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How Interior Designers Make FF&E Procurement Easier

Wed, 29 Apr 2026 14:30:04 GMT

When it comes to interior design, one acronym we hear often is FF&E.

This stands for Furniture, Fixtures, and Equipment , and it encompasses the essential components that make a space functional and aesthetically pleasing. FF&E procurement, therefore, plays a crucial role in the creation or renovation of any property, from hotels and offices to schools and healthcare facilities.

For businesses, FF&E procurement can be an investment in employee well-being, operational efficiency, and aesthetics. For hotels, it directly impacts guest experience and, ultimately, the establishment’s reputation.

Interior Designers play a pivotal role in making FF&E procurement not only easier but also more streamlined, efficient, and aligned with the project’s goals.

Interior designers bring expertise, organization, and an understanding of both aesthetics and functionality, which is invaluable when managing the complexities of FF&E procurement. Here’s how they make the process easier for everyone involved:

1. Clear Vision and Detailed Specifications

One of the first and most important steps in FF&E procurement is creating a clear vision for the space. Interior designers bring this clarity to the table. By collaborating with clients to define the design intent, budget, and performance expectations, they ensure that specifications are thorough and detailed.

Design intent alignment : Designers help translate the client’s vision into tangible choices. They ensure the furniture, fixtures, and equipment not only match the desired aesthetic but also meet functional requirements.

Comprehensive specifications : They provide detailed specs (materials, finishes, dimensions, etc.), reducing ambiguity and ensuring that what’s ordered matches the original design concept.

By having these specifications clearly outlined upfront, designers eliminate the risk of

miscommunication and unnecessary changes later in the process.

Photo: collaborative-office

2. Sourcing and Vendor Selection Expertise

Interior designers are connected within the design industry and typically have established relationships with a wide range of reliable vendors. This network is invaluable for FF&E procurement. Rather than clients or project managers spending time vetting vendors or searching for the best suppliers, designers can streamline the process by providing trusted recommendations.

Vendor connections : Designers often have long-standing relationships with furniture manufacturers, fabricators, and suppliers, ensuring that quality materials and products are sourced quickly and cost-effectively.

Customization options : If a custom piece is required, designers know how to approach the right suppliers to meet exact specifications, ensuring the final product aligns perfectly with the design vision.

Having these established relationships not only saves time but often leads to better pricing, better service, and more reliable delivery schedules.

Photo: NeoCon Chicago

3. Budget Management and Cost Control

FF&E procurement can easily spiral out of control if costs aren’t carefully monitored. Interior designers are experts at managing budgets while still delivering high-quality, functional, and aesthetically pleasing results. They act as intermediaries between the client and the vendor, helping to keep the project on budget without sacrificing design quality.

Value engineering : Designers help identify ways to achieve design goals without exceeding budget limits, whether it’s by recommending alternative materials or adjusting specifications for more cost-effective options.

Cost tracking : Throughout the procurement process, interior designers track all purchases and expenditures to ensure the project stays within budget, avoiding surprises down the line.

Their ability to balance aesthetics with budget considerations ensures that the project’s financial and design goals are always aligned.

Photo: ethosource

4. Time Management and Coordination

One of the biggest challenges in FF&E procurement is staying on schedule. Delays in product delivery, installation hiccups, or shipping errors can all cause costly disruptions to the project timeline. Interior designers are experts at managing time-sensitive elements, ensuring that everything arrives when needed and fits into the overall schedule.

Scheduling and timelines : Designers create realistic delivery timelines and work closely with vendors to confirm lead times for each FF&E item, ensuring that everything arrives on time and in the right order.

Logistics coordination : From managing shipments to overseeing installations, interior designers coordinate all aspects of FF&E logistics to avoid delays. They often act as the point of contact between the supplier, installation team, and client, keeping things moving forward smoothly.

By managing logistics and timing, designers prevent delays and ensure the project stays on track.

Photo: recon furniture

5. Attention to Detail and Quality Control

Even the smallest oversight can create a ripple effect that delays the project and raises costs. Interior designers bring an educated attention to detail that ensures the procurement process is seamless and that every item is reviewed for quality and compliance with the project’s requirements.

