The Importance of Quality Filing Cabinets for Your Office

filing cabinets

Though electronic records have an undeniable convenience, for many businesses there is a value in maintaining a hard copy filing system as well.

Hard copy records can be more secure, as they are not vulnerable to computer crashes or Internet hackers. It’s also usually easy to store historical records in hard copy, rather than scanning thousands of documents onto the computer.

Filing cabinets have always been considered the best way to organize and store physical documents. The right filing cabinet makes it easy for you to create a file system that makes sense for your specific needs.

Old filing cabinets are susceptible to wear and tear over time, and as yours start to fall apart, you should begin shopping for an upgrade.

Read on to learn more about what to look for in a filing cabinet system, and the importance of having high-quality cabinets in your office.

1. Why do You Need a Filing Cabinet?

If you work in an industry where you need quick access to important documents, filing cabinets are the best storage solution. The right filing cabinet will provide a level of security and privacy that a computer can’t. Once you’ve developed a filing system, the right storage solution makes it easy for you to stay organized and keep your physical office space clear of clutter.

2. Types of Filing Cabinets

There are four main types of filing cabinets:

Lateral

  • Drawers extend from the longest side of the cabinet
  • Drawers are wide and shallow
  • Ideal for spaces with lower ceilings
  • Easy to sort through drawers while seated

Vertical

  • Drawers extend from the short side of the cabinets
  • Drawers are narrow and deep
  • Taller than lateral cabinets, and ideal for rooms with limited floor space

Flat

  • Designed to accommodate large and oversized documents
  • Short, spacious drawers
  • Ideal for canvases and blueprints

Mobile

  • Similar to vertical cabinets in construction
  • On wheels or casters and can be easily moved around the office

3. What to Consider When Shopping

Whether you’re upgrading all the cabinets in your workplace or just purchasing one unit for a home office, you want to consider how much space you have available and how many documents you need to store. That will help you narrow down what type of filing cabinet you should purchase.

You should also look at the materials that make up the filing cabinet. Aluminum and steel are the most durable and longest lasting. Plastic is typically a more affordable solution, and wood filing cabinets have a unique aesthetic that may be pleasing in your space.

One last thing to consider is whether or not you want cabinets that lock, which will depend on the nature of your documents and how secure you need them to be.

Looking for Filing Cabinets in Fort Wayne?

When you have physical documents and hard copy records, a filing cabinet system is the best way of keeping them organized and secure. Different types and materials can provide different advantages, so make sure you consider your specific needs before shopping.

For more information about the right filing cabinet solution for your office, please contact us at any time or visit our office furniture store in Fort Wayne.

Stress-Free Office Party Ideas for the Holidays

office christmas party ideas

Are you looking for a fun holiday party idea for you and your employees? Are you looking for something that doesn’t involve extra stress? If so you’ve come to the right place. The holidays are supposed to be a time of celebration and fun but they can also be very stressful. You can take some of the pressure off your employees by having a low-key holiday office party.

This article will break down the top office party ideas for a stress-free season.

1) Escape Room Party

Escape rooms are fantastic for a team building holiday activity. Escape rooms are a fun way to bond with your employees. During an escape room experience, you discover new skills you didn’t even know your employees had. You’re locked in a room for one hour and must solve puzzles and word games in order to “escape”.

This is great fun and a chance to get out of the office. Your employees won’t have to worry about bringing food or showing up to a lengthy office party.

2) White Elephant Gift Exchange

Host a white elephant gift exchange immediately after work. Put a price limit on the gifts so that your employees don’t feel obligated to spend lots of money. Have everyone bring in one gift and put it in the middle of the circle. Each employee takes turns either taking a new gift or “stealing” a gift that has already been taken. Eventually, each person will go home with a gift.

This is a chance for your employees to show off their gift-giving creativity and is less pressure than a traditional Secret Santa exchange.

In a Secret Santa gift exchange, everyone has to pick a gift for a specific person and there is fear that their assigned person won’t like the gift. In white elephant, everyone buys a neutral gift and the playing field is open.

