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Reception Desks

Your reception area may be the most important space in your office.  This is where first impressions are made.  It is important to think about what kind of image you want to create for your company and do it well.

While it is key to create a great look, you also need to make sure the space is functional for your receptionist.  What kind of tasks will he/she be performing?  How much space will be needed?  Do you need to “hide” their desk top?  Is a transaction work surface necessary for clients to sign, make payments, etc.

At New Life Office we have a variety of solutions for your reception desk needs.  If you are looking for a free standing desk with a transaction top, we have contemporary and traditional options.

Our contemporary reception desk is great for small spaces like salons that do not require a lot of desk top room.

For a more traditional look, we have our bowfront cherry reception desk.  This desk offers plenty of room for a computer, work area and storage.  The beautiful cherry finish creates a rich, warm feel to any space.

By far our most popular option is our modular reception station.  By building a reception station with panels and worksurfaces, the sky is really the limit.  You can customize to any size and can create the right shape and size to accommodate your receptionist and space.  You also have the option to customize your panel fabric pattern, worksurface finishes and paint colors.  Another perk to modular reception stations is the flexibility to reconfigure in the future.  If you move to another space or need to change things around in your current space, it is easy to add on to and make those changes.

Tables for Training Spaces

If you are planning a new training space, or trying to better your current facility, New Life Office has the perfect training tables for you.  We carry a variety of chairs and tables that can be easily moved, perfect for rearranging rooms to meet each meeting’s needs.

This 24X60 Folding Table with Casters is perfect for spaces that need to have some flexibility.  You can easily move the tables around from uniform class room style meetings to a u-shape interactive meeting.  They can easily be folded up and moved to a storage space when fewer tables are needed.  The folding tables are also great for those spaces that cannot be dedicated to training only.

If your facility has a room or floor set aside for training only, you might want to consider one of our training tables with a fixed base or legs.  These tables can still be moved around to meet your training needs.  However, they are not as easy to put into storage.

The typical training table sizes are 24X48, 24X60 or 24X72.  Maple and Cherry are our stock finishes and you always have the option to pick a custom laminate to coordinate with your color scheme.  Our project managers/space planners at New Life Office are happy to measure your space and help you create the perfect layout to meet all of your training needs.

Office Cubicles – One Size Does Not Fit All

When starting a new business, relocating your existing business or just re-evaluating your needs, it is important to remember that cubicles aren’t one size fits all.  It is paramount you consider tasks each employee must perform and the amount of work space and storage needed.  Another important thing to consider is if privacy is needed or do employees need more of a team environment for collaboration?

Let us briefly explore some of the workstation options available at New Life Office.  Keep in mind most businesses need a combination of different workstations to meet the needs of their employees.

First up, let’s talk about a traditional L-shape cubicle surrounded by 65” high panels.   You can create a cubicle in any size from a 6X6 to 8X8 and anything in between.  A cubicle surrounded by panels is great for employees who are on the phone quite a bit and in need of privacy.  The acoustical panels will absorb noise as well as create privacy for sensitive materials on computer screens.

Private Layout

There are different things you can do to open up a private cubicle if you are wanting a more open look and feel.  You can remove wing panels  and configure workstations in more of a U configuration.  You can also drop down to 53” high panels, which will still absorb sound and make an area feel more open.

Open Layout

 

Open Layout w/ Half Round

The next type of workstation I want to talk about is a call center station or telemarketing station.  Employees in this type of space typically have a computer and phone without much need for storage.  Call stations are typically 42” to 60” long.  53” high panels are usually used so employees can be supervised easily and sound can be absorbed.

Call Station

More and more we are seeing a need for collaborative workstations like benching stations or shared workstations.  These types of desks are great for creating an environment where team members can easily bounce ideas off of one another and work together.

Benching Workstation

L-Shaped Free Standing Workstation

The last type of workstation I want to touch on is the private office.  Sometimes a private office is surrounded by panels, sometimes it is four walls and a door.  Either way, it is important to take into account what type of atmosphere needs to be created as well as the amount of space needed for tasks.  For instance, if the space is for a manager that will have other employees in office frequently, it is important to have a desk front that guests can pull up to such as a bullet or p-table shape.  You will also need to take into consideration the shape of workstation needed and size of space available.  Will an L-shape configuration  be sufficient or would a U-shape desk be more accommodating.