Quality assurance : Designers conduct quality checks on materials and products before they are approved for order, reducing the chance of defects or inconsistencies upon delivery.

Problem-solving : If issues arise with orders or items (e.g., wrong finishes or materials), designers quickly address the problem with vendors, preventing delays and ensuring replacements are made promptly.

This careful oversight ensures that all products meet the client’s expectations and remain aligned with the design concept, avoiding costly rework or replacements later.

Photo: Shutterstock

6. Streamlined Communication Across Teams

The FF&E procurement process involves multiple stakeholders; designers, clients, vendors, contractors, and sometimes project managers, so clear communication is important. Interior designers are skilled coordinators who facilitate communication between all parties, ensuring that everyone is aligned and that nothing falls through the cracks.

Central point of contact : Designers serve as the main liaison between the client, procurement team, and suppliers, ensuring that all parties have the latest information and updates about orders, delivery schedules, and any potential issues.
Managing expectations : Designers are skilled at managing expectations across all stakeholders, from negotiating timelines with vendors to keeping clients informed of any potential changes or delays.

This central role ensures that all communication is streamlined and that everyone is on the same page throughout the procurement process.

Photo: Michael's Global Trading

7. Ensuring Design Intent is Preserved

One of the most significant risks in FF&E procurement is that the final products don’t align with the original design intent. Whether it’s the wrong materials, colors that don’t match, or pieces that don’t fit the space, designers help ensure that every piece of furniture and equipment supports the overall design vision.

Design integrity : Designers constantly ensure that each FF&E element—whether it’s a custom-made piece or an off-the-shelf product—meets the design specifications and fits seamlessly into the space.
Final checks : Before final approval and installation, designers carefully inspect all items for any deviations from the original design concept, making adjustments as needed to stay true to the vision.

Their ability to maintain design integrity ensures that the end result is exactly what was envisioned, creating spaces that are functional, beautiful, and cohesive.

FF&E procurement might seem simple at first glance, but it requires a great deal of expertise and organization to execute successfully. Interior designers make this process easier by bringing clarity, efficiency, and expertise at every step. From clear vision and detailed specifications to managing budgets, timelines, and logistics, their role is essential in ensuring that FF&E procurement runs smoothly, stays within budget, and delivers a final product that aligns with the client’s design goals.

By leveraging industry knowledge, vendor relationships, and project management skills, interior designers turn a potentially complicated and time-consuming process into a seamless and successful part of the overall project.

Circular Design Principles in Interior Design and Why They Matter

Fri, 25 Apr 2025 13:52:22 GMT

Circular design is a sustainable approach to design that considers an entire project at conception, from beginning to end and beyond, to minimize waste and maximize the conscious use of resources and products by creating systems that are regenerative and restorative by intention.

It is grounded in the principles of the circular economy, which contrasts with the traditional “take-make-waste” linear model of production and consumption. Instead, it emphasizes reusing, repurposing, recycling, repairing, and regenerating materials and products to extend their lifecycle.

The product life cycle. Source: medium.com

Core Principles of Circular Design:

Design out waste and pollution

This can be achieved by designing products and processes that are more efficient, consume fewer resources, and generate less waste throughout their lifecycle. By extending the lifespan of products, we reduce the need for constant replacement, thereby diminishing waste generation and conserving valuable resources.

Keep products and materials in use

To facilitate the efficient reuse or recycling of materials, the closed-loop design encourages the creation of products that can be easily taken apart. By designing products for disassembly, we enable their components to be repurposed or recycled, further reducing waste and promoting closed-loop systems.

Regenerate natural systems

Moving to a regenerative system allows us to emulate natural systems. Based closely on the principles of nature, circular design follows the examples found in natural ecosystems, where waste is continuously repurposed or transformed into new valuable resources, creating a closed-loop system. By keeping products and materials in use, less land is required for sourcing raw virgin materials

Source: teknion

Circular Design for Workspaces

Incorporating circular design principles in interior design and construction involves creating adaptable spaces, selecting modular furniture, and using sustainable materials that minimize environmental impact and promote resource efficiency.