3) Potluck Dinner

Instead of spending a fortune on catering or going out to a fancy dinner, have a potluck dinner. Ask each of your employees to bring in their favorite dinner dish or dessert. Assure them that store bought is fine if they aren’t the finest chefs. Potlucks are minimal stress and they allow everyone to enjoy a variety of delicious foods.

You can host the potluck at lunch or right after work so as to not take up too much of your employee’s time. Most people will be grateful for the extra time they could spend with their families during the holidays.

Follow This Guide for Stress-Free Office Party Ideas

We hope you utilize one of these office party ideas this holiday season.

We are confident that each of these three ideas will bring happiness and levity to your office celebration. The holidays can be celebrated simply, there doesn’t always need to be a giant holiday office party.

Have employees who are distracted during the holidays? Check out this article on how to keep your employees focused through all the excitement.

How to Keep Focus on Work During the Holiday Season

keep focus

We get it. It can be hard to keep focus when there are presents to be unwrapped and food to be eaten.The holidays are a wonderful time. But they can also be downright distracting! If you’re with the vast majority of us, you’d much rather be hanging around your friends and families celebrating than be stuck in the office.

However, there’s work to be done and it’s essential to keep focus in order to keep your job.

Don’t Ignore the Holidays

Your first inclination might be to ignore the holidays completely in order to hone in your mental focus. This is a big mistake. The holidays are like an itch you refuse to scratch. The more you ignore them, the more they’ll demand your attention. The trick is to acknowledge the holidays, but not let them rule you.

Give in to being just a little bit festive. Get yourself something decorative for your workspace that reminds you that good times are right around the corner.

If you have a shared workspace, and your coworker is agreeable, you can work together with your partner to liven up your cubicle in a festive way. Make it something that you can both enjoy.

Outwardly acknowledging the holiday season helps take it out of your head and into the real world — leaving room in your brain to focus on work matters instead.

Prioritize Your Tasks

Don’t take on any new projects, if you can help it. In order to have time off for the holidays, you’ll need to accomplish all the tasks you already have set. To do this, you’ll need to become hyper-organized and prioritize each of your tasks according to their level of importance. Then, take them on, one step at a time.

Feel free to use holiday-themed paper for your To-Do Lists for added fun, and as a reminder what you’re working towards.

Keep Focus By Putting YOU First

Just because you have a few days off coming up is no reason to neglect your health. Drink plenty of water, don’t skip gym days, and remember to eat your breakfast. Your mother was right: it’s the most important meal of the day.

It’s all-too-easy to get sucked into the trap of eating holiday treats before the holidays have even begun. Offices almost always have those tempting little chocolate kisses in their red, gold, and green wrappers sitting around.

The truth is: eating well leads to thinking well. By staying away from sugary treats and sticking to healthy worktime snacks, your brain will function at a much higher level.

Keep Comfortable

Last but not least, you’ll focus better if you’re comfortable. Never underestimate the power of good office furniture. Having an ergonomic desk chair and a desk that’s suitable for your height are key to workplace comfort.

Not only will having appropriate furniture help you zero in on your work during the holiday season, it will keep you at the top of your game for all the months to come.

Check out our full line of Workplace Solutions new and used office furniture to find exactly what suits your needs.

Happy holidays!

Decisions, Decisions: Is An Open Office Layout Right For You?

office layout

Open office floor plans are making a comeback as startups and successful businesses alike are switching their spaces. Many do so with hopes of fostering a stronger community and innovation. In theory, an open layout can bring your employees closer together, which produces better work.

Some companies may be satisfied to see these outcomes, while others may actually see drops in productivity. The environment is everything, and your office layout is the foundation of your company culture.

Here are the pros and cons of an open layout.

Pros of an Open Office Layout

Community and Communication

Having an open layout is like establishing an open-door policy for every employee. It welcomes people to interact with one another no matter their department, seniority, or experience. Typically, the more these interactions happen, the stronger the community becomes.

An open layout can give a recent hire the confidence to ask about entering a client call and learn something new. Or, it can be what makes different teams understand each other more and establish better systems of working together.