L-Shaped Bullet Desk

P-Table U-shape desk

I hope this has given you a little food for thought.  Our project managers and space planners at New Life Office are happy to help you weigh the options of different workstations and assist you in finding the perfect fit for your employees and their needs.

5 Office Etiquette Rules

Over the years I have written my share of posts about Office Etiquette. You may ask why beat a dead horse? Let’s face it, we all need a constant reminder of what is appropriate behavior in the office. I know, some people need a daily reminder.

 

I ran into a brilliant article on Moneywatch at cbs.com where Amy Levin-Epstein shares 5 rules of exemplary office etiquette. These rules are a little different than the typical don’t eat stinky food in your cubicle, so they really stood out to me.

 

Follow The Golden Rule  In the office and in the schoolyard, nobody likes — or truly respects — a bully. “You should never use your position of power as a platform for bullying your team. Not only will you lose the loyalty of your staff, but you will find yourself in a real bind someday when one of your employees becomes your boss. And it will happen,” says New York-based manners expert Thomas P. Farley, editor of Modern Manners: The Thinking Person’s Guide to Social Graces.

 

Dress With Respect  You’ve heard that you should dress for the job you want. But if you’re not sure what to wear to a new job or an event, dress up, not down. “Being overdressed is better than being under-dressed any day because you can always eliminate certain clothes like a jacket or a tie,” says Whitmore.

 

Don’t Forget Special Occasions  Even if your day is packed, take a second to savor a slice of celebratory cake in the conference room. “You’d be surprised at how much a little ‘happy birthday’ can mean to the people you see day in and day out. It proves that you see them as a colleague rather than a fellow drone,” says Farley.

 

Tame Your Technology  Silent, vibrate, or something simple and soft — these are your three options for your phone ring setting. “Stay away from cute and quirky ring tones that may get on others’ nerves,” says Whitmore. And, of course, never let your phone interrupt a person or meeting.

 

Practice Email Etiquette  Nowhere are bad manners more rampant than in the world of email — and a slip of the button can be much more damaging, and permanent, than a slip of the tongue. Here are four rules that Whitmore suggests following: Use spell check. Don’t send large attachments. Always change the subject line to fit a new email. And finally, respond to messages (by email or phone) within 24 hours.

 

According to Jacqueline Whitmore, founder of The Protocol School of Palm Beach, Inc. and author of the upcoming book, Poised For Success, “Good business behavior will set you apart from the competition. When you are mindful of your behavior and the feelings of others, you will be more likable and promotable.” Definitely some great food for thought!

 

Getting More Done in the Office

Are you a productive employee? If you are like me, you spend half of your day sidetracked from the task you should really be doing or trying to multi-task and not really completing anything. If you could use a little guidance on how to make the most out of your day, here is some great advice on how to get more done at work from U.S.News.com.

 

Take breaks. It’s tempting just to sit at your desk all day, but you’ll find yourself far less energized. A simple five-minute walk will help clear your head and enable you to restart your work with a fresh approach. “It helps the blood flow,” Wendleton says. Marla Tabaka, a business coach and strategist, says your brain needs a break of some sort every two hours. “It’s a good idea to get up, stretch, go to the water cooler, and then get back to work,” she says. “Just try to keep your breaks to five minutes.”

 

Prioritize. Once in the morning and then again in the middle of the day, take a step back and examine if your efforts are focused on the right projects. “You need to ask yourself, ‘Am I working on the most important thing I can be working on?’” Wendleton says. If you want to save time, make a to-do list the night before and then update it in the afternoon. “You need to ensure you’re working on things that are important to the company,” Wendleton says. The more important your work is, the more valuable you are as an employee.

 

Set long-term goals. “Too many people get caught up in the day-to-day things that need to be done—the recent email that came in, the phone call that just came in—and then they really don’t get anything done that’s significant because they’re just fighting fires,” Wendleton says. Develop two big-picture things that you want to accomplish throughout the year and post them next to your computer as a reminder.