Source: swatchbox.com

1 . Material Selection

The use of recycled, recyclable, or biodegradable materials which help to conserve resources and reduce waste (e.g., reclaimed wood, recycled plastic tiles, low-VOC paints).
Opting for durable and low-maintenance, long-lasting materials, reduces the need for frequent replacement and minimizes waste generation.
Choosing modular materials that can be easily disassembled and reused in future fit-outs.
Selecting certified sustainable materials (like Cradle to Cradle, FSC-certified wood)
Use local, renewable materials that regenerate faster than they are consumed (e.g., bamboo, cork).

Demountable Wall Systems Source: pc350.com

2. Design for Disassembly

Use fixtures and fittings that can be taken apart without damage.
Modular walls, flooring systems, or ceiling panels allow for reconfiguration or reuse during office relocation or renovation.

3. Flexibility & Longevity

Create adaptive spaces that can serve multiple functions (e.g., movable partitions, flexible furniture).
Invest in durable, timeless design to avoid frequent renovations.

Source: Warehouse-Lighting.com

4. Furniture & Fixtures

Opt for furniture pieces that can be easily reconfigured, allowing for customization and adaptation to different spaces and needs.
Choose furniture designed for easy repair or updates, ensuring that individual components can be replaced or updated without discarding the entire piece.
Prioritize furniture that can be disassembled, facilitating transportation and reducing the likelihood of damage during relocation, thereby extending its lifespan and reducing waste.
Source second-hand or refurbished furniture or use leasing models where suppliers take back and refurbish furniture at end-of-life.

Teknion Divert Program Source: www.teknion.com/ca/about/divert-ca

5. Waste Reduction During Construction

Implement off-site prefabrication to reduce on-site waste.
Implement processes for efficiently handling and storing materials to minimize damage and waste. This includes ensuring materials are protected from the elements, properly stacked, and organized to prevent unnecessary waste.
Establish a recycling program on-site to segregate and recycle construction waste, such as concrete, wood, metal, and cardboard. This not only reduces waste sent to landfills but also promotes resource efficiency.
Encourage the reuse of materials whenever possible, either within the same project or in future projects. By reusing materials, you can conserve resources and minimize waste generation.
Partner with construction waste management services to divert usable materials from landfill.

Source: circularpartners.ca/viking-recycling

6. End-of-Life Planning

Incorporate take-back schemes for carpets, ceiling tiles, furniture or electronics.
Create documentation (like a “material passport”) to support the reuse or recycling of components in the future.

Source: Teknion.com

Benefits of circular design for Workspaces:

Reduced environmental impact and contribution to sustainability goals.
Lower long-term costs through reuse and durable design.
Improved well-being and productivity of employees from healthier indoor environments.
Enhanced brand image as an environmentally responsible company.
Future-proofed spaces ready to adapt to evolving business needs.

Some barriers to implementing circular design include a lack of awareness and understanding of the concept, resistance to change, limited access to sustainable materials, and the need for new business models that support circularity. Overcoming these barriers requires education, collaboration, and innovation from all stakeholders involved.

Essentially, circular design strengthens the sustainability of our world, requiring designers to use premeditative thought and design toward a circular model. By embracing circular design principles, we can minimize our environmental impact and promote a future that is prosperous and thriving for future generations.

How Space Planning Can Positively Affect Your Workplace, Your Employees and Your Bottom Line

Tue, 26 Mar 2024 20:10:57 GMT

As we have seen in the past few years, the office is changing. The trend to modify and update the traditional working environment is partially due to the new expectations of a younger workforce and the need for employers to maximize space and increase revenue.

Some seem to think the best solution is to relocate to a modern space that can accommodate an increase in employees, therefore increasing profitability with more space and more people. However, it is important to acknowledge that many new and updated office spaces cost more money per square foot, decreasing the potential for profit.