Productivity

An open layout offers a sense of accountability as well as community. Once employees have established stronger bonds with one another, they may be more likely to keep each other in check and perform well. Plus, there is less room for distractions if everyone can tell you’ve been online shopping for half an hour. Getting rid of barriers from a traditional office space eliminates such temptations.

It provides an extra incentive to focus, collaborate, and work towards the goals at hand.

Cons of an Open Office Layout

People Need Privacy

If you find yourself drawn to the idea of an open office layout, be sure to include some spaces for privacy, too. These will be vital when employees have to handle big calls, or when someone just needs a place to think. Sometimes, our best ideas come from an intense state of focus, which is hard to achieve with everyone around you.

Employees may also feel like they are being watched, or find it harder to concentrate with the increased level of noise floating around. As much as you don’t want to isolate people or create too much privacy, a balance is necessary. The right opportunities for privacy will encourage communication as needed and respect personal responsibilities as well.

Work and Play, and Procrastination

Sometimes, an open office layout can look busier than it actually is. You may walk in and see employees talking to one another and getting along well. But, are they talking about work solutions or last night’s game? Also, the sense of being watched might discourage the need to take microbreaks or just a walk around the office, which isn’t necessary for productivity.

Open layouts need a sense of balance between work and play. Some companies have seen productivity rates actually drop when switching to this setup. This often because of too many distractions, which doesn’t leave much room to get to work.

Choose the Right Space for You

Whatever the layout you decide to use in your new office, be sure it is more than just nice furniture and a view. Use the space to create an environment that will connect, support, and refresh your employees.

To best figure how to convert your office to an open office layout without losing productivity or privacy, contact us today.

The Benefits Of Using A Sit-to-Stand Desk

height-adjustable desk

Altitude Height-Adjustable Desk by Allsteel.

Did you know that sitting for extended periods of time can actually kill you? Perhaps you’re aware of some of the risks of sitting throughout the day. Maybe you even get up and walk around a few times during the day. But, even if you spend hours being active, after sitting all day at the office, you’re still at risk. The risks are the same as if you didn’t move all day. Surprising, right?

Whether you work from home or in an office setting, it’s time to wake up and take your health seriously. Buying standing desks or focal upright chairs are excellent options to avoid these risks. And have become increasingly popular in office settings.

You may not be aware of how detrimental sitting can be for your health. Keep reading to learn the benefits of using a sit-to-stand desk at your office or home.

1. They Decrease Risks of Cancer

The American Cancer Society states excessive sitting can enhance your risks of cancer. This is only one of many studies that have concluded the same thing. This study concluded inactivity is linked to more than 173,000 cases of cancer. 49,000 cases of breast cancer and 43,000 cases of colon cancer each year in the US included.

According to another study, sitting can increase your risk of cancer by an alarming 66%. If every office invested in standing desks this number would decrease majorly. It could be a lifesaving move for you and your coworkers too.

2. They Boost Your Productivity

Who doesn’t want to be more productive during the day? Of course, we all do. But what happens when you’re plagued with distracting neck and back pain all day?

A study showed that worker’s performance was affected when they were in discomfort. In this study, only 38% were able to focus on their work. And 37% felt they weren’t doing their best work because of the discomfort they felt.

A sit-to-stand desk is a surefire way to be more productive during the day. This is why more offices are converting to standing desks — nobody wants an unmotivated employee!

3. Aids Back And Neck Issues

Chances are if you work a 9-5 sedentary job, you’ve felt a sore neck or back at some point. But do you realize the long-term toll it’s taking on your body? Most of us aren’t using correct posture while working, and tend to get ”computer hunch”.

Poor Posture Can Affect Your:

  • Your back
  • Neck
  • Shoulders

Fort Wayne Chiropractor, Dr. Richard Busch of Busch Chiropractic states, “You may assume that the pain you feel while sitting at work is a momentary discomfort that will pass, but what you don’t realize is that poor posture can affect you the rest of your life.”

4. Reduces Your Risks of Various Other Diseases

If it’s not scary enough that sitting can cause cancer and severe neck and back issues — the other diseases you’re at risk for should be downright terrifying.