 

Start your day earlier. If you can, get to work early, when people aren’t there to distract you. “You’ll get so much more done,” Wendleton says. An empty office means no one will be bothering you with questions and taking time away from your work.

 

Surf the Web—occasionally. Web browsing can actually refresh tired workers and enhance their productivity, compared with other activities such as making personal calls, texts, or emails, according to a study released last year by the National University of Singapore. The study found that taking intermittent breaks from tasks to surf the Web and visit your favorite sites can help you focus more when you go back to work.

 

Don’t multitask. Focus is key. “These people who think that they can multitask are wrong,” Wendleton says. Focus on one thing, get it done, and move on. “The people who are able to focus and get something done well are the people who are most productive,” she says.

Multitasking will eat up 40 percent of your workday, Tabaka says. “Employers want people who can focus,” she says. Instead, block out time to do certain tasks. “You’re not putting things off—you’re scheduling things,” Tabaka says.

 

Meditate. It gives you the ability to let go of the stress. While you’re meditating, Tabaka suggests visualizing what you want your ideal day to look like. “That’ll get you one step closer to creating that ideal day,” she says. Tabaka adds that meditation doesn’t have to mean sitting in a still position and humming; you simply need to do something that relaxes you.

 

Snack right. Snacks should be high in protein and high in fiber. “Don’t limit your snacks to just one food group,” says nutritionist Heather Bauer, author of The Wall Street Diet. For example, if you’re going to snack on a piece of fruit, add some peanut butter for energy and two pieces of high-fiber bran crisp bread. Or pair a handful of high-fiber cereal with a flavored Greek yogurt. Noshing on pretzels and chips? They’re full of simple sugars that create a quick rise in blood sugar levels, but they aren’t good for the long haul. “This is ideal for a moment, but then you end up feeling hungry and tired 20 minutes later,” Bauer says.

 

Power nap. A number of medical studies have shown that short napping in the early afternoon increases a person’s productivity, alertness, and sometimes even their mood. “A very short, regenerative nap can help you channel your energy and refocus,” Tabaka says. Just be sure not to sleep for more than 15 to 20 minutes. Otherwise, it could create problems with your boss.

 

Counter interruptions. You must have a strategy for dealing with interruptions. Caroline Ceniza-Levine of New York career coaching firm SixFigureStart says, “When someone comes in, all of your strategies shouldn’t go out the window.” If a colleague comes in and asks for a minute, you can say, “Not right now. Send me an email, and we’ll set up some time.”

 

Helpful Hints for Spring Cleaning Your Workplace

Spring is finally here! If you are on the ball, you have probably already started spring cleaning around your home (or at least thought about it.) Today’s big question is, have you thought about spring cleaning your office?

 

If you think about how many hours you spend in the office each year, I’m sure you will come to the conclusion that a clean office is just as important as a clean home! In fact, numerous research studies have shown that a clean, organized office environment leads to healthier, more productive employees.

 

As I was doing a little research on spring cleaning your office, I found some great tips from nationalpurity.com. Hopefully these ideas will give you a little kick start to spring cleaning your office.

 

Promote Healthy Habits: 47 percent of working adults eat lunch at their desk on a daily basis. Though this might sound harmless, it’s not. Most workstations carry as much as 400 times more dangerous bacteria than the average public toilet seat.

 

There are several ways to minimize the risk of harmful bacteria:

 

• Promote employee hand washing by keeping your restroom fully stocked with the right supplies (e.g., paper towels, foaming hand soap). A sign designed to remind employees to wash up can also be beneficial.

• Make sure there are sanitizing/hygienic wipes available for employees to use throughout the office.

• High touch points such as door knobs, light switches and bathroom surfaces should be cleaned on a regular basis to prevent the spread of bacteria. The same goes for communal areas such as fridges, microwaves, ovens and other shared equipment.

 

Use Care When Cleaning Computer Workstations: Computer workstations collect a lot of dirt and dust. Use care when cleaning to avoid damage.

 

• Use compressed air to remove dust from computer keyboards and CPU towers.

• Clean monitors with wipes approved for use on LCD screens to avoid scratching screens.

