The following is a list of things to look out for when planning your space for office furniture, office cubicles, office workstations, office desks, office files, and office chairs:

• Windows - Where are they and how much light will they provide? You will probably want to use 42" high panels along a wall with windows.
• Entrances and Exits - The need for proper aisle-ways, etc.?
• Aisle-ways - 42" aisle space between cubicles is recommended.
• Panel Creep - This refers to the space the thickness of a panel adds to a cubicle. It is generally a good idea to add 3" for each run of panels. E.g.: A 6'x6' enclosed cubicle will take up approximately 6' 6"x6' 6" of space.
• Permanent or Load Bearing Walls - How they affect your open office space plan?
• Building Service Lines - Where is the access to power and communication lines?
• Heat and Air Vents - Will the furniture block air flow?
• Ceiling Heights - Actual height and variations throughout the floor?
• Doors - How high and how wide? Which way do they open?
• Timesaver: If your existing space was planned by a design professional, try to locate the original plan and notes. These tools will point out many of the nuances listed above.

Panels are the frameworks of an "open" cubicles plan. To all but the most experienced architects, interior design specialists or facility planners, developing such a cubicle plan is like putting together a jigsaw puzzle.

The result of a poorly executed cubicle plan can create a maze-like effect, which will decrease efficiency and worker productivity.

When specifying cubicles follow these rules of thumb:

• Space permitting a cubicle should not be smaller than 6' x 6'.
• Cubicle entry way should be no smaller than 36".
• Placing cubicle entry ways directly across from one another will compromise privacy and sound control.
• When specifying a long run of panels, be certain that they will be properly supported by components or perpendicular panel (s) placed every few feet. Perpendicular panel(s), in a "T" configuration, at the ends of a long run of cubicles will normally suffice.
• Panel runs longer than 16' will require intermittent support of some kind. It is possible to use freestanding furniture to support these panels.
• The higher the panel(s), the more support the cubicle run will require.
• Avoid using wall brackets to support panel(s) - they will decrease future flexibility.
• Overheads place stress on even a well supported panel. Avoid using them when there is no panel support directly perpendicular or supportive components underneath.
• When specifying overhead storage perpendicular to the aisle way, try to use a panel that will cover that storage - not only for support, but also for aesthetic reasons.
• If you are using overhead storage don't use panel(s) higher than 65" or lower than 60".
• Use high panel(s) where sound control and/or privacy are necessary.
• Don't block air vents.
• Use low panel(s) near windows to allow light to enter. Avoid using more than two panel heights in any one cubicle.
• Panel(s) that are at least 45" high, allow for interaction between cubicles yet still provide employees visual privacy.
• Utilize panel doors to create a private office environment.
• Acoustical panel(s) are advantageous for most situations. They assist in sound control and are tackable, negating the need to purchase tackboards. It is possible to have non-acoustical surfaces on one side of the panel. These surfaces are less expensive and therefore it is cost effective to apply them in situations where an acoustical surface would be ineffectual, such as along a wall.
• Glass panel(s) or combination glass/opaque surface panel(s) are great for visual control of staffers who still need sound privacy.
• Don't place components on full glass panel(s). It is visually unappealing!
• Avoid clusters of cubicles of more that eight. Power and aisle ways are greatly affected. Larger clusters make it hard for employees to access the cubicles.
• Generally aisles must be at least 36" wide - check your local fire and Disabilities Act codes.
• Don't forget to inquire about whether any connectors, top-caps, end trims, or base covers need to be specified. There are numerous finishes and edge profiles available within each cubicle line. Standard options don't always cost more. Avoid cubicle specials - they certainly cost more, delay deliveries, and increase the possibility of errors.

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Lack of storage space is a frequent battle cry from office personnel. The "paperless office" of the future (if ever achieved) will diminish storage requirements, but for now this aspect of office space planning is an important consideration for facilities planners. Before choosing your storage options, it may help to survey affected staffers to find out what and how much they file and what storage requirements they believe are necessary.

When specifying Cubicle storage components follow these rules of thumb:

• The utilization of common coat closets, storage closets, and common filing areas can decrease the amount of storage required for each individual cubicle. Specify freestanding storage and wardrobe closets wherever possible to assist in the elimination of clutter.
• Create banks of lateral files in convenient common areas to relieve cubicles of files that require less frequent access.
• Files in banks should be identical in height. For safety reasons two or more files in a row should be bolted together. Specify groups of lock / key number for user groups to decrease confusion. Use additional overfile storage units where possible (along walls etc.) to increase storage area.
• When the placement of files is against a run of panels, always have the file height equal to or less than the height of the panel.
• Two pedestal files per station is ideal. Box/box/file and file/file pedestals offer the greatest practicality in most circumstances.
• Specify pedestals which are as deep as possible yet do not extend beyond the worksurface. If available, use floor to surface pedestals. Both options allow for more storage space without hindering kneespace.
• Pedestals with file drawers are designed to accommodate both legal and letter filing. Sometimes there is a compressor (adjustable lever which compresses and conforms files) built in. Be sure to inquire whether any additional accessories are necessary to have pedestal files meet your filing requirements. Note: Front to back filing refers to filing letter size (8.5x11) files. Side to side refers to legal (8.5x14) filing.
• Most pedestal files are designed with depths that can accommodate side to side filing. Countless add-on systems exist - compressors, hooks, and dividers - that are designed to file a variety of different objects. Know what is going to be filed before specifying.
• Lateral files, when placed under surfaces within a station are also referred to as peds or pedestals. Place them behind or adjacent to the main worksurface and be sure that there will be sufficient room to open them. Make sure that the combined height of your lateral file pedestal and the height of the worksurface placed above it equals the height of the adjacent worksurfaces.
• Mobile pedestals are best in "hoteling" and workstations. They can be placed in bank outside the station and moved inside as different individuals occupy the station.
• Overhead bins, shelves and service modules are an efficient means of increasing storage. They can be placed above most flat surfaces and when at the right height they will not adversely affect the free space within the cubicle.
• Service modules will take away from some worksurface area as their end panels rest on the worksurface. Service modules are best utilized in freestanding configurations or where a low panel height will not provide adequate support for a overhead bin or shelf.
• Caution is called for when using overhead components to store heavy items. Overheads create their own stress on the panels that support them.
• Specify common tops (modular worksurfaces) above banks of files, especially on two and three drawer high files so as to provide for additional "standing" work spaces. These common tops also increase aesthetic appeal.
• Always load your files from bottom to top to avoid tipping. Counterbalance weights must be used in freestanding pedestals and two high files to avoid the same hazard.
• Freestanding credenzas, wall storage units, and bookcases are excellent in providing space efficient storage within the context of a private office.

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Lack of sufficient space is a growing complaint in todays office. Decreasing the amount of allotted cubical square footage allows for more employees within each area, but at what price? To meet the demand of smaller more cramped spaces, cubicle manufacturers have devised some pretty ingenious component solutions to deal with the problem.

When specifying cubicle worksurfaces follow these rules of thumb:

• The main worksurface should not be less than 25" deep. 30" is ideal.
• Specify 20" surfaces only if absolutely necessary. Their primary function is to help keep main surfaces free from clutter.
• For ergonomic and practical reasons, standard worksurface height is 29". Taller individuals may prefer up to 31", but a higher height may increase back, neck, and shoulder stress and should be avoided. Returns can be lowered to 27" (secretarial height for typing purposes).
• Corner worksurfaces increase surface area, and allow for more usage of cubicle space. Corners are the best surface to place computer monitors. Corner surfaces often have the added feature of a built-in articulating keyboard tray.
• Except where there is freestanding furniture, panel widths directly affect worksurface widths.
• When two or more individuals will be interacting with one another through out the course of a day consider combining cubicles and using shared worksurfaces.
• Visitor tops, (worksurfaces which have no storage underneath or panels surrounding them, which when placed in front of a "U" configuration allow visitors to interact with the employee) are best suited for private offices or open cubicles. "P" tops are terrific because their end mimics a small round table - removing the imaginary barrier created by a straight visitor top.
• Adjustable worksurfaces allow employees who would normally sit all day to stand and work within their cubicles. This relieves the pressure points triggered by long bouts of sitting.
• Transaction worksurfaces are narrow surfaces placed on top of a low panel that allow for interaction between persons while one is sitting and the other standing. They can also hold small accessories that would normally clutter the main surfaces.
• Laminate surfaces are the most practical surfaces available.
• Choose surfaces with muted color and a low glare finish to prevent eyestrain.
• Wood surfaces are attractive, but they damage easily and are expensive so they are best suited for where client contact is most likely to occur. Laminate surfaces are sometimes available with wood edges or in wood grained finishes, creating the feel of genuine wood without the pitfalls.
• Worksurfaces unless freestanding, require panel to worksurface bracketry or some other under-surface support (end panels, center legs, cantilevers, etc.) or some combination thereof. Consider using storage components, (i.e. pedestal files), to provide the best support and allow for maximum utilization of cubicles space while creating maximum storage space.
• Support cubicles worksurfaces with storage components wherever possible

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The following guidelines are endorsed by Steelcase. Review the features that are standard for each product before you begin to specify cubicles.

You only need to include specifications for options, such as, surface materials, and colors when you want to substitute for the standard. In other words, specify cubicles as you would an automobile, this is the standard model (Cadillac Eldorado) and these are the options (pearl white, climate control, Bose sound system, etc.) - easy enough.

In order to ensure you do not overlook anything, approach the specifying process in a consistent order every time. Steelcase notes three common methods.