Other Diseases And Conditions Linked to Sitting:

  • Diabetes
  • Cardiovascular diseases
  • Obesity
  • Death

“As extreme as it may sound, sitting for hours each day can cause diseases like diabetes, obesity, cardiovascular disease, and even death” states Dr. Busch. This can be avoided by investing in something like a sit-to-stand desk and being more active.

Final Thoughts on the Sit-to-Stand Desk

They’re saying ”sitting is the new smoking“. It’s become an epidemic that many people aren’t even aware of. Most Americans sit an average of 7 hours a day on a computer. That combined with the amount of time we sleep is a shocking quantity of time to be sedentary.

Standing desks are all the rage now, as well as other comfortable office chairs, that can make a tremendous difference to your health.

If you’re tired of slouching and having neck or back pain and ready to transition into something more suitable, come visit us or contact us today to view our sit-to-stand desk options.

Why Millennials Are Embracing Shared Workspaces

shared workspace

Are you a business owner looking to make your office more millennial-friendly? Do you want to attract young talent to work for your company? If so, it’s important to consider what millennials want out of a workplace.

Millennials have surpassed baby boomers as the largest generation in the workforce. Meaning this generations preferences could keep your business thriving. Millennials are turning away from boxed off cubicles and offices in favor of a shared workspace, but why?

This article will break down why millennial professionals love collaborative workspaces.

1) Millennials are the Founders of the Sharing Economy

Young professionals are moving away from traditional office jobs and into the sharing economy. The “sharing economy” is the phenomenon where people share their transportation, housing, and, in this case, workspaces.

Millennials are now working together in a shared workspace called a “coworking business.” Coworking businesses are places where people with different backgrounds rent a desk out of one shared office.

53% of Americans do some sort of freelance work and a large portion of these Americans want an office to go into to complete their work. With coworking spaces, freelance writers, graphic designers, and other work at home professionals can have an office environment to keep them motivated and meeting people.

2) Millennials are Always Networking

One reason why millennials enjoy a shared workspace is that millennials are always networking – social networking that is. Facebook, Twitter, and blogs encourage people to share every detail about their lives. Because millennials are used to sharing on social media, sharing at work seems natural.

Millennials are social creatures who want to engage with others in real life, even if it’s just to share Instagram worthy moments. Sitting at home on their computer doesn’t give millennials much to talk about. But going into a physical office allows millennials to expand their networks both online and offline and meet new people to share experiences with.

Shared workspaces encourage openness and the exchanging of ideas far more than the traditional closed off cubicles.

3) Shared Workspaces Save Money for Amenities

Millennials love having fun amenities at work, and one way to achieve this is by saving money using shared workspaces. Instead of allotting every employee their own desk, cubicle, and computer, offices are starting to have general workspaces.

The money that was once used on formal workstations is now put into collaborative fun stations. Game rooms, craft beer on tap, and in-house yoga are some of the amenities that frequent millennial driven businesses.

These amenities are not fruitless. Incorporating fun into the office can improve profits and workplace morale.

If You Want to Attract Millennials Consider a Shared Workspace Environment

The trend of the sharing economy is not going away. Millennials want open and collaborative workspaces so they feel like they’re part of the community and can connect with their co-workers.

If you have any questions about this article or any of our products or services please contact us! Looking for ways to save money on buying trendy office furniture that millennials will love? Check out our guide here.

How Conference Room Design Impacts Client Relationships

conference room design

Who cares about how the conference room looks, right? After all, clients and employees only care about how business is conducted. Nobody really pays attention to the conference room design.

Wrong!

The layout and design of the conference room matters. This is where important decisions are made. And this is where companies and clients forge and build long-term relationships.

Think the design of your meeting area is still insignificant? Looking to optimize your meeting space for better company performance? Read on for some ways the design and layout of your conference rooms impact client relationships!

Open Space Encourages Communication

Getting the space right in a conference room can be challenging. Not every conference room is the same size. And not every client has the same taste in room preference. So, what’s the most effective conference room design to create with every client in mind?