• Remember to dust each computer mouse and set of speakers before moving on to the next workstation.

 

Remove Dirt and Grime From Carpet: Improve the look of your office and extend the life of your carpet by scheduling regular maintenance.

 

• A professional deep clean is the best first step, followed by regular vacuuming and spot removal. A successful maintenance program can extend the life of your carpet by three or more years.

• Strategic matting is also a good way to prevent dirt and grime from entering the office. And the spring season may just be the perfect time to upgrade your current system.

 

Don’t Forget to Spring Clean Your Technology: Your computer probably has its own version of dusty shelves and leaky faucets that could use some attention, both inside and out.

 

• Back up all of your important files (e.g., documents, photos, videos, web bookmarks, emails, and so on). There are a number of cloud services that will store this information for free (Google Drive, Dropbox, Skyline and others).

• Update your infrastructure – this means removing unused applications and programs. It’ll clear up your hard drive, and possibly your icons from your desktop – which means you’ll actually be able to see your wallpaper again.

• Download the most recent software updates for your operating system. It might also be a good idea to do this for your favorite programs as well.

 

Cubicle Workout

A study by the online journal PLoS One estimates that Americans are burning more than 100 fewer calories per day in the workplace than they did just a few decades ago, when fewer jobs were confined to a desk.

 

“We’ve had massive changes in the [workplace] environment, and in this case, it’s a loss of physically active jobs,” said lead author Tim Church, an exercise researcher at Pennington Biomedical Research Center in Baton Rouge.

 

Church and his colleagues found that the number of people in jobs requiring moderate physical activity decreased from 48 percent in 1960 to 20 percent in 2008. The researchers also found a match between the drop in calories burned and increase in average weight during the past five decades.

 

A few creative types have come up with ideas to increase workplace activity. For example, endocrinologist James Levine of the Mayo Clinic has promoted the treadmill desk, which lets you walk slowly as you work at an attached desktop. There are under-desk step machines; if you stop pedaling, your mouse or keyboard stop working. To add upper-body exercises, there’s an office chair equipped with built-in resistance bands.

 

But you don’t have to spend a bunch of money to get a workout. Fitness experts are also promoting low-cost — if occasionally funny-looking — options for improving your fitness during office hours. So… get off your duffs and get moving in the office! Try these 12 exercises designed for you to do in your cubicle.

 

Raise the roof (20 reps) While marching in place, push toward the ceiling with your palms up and thumbs almost touching your shoulders. Make it harder by holding water bottles.

 

Triceps kick (20 reps) While marching in place, bend at the hips, about 45 degrees. Bend your elbows, then extend them behind you as if you are lifting weights.

 

The Hulk (20 reps) Keep marching and leaning. With your elbows bent and fists together in front, move your arms back like wings. Try to touch your shoulder blades together.

 

Hamstring curl (20 reps) Bend arms at the elbow. Bring one foot up toward your rear end while straightening your arms so that your hands are down when your foot is up.

 

Knee lift (20 reps) Just like hamstring curls, except you lift your knee up in front as your arms go down.

 

Hallelujah (20 reps) Sweep arms above your head and down again as you step side-to-side. Actually yelling ”Hallelujah!” is optional.

 

Punching (20 reps) While rocking foot to foot, punch with alternating arms. To reduce elbow stress, try not to fully straighten your arm.

 

Desk pushup (10 reps) Place hands on edge of desk, shoulder width apart, legs out behind you. Push off with as much force as you can.

 

Side lunge (10 per side) Take a big step to one side. Point toes forward and bend one knee, keeping other leg straight. Push back up.

 

Jump squats (10 reps) Make sure you have space in front of you. Bend into a half-squat with your arms behind you, then jump and swing your arms up as if you’re celebrating.

 

Chair dips (10 reps) With your legs out in front of you, grab the edge of a chair (or desk) and lift yourself down and back up. At the end, you’ll be conveniently back in your seat.

 

Walking (10 min.) Lap your block or a floor of your office. Try for a pace of 100 steps per minute, which is easy if you don’t stop to visit at other people’s desks.

 

For some great visuals and more information, go to: www.washingtonpost.com/wp-srv/special/health/workout-at-work/.