Sometimes, all it takes is a step back to re-assess your existing space and the efficiency of layouts to create an environment that accommodates employees and their ability to work independently as well as collaboratively as well as optimize the flow of space, communication, and productivity within the workplace.

Space planning allows you to reimagine your current space to better serve an evolving working population and style.

Photo: Teknion

WHAT IS SPACE PLANNING

Effective space planning ensures that office space is utilized efficiently, reducing wasted square footage, and potentially lowering real estate costs for employers. Space planning has the power to optimize office layouts.

A well-designed office layout can enhance workflow and productivity by reducing distractions, providing ergonomic workstations, and creating spaces conducive to focused work.

Properly planned office spaces can include areas for team collaboration, meetings, and brainstorming sessions, fostering teamwork and innovation among employees.

Photo: Artopex (Fjord)

WHY IS SPACE PLANNING IMPORTANT FOR SUCCESSFUL OFFICES

A comfortable, functional, and aesthetically pleasing office environment can contribute to higher employee satisfaction, leading to increased retention rates and making the company more attractive to potential recruits. A thoughtfully designed office space also reflects positively on the employer’s brand, conveying professionalism, creativity, and a commitment to employee well-being.

Space planning affects every aspect of a business, from maximizing use of underused areas, increasing the flow of overused areas, and planning for all available space – it reduces overhead costs and allows offices to grow without having to move.

Photo: Warehouse-Lighting.com

EMPLOYEE AND CLIENT BENEFITS

Well planned office spaces prioritize factors such as lighting, ventilation, temperature control and ergonomic furniture, creating a comfortable and healthy work environment for employees. A conducive workspace with minimal distractions and efficient layout can help employees focus better on their tasks, leading to increased productivity and job satisfaction. Office designs that incorporate collaborative spaces encourage interaction, idea sharing, and teamwork among employees, fostering creativity and innovation.

Thoughtful space planning considers factors that contribute to employee well-being, such as access to natural light, greenery, breakout areas, and quiet zones, promoting overall health and happiness. Offices with well-planned spaces for training, workshops, and learning activities support employee development and continuous learning, contributing to career growth and job satisfaction.

A well-designed office space reflects positively on the company’s brand image, professionalism, and attention to detail, leaving a lasting positive impression on clients and visitors. An efficiently planned office layout also supports smooth operations, timely delivery of services, and effective communication with clients, contributing to client satisfaction and loyalty. Properly planned meeting rooms and client interaction areas provide a conducive environment for meetings, presentations, and discussions, enhancing the client experience and communication.

By considering the needs and experiences of both employees and clients in the space planning process, companies can create office environments that not only support productivity and collaboration internally but also enhance the overall experience for external stakeholders such as clients and visitors.

WORKING WITH A REGISTERED INTERIOR DESIGNER ADDS VALUE

Registered Interior Designers have the expertise, knowledge, and experience to create functional, aesthetically pleasing, and compliant office environments that meet the needs of employers and their employees. Interior designers can manage the entire design process, from concept development to implementation, ensuring that the project is completed on time, within budget, and according to quality standards. With access to a network of suppliers, contractors, and vendors, it allows them to source high-quality materials, furniture, and fixtures that align with the design concept and budget constraints. Designers bring creativity and innovation to space planning, exploring new design trends, technologies, and solutions that can improve functionality, aesthetics, and sustainability of office spaces.

How Interior Designers Can Help Fight Climate Change and Reduce Your Carbon Emissions

Wed, 22 Jun 2022 17:18:01 GMT

According to the Global Alliance for Buildings and Construction, the building and construction industry generates 37 percent of the world’s carbon emissions, but it was originally believed that the interiors of these buildings only make up a small part of that percentage.

A new report conducted over the past few years by Carbon Leadership Forum (CLF) and Seattle-based LMN Architects, suggest something quite different: Over the course of an average building’s life span, the carbon footprint of its interiors will equal if not exceed the emissions associated with a building’s structure and envelope.

A building’s carbon footprint refers to the amount of carbon emissions it produces during its operations and activities. Items that contribute to a building’s carbon footprint are energy use, water supply and water use, gas emissions due to transportation of materials to the building site as well as the embodied carbon of those materials used to construct the building.