The rule of thumb for space is this: Too little and too much space are equally uncomfortable. You want to make sure that everyone in the meeting isn’t bumping into one another. But too much space can feel cold, intimidating, and impersonal. People communicate better when there’s space between them. You can encourage more communication by creating space that’s not too spacious.

Keep the table away from the walls and center it appropriately. People should be able to pull their chairs in and out with ease. Finding a balance between the walls and furniture is also key. That means making sure space works for big and small meetings alike. You’ll also want to make sure there are also enough chairs to go around!

Natural Light Enhances the Mood

People can feel drained when they’re surrounded by fluorescent lights all day. And some people even get headaches from the harshness of them. Most offices have fluorescent lighting. So, this the challenge when it comes to planning the lighting in your conference room design. This is where natural light comes in.

Natural light is softer than artificial light. Yet, it turns out that brightness affects mood both negatively and positively. So, ultra-bright days can have as gloomy of an effect as rainy days. That’s where it helps to have curtains or blinds. That way, you can tone down the brightness of a room when need be. Unfortunately, this doesn’t help conference rooms that have few or no windows. But luckily, you can incorporate floor and desk lamps.

Aim for lamps and lighting systems that are easily adjusted with dimmers. That way, you can adjust the lighting and make it mimic natural light as much as possible.

Poor Sound Management is Distracting

Conference rooms with poor acoustics can subconsciously affect clients and their decisions. So, it’s important to pay attention to how sounds reverberate and echo throughout the room. Consider how the chairs sound when they’re pulled in and out. Listen to how things sound when they’re dropped, or how laptops sound when used in the room. This is also a good time to test the sound equipment of the computers or projectors. Are they distracting and noisy? Every now and then, check the chairs and tables. If they wobble or squeak, fix or replace them.

Don’t underestimate sound when planning your conference room design!

Technology Can Help (or Hinder) the Experience

Projectors, computers, TV screens, and whiteboards are staples of the conference room. Your meetings can’t survive without them. But when can they be a problem? For one thing, it’s embarrassing when a display screen or whiteboard is too small. Broken equipment or computer chords that spill over each other look just as bad. It’s important to plan around the purpose of the room. You should have the necessary equipment and make enough room for it.

With that said, you should also be wary of excess decor. It’s good to add personal touches like paintings, photographs, or plants. But too much decor, or decor that speaks loudly, can be distracting. It’s also important to choose the right furniture that’s both professional and comfortable. The more comfortable the clients are, the happier they’ll be.

Find Your Perfect Conference Room Design

Ready to generate more clients and build better partnerships? Prepared to create a meeting space that clients and employees alike will love? We’re all about creating the best business environments here at Work Space Solutions.

Contact us today for your conference room furniture needs!

7 Design Solutions for Making Your Office Feel Bigger

design solutionsIs your tiny office space affecting your work flow?

Well, it doesn’t have to be that way!

By utilizing some super simple design solutions, your office space can go from feeling cramped and crowded to feeling spacious and comfortable in no time.

Here are seven easy design solutions to make your office feel bigger.

Let’s get started!

Paper Storage

Those piles of paper on your desk are taking up more space than you think!

Some files can be stored digitally. Just make sure that you educate yourself about the ins and outs of digital storage before you get started to ensure maximum privacy and protection for yourself and your clients.

For the documents that can’t be stored digitally or are too important to risk losing into cyberspace, organize them in a filing cabinet. The top can be used as a surface to decorate or provide even more storage opportunities.

Use Color

The color of the walls and floor can make a room look bigger or smaller depending on their shade and placement. Here’s how.

Dark colors on the walls will make any room feel smaller. Keep the walls of your office space light to make the room appear more open. Off-white, cream or yellow are great options for making your office feel more spacious.

The opposite goes for the floor. Darker colors for your office floor will make it appear larger. For a quick fix, try a dark-colored rug.

Hang Some Mirrors

Trick your brain into feeling like you’re in a bigger office than you are by using mirrors!