 

Celebrating Birthdays in the Office

Celebrating birthdays at work lets employees know they are more than just a number. Simple recognition of the day can improve morale around the office. Work birthday celebrations don’t have to cost a fortune. Several inexpensive or free options are just as effective as more expensive birthday options. For more savings, hold one monthly birthday celebration to honor all birthdays at once.

 

If you’re stuck in an office birthday party rut, check out these great ideas from Shelley Frost at Suite101.com:

 

Birthday Breakfast

 

A monthly birthday breakfast is a simple way to recognize the birthdays in the office. Choose a certain day such as the first Monday of the month to designate as the birthday breakfast. Invite all employees who have a birthday that month to attend the breakfast. Hold the breakfast an hour or so after the official work day begins. This allows everyone to check their messages and handle any immediate morning activities before heading to the breakfast. Not only will the employees with birthdays get a nice breakfast, they also get to enjoy some time on the clock that is a break from the norm.

 

Potluck

 

A birthday potluck is an option that allows all of the employees to celebrate. If the office is small, have a separate potluck for each birthday. If you work in a large office environment, schedule a monthly birthday potluck to celebrate all of the birthdays from the month. Ask each employee to bring in food to share for the potluck. Decide if you want a specific theme for the potluck, such as brunch items or appetizers. You can also leave it up to the individuals so you get a good mix of items.

 

Decorations

 

Decorating the work space of employees on their birthdays adds a festive touch to the office environment. A simple birthday sign is sufficient, or you can go all out and add balloons and streamers to the area. This option ensures that everyone realizes who is celebrating a birthday. It can also add a cheerful touch to the office environment. If you have lots of important clients coming in and out of the office, this option might make the office look less professional. A more subtle approach is better in these situations.

 

Casual Day

 

Reward each employee with a casual day on her birthday. Having a break from business casual dress is an appreciated treat for most employees. You can make it an automatic privilege for the employees to come in casual attire on their birthdays or pass out a casual dress pass. The pass allows the employees to use the casual day whenever they feel like it.

 

Birthday Cake

 

A birthday cake is a simple yet classic way to celebrate office birthdays. You can either present each person with a cake on his birthday or go with the monthly celebration idea. If you do a monthly cake, have all of that month’s birthdays written on top of the cake. Invite the entire office to enjoy cake with or without a rendition of “Happy Birthday.”

 

Office Birthday Party Considerations

 

Check with the company’s policies on celebrations and decorations before planning office birthday parties. A committee to handle all birthdays lends consistency to make sure that everyone is acknowledged equally on their birthdays. Whether colleague birthdays are celebrated in a small or large way, the gesture gives each employee a chance to feel recognized and appreciated.

 

Versatility and Value of Office Cubicles

If you are looking for value and versatility when it comes to buying office furniture, look no further than modular office cubicles. Whether you are looking for office furniture for your home office or for an open area in your office building, modular is the way to go. This type of functional furniture is economical and easy to adapt to any current or future configuration that you might have. Take a look at some of the key advantages of modular office furniture.

 

FLEXIBILITY. Maybe your situation is tenuous and you are not sure how many offices you are going to have to furnish in the near future. Maybe the lease has almost run out on your existing building and you may have to move to another office building within the next few months. Modular office furniture gives you the flexibility to adapt your office furniture to any future office configuration.

 

ADAPTABILITY. There are times when you are not sure which direction your business is going to turn. Will you have an immediate need to add empoyees, which means more offices or will the business take a downturn? Modular office furniture has the adaptability to grow your offices as your business grows or to limit your growth if needed.

 

AFORDABILITY. The last thing you want to do is to go out and buy office furniture for a forecasted work force. You want to only have enough office inventory for the employees that you currently have on the payroll. Less inventory means less money out of your pocket. Modular office furniture such as cubicle systems can be added when you need them and as your company grows. If price is your prime concern, you should look into refurbished cubicles from New Life Office. New Life Office refurbishes top of the line Steelcase panels to look new and then pairs them with new worksurfaces and file pedestals. Product looks great at a fraction of the cost of new!