Embodied carbon accounts for the emissions associated with all the processes involved in extracting, producing, installing, and transporting materials for the purposes of construction. Considering a building’s carbon footprint is something that affects both new construction as well as existing buildings and renovations.

Interior space layouts and internal walls add to a building’s carbon footprint every time they are updated -every interior renovation adds to the carbon footprint of a building.

In commercial buildings, when leases end and spaces fall vacant, new tenants move in and fit out the space to suit their needs or reconfigure existing offices to accommodate expansion and change.

Interior renovations are a very necessary process for commercial and residential buildings in particular. In addition to improving air quality or responding to new findings on health & wellness, there are cultural and societal changes and shifting organizational needs that can be addressed and accommodated through the updating of spaces.

Sustainable design is the process of designing, building, operating, and maintaining a building or place to meet the needs of people today without compromising the needs of people in the future. This can be accomplished through wise resource use, pollution prevention, waste reduction and delivery of equitable social benefits. Interior designers constantly consider design and construction processes that are more sustainable in order to fight climate change and incorporate sustainable design principles in order to reduce their environmental impact.

Sustainable design will help reduce carbon footprints by reducing energy consumption of buildings and offices and offering efficient environmental friendly solutions to clients. HVAC and lighting systems that are energy-efficient or that employ renewable energy sources are also great options that are becoming more and more cost-effective. Choosing finishes that are locally sourced and composed of high recycled content can further reduce the carbon footprint of the building.

Interior Designers need to be deliberate about what products they specify. They have the knowledge and power to specify low carbon alternatives. They have access to manufacturers of interior products who have made significant effort and progress on their own carbon footprints while others are providing data through Environmental Product Declarations.

Acoustical panels, ceiling panels, carpet & flooring are some areas where attention can be focused to reduce carbon emissions. Interior designers can also incorporate reuse and reclamation of furniture and interior elements into projects. End of life strategies and design for disassembly should also be adopted and incorporated into all project policies.

It is important to note that none of these design strategies should ever sacrifice the progress that Interior Design has made which is centered on human wellness, health and inclusivity.

Interior Designers can assist in reducing the embodied carbon in interior renovations by talking to our clients and help them see that their spaces can impact the environment in a positive way by using materials which have an environmental benefit. Designers have a responsibility and opportunity to design low embodied carbon buildings through design decisions and innovation. We can also influence contractors through partnership to reduce embodied carbon without increasing the cost of construction.

Climate change affects our environment, our health, and ties to all we do. It is personal. We all need to act and do our part.

2022 - Interior Design Trends for the Modern Office

Mon, 31 Jan 2022 18:36:00 GMT

Office design trends have changed significantly due to the COVID-19 pandemic. Throughout the world, more and more companies continue to incorporate sustainable work practices, technological innovations and a focus on employee wellbeing to shape the way we live and work.

In 2022, flexibility, functionality, and comfort will be the main focus for modern office design.

Photo: Artopex (Fjord)

Flexible Workspaces - The last two years have shown that people are able to work from pretty much anywhere, so it is important for businesses to create flexible workspaces that can adapt to each individual's way of working. Businesses will need to be smart with workplace design to ensure their spaces can be used in multiple ways and promote flexible work styles. It is no longer enough to plan for " x" number of desks. Workplace designs should ensure flexible spaces (rather than allocating everyone into an individual desk) by using open worktables, individual workstations and soft spaces and allow for employee choice. Implementation of unassigned work stations, cafe areas, casual areas with couches, formal conference rooms, quiet areas or pods, and gathering spaces for employees to work will create a dynamic office environment for employees to increase productivity levels and boost engagement.

Photo: Teknion

Wellbeing and Human Based Design – The pandemic has accentuated the value of our individual staff members, and of the importance of their health and wellbeing in the productivity and profitability of any company. With businesses now taking into account both the mental and physical health of their employees, the office design sector is taking note. Design measures such as social distancing elements, furnishings, flow management, handwashing and sanitization stations not only guard against illness, but also assist in alleviating any anxieties staff members might have about returning to the workplace. Along with the above measures, offices are incorporating elements such as biophilia, cleaner air ventilation and greater areas of natural light.