Hanging mirrors around the walls of your office will give it the appearance of extending much further than it actually does. The reflection of light will also brighten the space. This subtle addition to your office design can make a huge difference in how you feel while at work!

Get Rid of Wires

Mouse wires, phone wires, printer wires, computer wires… they could be taking up more space in your office than you realize.

These days, you can get a wireless version of virtually anything. Make your office wire-free to clear more space. Visual simplicity is the key to successful office design solutions.

Clean up Clutter

Minimalism is important when it comes to maximizing your tiny office space.

Getting rid of anything that you don’t absolutely need will make the space look much bigger- not to mention making your work life more organized as well!

Ditch the outdated magazines, unused furniture, and piles of paper to declutter your office.

Use Walls for Storage

Why stick with floor space when it comes to storing things at the office?

Get creative with wall shelving to make more room on your office floor and help with organization.

Change up Your Chair

Traditional office chairs can take up lots of space, and can also be detrimental to your health.

Ditch your current office chair and look into some different options. Save space and make a positive change for your health with this easy solution!

There You Have It

Use these simple design solutions and you’ll feel like you have a new, spacious office!

Remember to continually reduce any unneeded items to keep the space visually open and organized.

Guide: How to Create the Ideal Work Environment

The ideal work environment varies from office to office. For some companies, bean bag chairs and plenty of snacks work to enhance the 9-5 experience.

Others may prefer a more structured arrangement–complete with defined seating arrangements and built-in privacy.

From arranging special furniture to selecting the perfect paint colors, here are a few tips to help you nail the ideal work environment for your business.

Collaboration

Does your current office design promote collaboration or is it hard to get people away from their desks and talking to one another?

These days, modern offices are increasingly moving toward an open plan.

The idea is, you’ll break down cubicle walls in favor of more flexible seating that encourages people to engage with one another, rather than being siloed off in their little area.

So how do you create this ideal work environment within your office? Well, the secret lies in the furniture. Consider setting up bench-like work areas or skipping assigned seating for a work space that feels more like your favorite library or cafe.

The flip side of the collaboration trend is, sometimes you do need some cordoned off space to meet and discuss more private matters.

Should you opt for an open plan, consider setting up other offices where people can hold meetings or have a moment of quiet reflection.

Choose the Right Colors

The ideal work environment should inspire creativity, not block great ideas from making their way down the pipeline.

We’ve all been in drab offices that do little more than slow down the passage of time, yet, over-the-top clutter and crazy colors can be jarring or distracting when you’re trying to think.

Color can make you happy or more depressed, motivated or lazy.

You don’t want to stress out your staff. Seek out calming colors like green and blue for best results. Green promotes harmony and creativity, while blue offers trust, along with a soothing clarity.

But, if this all sounds a bit boring–consider adding pops of color here and there. Say, a yellow wall to increase the flow of ideas or red accents to inspire passion and excitement.

Even different rooms can have different colors according to their intended use.

Flexibility

Flexibility is huge in today’s workplace. Modular units, adjustable standing desks, and wheels, wheels, wheels—all are essential in working together to create a space that works how you need it to.

If your office demands a certain level of flexibility, you may want to consider making the move toward minimalism. Think–laptops employees can easily move around and work spaces kept clean and clear.

If it’s a lot of work to move furniture around, you won’t actually do it, after all.

Learn More About Creating the Ideal Work Environment

Got a vision in mind? At Work Space Solutions, we’re all about helping you create a climate where you and your employees can thrive.

Contact us today, and we’ll help you find the right furniture–whether that’s bouncy balls or benches–to enable success.

Alloy Benching – Desks & Workstations

Define Personal Space, Encourage Interaction

Alloy Benching by National Office Furniture bridges the gap between personal offices and open plan spaces. Alloy Benching offers standard, standing-height, or adjustable-height desk options, multiple-configurations possibilities, base color choices, and various electrical solutions allowing you to easily tailor it to fit your needs.

Fixed height powered units feature an integrated trough for easy plug and play capabilities and cord management. Add desktop grommets to further expand power, data, and technology management options. With power and data options within arm’s reach, Alloy facilitates a hub of activity within individual work zones.