrong and the whole thing can assume nightmare proportions. Then, when the office has become operational - filing cabinets filled and desks occupied - the contractor will return for fine tuning - final adjustments which are part of the post-installation service. Looking to the future, the relationship with the contractor established during a successful installation should be of on-going benefit. The firm should understand the company, its methods of work and should be able to offer informed advice as it becomes necessary to add additional furniture or rearrange the existing layout. SUMMING UP Once office furniture is installed it has to be lived with - sometimes for a long time. Time spent planning is well worth it. So before even thinking about choosing new furniture initial criteria should be considered as a basis for a plan. Set a realistic timetable. Decide how much furniture is needed, what type and how much can or should be allocated to pay for it. Bring in a trained professional - architect, designer, space planner or contractor and, where appropriate, get them to work with your IT specialist.