Designs using wellbeing certifications such as WELL reassure staff they are returning to safe workplaces.

We also see 2022 as the year we bring the benefits and comforts of home into the workplace. People have become used to working from the comfort of their own home, so comfort definitely needs to be a top priority for your office. Adding elements such as area rugs and soft seating are great examples of achieving this. Design emphasis is also being made on noise reduction and quiet zones/pods. Sound absorbing elements like carpeting, acoustic partitions, plants and white noise are all great options to achieve a quieter atmosphere.

Technology a nd Smart Offices – Remote working has determined and increased our reliance on digital information. These technologies and innovations are now becoming rapidly incorporated into the design of our office spaces and buildings.

Smart workspaces are using digital sensors to monitor and respond to things like occupancy, air quality, natural light levels and more. Touchless doors and fixtures help keep employees safe and allow them to move around the spaces easily. Desk booking apps help maintain a smooth flow of staff ensuring only one person touches a particular desk each day and assist with social distancing. Other items that are becoming common in the design of workspaces are wireless chargers, voice activated equipment and video conferencing collaboration tools.

Photo: Warehouse-Lighting.com

Sustainability - Environmental impact of materials is becoming increasingly important to employees, employers, and designers alike. Being eco-friendly means that every item you purchase for your space is thoughtfully chosen to not negatively impact the environment. Work with eco-conscious manufacturers that use products from sustainable materials and are carbon neutral.

Aside from sustainable materials, an eco-friendly office should focus on energy efficiency. LED lighting and increased access to natural lighting are not only energy efficient, but also increase productivity for employees . Designs using sustainable processes and certifications such as LEED ensure that the most up to date technologies and guidelines are being put into place.

Photo: Teknion - Leverage with Zones

Connectivity and Community – One of the biggest changes to the modern office is that it is no longer just a place with a desk – offices have become a destination. For many, a day in the office has become a refreshing opportunity to see friends and coworkers , to be inspired, to collaborate and to re-connect. This means that office design models will include a focus on amenities and communal experiences. This design trend has accelerated with the impact of Covid 19 and will continue to influence the way we view work and workplace design.

If you want to find out how the latest office design trends can benefit your workplace, contact one of our interior design professionals.

Inclusive Design in the Workplace

Mon, 29 Nov 2021 19:44:58 GMT

The best designed spaces have always been those that are centered on their users. Pre-pandemic research shows the average person spending nearly 90,000 hours at the office over their lifetime.

Today’s companies consist of diverse, multigenerational employees and inclusive design will not only help accommodate the varied needs and preferences of different people, but make them feel welcome, valuable and productive. Inclusive design is a win-win for both employers and employees alike.

The Accessibility for Ontarians with Disabilities Act (AODA) was introduced in 2005 with the goal of a completely accessible Ontario by the year 2025. Amendments to the Ontario Building Code were made in 2013 in accordance with the AODA. These amendments enhanced accessibility requirements in newly constructed buildings and extensive renovations.

It is essential to rely on a design team who can recommend the most effective methods and products to accomplish an organization’s design goals.

Also known as ‘universal design’, inclusive design is intended to include everyone in the design of a workplace. The design and composition of an environment should ensure that it can be accessed, understood and used to the greatest extent possible by all people regardless of their age, size, gender, ability or disability.’

While Universal Design can be applied to any product, whether that be a building, service or tool, solutions designed using this approach serve not only the needs of a single minority group, but also create an environment that is accessible and convenient for all.

Inclusive design prevents the need for retrofitting, and ensures all employees – from those with physical disabilities, to older workers, to those with no disabilities at all – can reach all areas of a workplace, use the equipment and function fully.

7 Principle s of Inclusive (Universal) Design include:

1. Equitable Use - The design is useful and marketable to people with diverse abilities.

2. Flexibility in Use - The design accommodates a wide range of individual preferences and abilities.

3. Simple and Intuitive Use - Use of the design is easy to understand, regardless of the user’s experience, knowledge, language skills or current concentration level.