• The utilization of common coat closets, storage closets, and common filing areas can decrease the amount of storage required for each individual cubicle. Specify freestanding storage and wardrobe closets wherever possible to assist in the elimination of clutter.
• Specify cubicles according to their order, i.e. panels, worksurfaces, storage, lighting, wiring and cabling.
• Specify all cubicles using a formulated pattern, i.e. starting at the entrance to a cubicle and moving clockwise.
• Specify each type of cubicle in your installation and then determine how many of each type are needed.

Work Flow

Workflow is the coordinated efforts of individuals to the benefit of the group. It means working together to move ideas forward throughout the organization.

• What does your company do?
• What do each of your individual work groups try to accomplish for your company?
• What are the needs of your clients in respect to the space you occupy?
• How can your furniture plan contribute to a better exchange of information and services between managers, staffers and customers?

Simply put, your workspace should reflect your strategic intent and help to advance the achievement of corporate goals.

Workstation design (i.e. allotted space, storage, privacy, etc), furniture layout and overall space planning are crucial to the efficient flow of information and resources. The placement of your staffers in relation to other workgroups and outside resources will directly affect the emotional and productive capacity of your workers and, by extension, the work at hand.

An obvious example: by placing employees who deal directly with clients in zones which are not easily accessible to lobbies, exits or conference areas can prove to be a hindrance to the workers' job performance and a disruption to other staffers.

Trick:

One way to ensure the smooth exchange of information and services between staffers is to conduct surveys of as many individuals as possible. Analyze exactly when, where, and how they perceive their role in the data and human interaction flow within your organization. Often times, it is essential to correct their perception (or your perception for that matter).

Trick:

After such a survey, place the employees' names on a floor plan according to what department they work in and their individual responsibilities. Then draw lines from every employees' locale to the various departments, common equipment and conference areas they utilize. This will help determine the optimal, most efficient, effective placement of these resources.

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The planning for and electrification of cubicles usually requires a certain expertise. To avoid costly and dangerous mistakes it is recommended that you consult with an electrical engineer. For simple installations a general electrical contractor may suffice.

If your space is presently powered to support cubicles or if your moving into raw space, when specifying cubicles the following tips are sure to help:

• Interfaces are where the building's power is connected to the cubicles power system.
• Each cluster of cubicles requires an interface.
• Rule of thumb is six cubicles per interface, however more can be added if power demand is low.
• Power is drawn most commonly from the floor, less likely the ceiling. In certain locations power is drawn from wall connections, but this practice is discouraged.
• Plan to locate your receptacles under the worksurface, but not behind storage components. The placement of grommets (for wire pass-through) in the worksurface should be determined by receptacle locales.
• Specify pedestals which are as deep as possible yet do not extend beyond the worksurface. If available, use floor to surface pedestals. Both options allow for more storage space without hindering kneespace.
• Power is drawn most commonly from the floor, less likely the ceiling. In certain locations power is drawn from wall connections, but this practice is discouraged.
• Plan to locate your receptacles under the worksurface, but not behind storage components. The placement of grommets (for wire pass-through) in the worksurface should be determined by receptacle locales.
• Your building will most likely determine whether youÕll be using 3 or 4 circuit power cables. Older buildings were designed to accommodate 3-circuit wiring. With the demand for power increasing in the age of information, 4 circuit powerways are more desirable.
• National Electrical Codes allow for a total of 13 receptacles per 20-amp circuit. Receptacles can have up to three outlets, allowing for sufficient power access in most cases.
• To determine your receptacle needs, add up the amperage needed for your equipment. Whenever you need more than 60 amps, add an additional circuit.
• If only wattage is known, divide by 120 to determine the amps.
• Devices requiring continuous power should be placed on their own circuit.
• It is most sensible to divide your circuits among specific equipment, keeping power sensitive equipment such as computers, on a dedicated line.
• Larger items such as copiers should be placed on their own receptacle directly from the building power source (wall outlet, doghouse etc.)
• Count the number of outlets you will need per cubicle. DonÕt forget to leave at least one for the users personal items, such as a radio. Dont forget computers, CRTs, calculators, and task lights.
• Insufficient accounting of power requirements will necessitate power strips which are sloppy, and defeat the purpose of effective power distribution.
• If sufficient cubicle outlets are not readily available you may want to consider positioning additional receptacles in inconspicuous areas outside your cubicles to provide power for maintenance crews.
• Certain panel sizes and shapes will only accommodate pass-through power or no power at all. Be sure to review your furniture manual, or consult with a qualified cubicle representative.
• To bring power and communication plug-ins to worksurface height, cubicle manufacturers design panels with cable channels at that height. Simpler, less costly devices exist, which plug into the base of the panel in an existing outlet. These gadgets are then hung on the panel, or installed within a grommet.
• The power codes of New York, Chicago, and Los Angeles all require specific power componentry available with every cubicle. No matter where your office is located, review any electrical plan with a qualified electrician or your dealer before installation.

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