Some companies still use papers for documentation, and it turns out that each end of the month, there are invoices, receipts, and forms compiled on boxes.
Much worse, boxes are stacked over time. Not only that, decors and props that were used from the previous company events are piled on one side of the office.
This setup can affect a company’s routine as these junks are added frustration to the workforce. Not to mention that it can be troublesome to find a specific document on boxes that are stacked up around the department.
Now is the time to consider a mini storage unit to safe-keep those documents that eat up office space. This small investment can be useful in short-term mobility and quick process flow of transactions.
1. Your office has too much clutter
A cluttered office will leave the impression of an untidy and lazy environment. It can also be labeled as unprofessional and chaotic. Keep in mind that even a small business can impress a client by showing off how organized a company is.
The design team should consider proper storage management in the first place. In case the office area does not have enough storage units to keep the priority documents, National Mini Storage Units Auckland advises to at least create a free-flowing space that will not disturb the transaction process.
Consider additional aesthetics on spaces to attract potential clients and stakeholders, then plan again in case additional space is needed for documentation.
Office spring cleaning should also start with a plan, and the first step to organize is to create a detailed and comprehensive inventory. An inventory list should consider the most important documents that are safe-kept in the office, while the outdated documents are compiled, boxed, and put in a mini storage unit facility.
A good looking workspace attracts positivity for all; whether be it for employees, clients, and management.
2. You need more to make extra space
Business growth is inevitable, and it requires additional space. But what if there is still limited space despite all document organization?
Another plan for the design team is to include newly hired employees where to put them in the office. How much equipment will they be needing? Are they placed on the right flow of transactions? Do they need extra space for documents?
Two things should be considered in this event: First, expand your office space, either horizontal or vertical expansion. Work station re-arrangement is also an option for ease in the transaction. Second, rent a mini storage unit facility that will keep your documents and other unused office items.
Expanding an office requires high effort, capital, and time. Therefore the best way to consider for the meantime is to rent a storage facility until the company copes up to invest in expansion.
3. You need more security
Keeping valuable documents in the office will have a chance of risks, which includes theft and natural calamities. Investing in an in-house security and surveillance system also requires high capital.
Considering renting a storage facility is an option for safekeeping valuable documents. Storing documents in storage facilities should not be limited to old documents and unused items.
Storage facilities also provide surveillance systems that are included in your payment terms. Some security and surveillance systems include a 24/7 digital surveillance system, protected password access, employee protocol, and adequate lighting on the premises.
Since this is a third-party facility, the vital information to access the facility should also be limited to the top management for valuable documents.
4. You need to store extra equipment someplace
Purchasing office equipment for spare use is also useful in case existing equipment is near depreciating. It also requires additional space on storing either spares or the replaced equipment.
One consideration is to sell the replaced equipment, especially if it is still functional, although depreciated. Since it will be tough to have income from depreciated equipment, it is better to move it to a storage facility. Furthermore, it can be restored and reused soon.
Large equipment that can be reused are tables, cabinets, and chairs. It also has cost-efficiency measures in terms of repairing and restoring this equipment instead of repurchasing a new one.
Computers and laptops are equipment that needs additional units since they are depreciating fast, one way to keep old units is first to back up all data before putting it to the storage facility.
If the company has enough capital, then this restored equipment can be used and will save more money.
5. You plan to do a little renovating in the office
Renovating and reinventing the office will give a fresh start for employees and also uplift their motivation to work. The hard part of this is that the office should be business as usual even though the equipment and documents are cramped around the office.
That said, those items should be placed on storage facilities for the meantime.
Since renovation is a short-term activity, the items should be safe-kept from external factors such as climate, lighting, and humidity. This will be hard for steel furniture and gadgets since they are prone to rust and breakage.
To make sure that these items are okay after the renovation, plan the placement of equipment and documents to what are the most priority up to the least.
Whether it be for renovation, for expansion, or safekeeping of documents, storage facilities should be considered for the short-term keeping of documents and equipment.