 

FUNCTIONALITY. For your workforce to function productively, you want to surround them with an efficient work environment. The configuration options you have with modular office furniture are various. You can create open office environments to promote teamwork and collaboration or lay out workstations to create optimal privacy. Modular cubicles also gives you the ability to customize workstations to each department’s needs. Some of the optional components are binder bins, open shelves, pencil drawers, tack boards, box/box/file pedestals, file/file pedestals, lateral files, mobile pedestals, paper management accessories and yes, even coat hooks.

 

Modular office furniture is the best way to go if you are looking for flexibility, adaptability, affordability, and functionality. Whether you are looking into home office desks or if you are looking for a much larger scale to provide comfortable offices for your employees, you cannot go wrong with the versatility and value of modular office furniture.

 

Zen in the Workplace

Contrary to popular belief, Zen is not a practice of religion or anything of the sort. It is simply a mental practice developed centuries ago to help people focus and be happy. It is a mindset that turns bad stress into good stress. The most amazing part of Zen is that it does not matter who you are, where you are from, or what faith you believe in. It is merely a method of awareness that helps people take control and have a chance to achieve the best result in anything they do.

 

Serenity over at qualitylogoproducts.com has shared some great facts and ideas to help bring zen to your workplace. Check out her ideas!

 

Did you know that the human mind processes around 70,000thoughts a day, and that 80% of them are negative thoughts? That is incredible and sad all at the same time. That means if you think negatively at your workplace, then you’ll eventually associate negativity with that setting even if it had nothing to do with your job in the first place! One of the objects of Zen is to help us find that place in the universe that consciously connects us and to recognize our role as a small fragment of a bigger picture. There is the realization that the human species is unique one in that we are aware of our conscious thoughts.

 

With the help of Zen, you won’t be shrouded in negativity and stress. I realize that is easier said than done, but you can do it! Here are a few Zen concepts that will ease the burden of stress and make you (or your employees) a little happier at work! Please note that this is only a starting point; there are thousands of written works and ideas on the subject, so this breakdown is meant to inspire a little enthusiasm or curiosity about Zen. There’s plenty more to learn if you like what you see.

 

•BE POSITIVE! That seems silly, but you would be surprised at how far a little optimism will uplift you, your neighbor, a stressed out co-worker, a stranger, or that angry driver in a traffic jam. Even though we have 80% negative awareness, even a single positive thought, comment, exchange, or smile is enough to reverse the effects of an entire month’s worth of negative stress. You’d be shocked at how contagious a positive attitude can be! Positivity will influence your customers or co-workers. I dare you to smile at someone today and not get a smile back!

 

•BE PRESENT! By that, I mean stay centered and focused. Your awareness of the present keeps you grounded. Don’t worry about the past; it does not exist anymore. Don’t worry so much about the future, either, because it’s unpredictable and you shouldn’t trouble yourself about things that haven’t happened yet. In the action-packed world we live in today (with computers, advertisements, television, cell phones, etc), we all need to take a moment in the present to just be aware of ourselves and our bodies. When you feel overwhelmed, it tends to spread quickly and cause your body to enter panic mode. You may not be consciously aware of the negativity and panic, but your unconscious brain absorbs it and can cause your work life to suffer. So, the next time you feel overwhelmed (you know what that feels like!), take a moment to understand why you feel overwhelmed instead of freaking out.

 

•BREATHE! Sometimes it’s hard to breathe when you’re anxious or panicked. When you take a moment to concentrate on your breath, stress relief begins both physically and emotionally. Your brain receives more oxygen when you take deep and concentrated breaths, and it provides a moment of relaxation to sort out the negativity. Deep breaths also free up the part of your autonomic nervous system (called the parasympathetic nervous system) that helps you calm down, stay grounded, and be at peace on a physical level. I have little reminders in my cubicle to remind me to breathe, and it really works!

 

Work stress affects all of us at one point or another, whether we’re at jobs that make us happy or at jobs that make us wonder why we even try. Just remember there’s a Zen technique for that! You shouldn’t feel like a victim of your own anxiety. Workplace Zen is catching on to the point where major companies all around the world, like Apple or Google, have found its benefits in a work setting. Happy employees are not only more productive, but they have better home lives as well.