4. Perceptible Information - The design communicates necessary information effectively to the user, regardless of ambient conditions or the user’s sensory abilities.

5. Tolerance for Error - The design minimizes hazards and the adverse consequences of accidental or unintended actions.

6. Low Physical Effort - The design can be used efficiently and comfortably and with a minimum of fatigue.

7. Size and Space for Approach and Use - Appropriate size and space is provided for approach, reach, manipulation, and use regardless of user’s body size, posture, or mobility.

Offices may choose to offer a variety of different areas where work can be accomplished. The variety of space will suit not only employees with disabilities, but also those with different work preferences. If someone works better in a small meeting room rather than an open concept office space with no walls, for example, they would able to do so in today’s modern offices.

Sit-to-stand desks and circadian lighting are also a great option to include for today’s office environments to allow for personalized workspaces that ensure greater emphasis on employee health and wellness.

Facilities are also becoming increasingly supportive of a broader range of multifunctional, leisure, and age inclusive uses.

Universal washrooms and change rooms are another crucial component to ensuring that our facilities are safe and accessible for the widest range of users who in turn require service in a wider range of manners.

Photo: Teknion

Examples of inclusive design elements in the workplace can include door handles that are levers rather than knobs, flat-panel light switches and sensors rather than the traditional toggle switches, large-print labeling on signage with contrasting colours and instructions for equipment, wide doorways and hallways and spacious alcoves with turning space.

Other aspects of inclusive design in the workplace include:

Ramps instead of stairs
Use of different colors for horizontal and vertical surfaces and changes in elevation to reduce the risk of falls and to help those with vision impairments
Removal of obstructions from hallways or open spaces
Providing blinds or curtains to eliminate glare on computer screens
Investing in ergonomic chairs, desks, keyboards and monitors with storage accessible for people of all heights
Installation of multi-sensory safety alarms (visual, audible) and large-print instructions for emergency and safety equipment

At ergo office plus, we are thoroughly informed about AODA compliance and the Ontario Building Code and can assist with your design needs to ensure your spaces are inclusive and aligned with the goals of your organization .

Move Management - Managing Change in your Organization

Mon, 23 Aug 2021 14:07:01 GMT

What is Move Management?

Move management is the process of moving one or more employees from one location to another or in and out of your organization. Organizations experience moves all the time. Whether adapting to company growth, moving entire teams to a new location or relocating individuals, it’s important to manage the process from start to finish.

There are varying types of move management–there are Moves, Adds and Changes (MAC), which are typically simple moves, you’re either moving an employee from one location to another within your organization, you might be adding employees and onboarding them or perhaps someone got a promotion and they need to move work spaces.

The other type of move–which is much bigger and more complicated–is a project move. A project move is taking a handful of people to thousands of people and perhaps moving them from one location to another, completely restacking a building or even bringing a new building online. A project move requires a lot of coordination from various stakeholders in order for the move process to go smoothly.

Anishinaabek Discovery Centre

Move Management

The success of any move is determined by the attention to detail throughout all phases of your move. A Move Manager will serve as your single point of contact and supervise all move-related activities. They will be the first person on site, and the last to leave and will work closely with your team to understand expectations, protocols, logistics and coordination for a smooth transition into your new space.

Ministry of Northern Development and Mines

Planning

Planning involves high-level coordination between the clients, designers and move managers. Move planning entails coordination from various departments including IT–you need to be able to track not just the move, but the location of the assets tied to the move (the employees chair, phone, laptop, etc.), facilities and telecom groups.

Joe Ruscio Professional Corporation - Cavera Inc

Coordination

Move coordination means getting the right information at the right time to both internal and external vendors to ensure the move happens in the proper order and on time. Being able to not only coordinate with external vendors but having internal coordination within your organization is crucial. Coordination takes place from the moment the move is planned all the way through the process of making sure the move goes as planned and making sure the employee gets into their new location smoothly with little disruption to their work.

Sault Area Hospital

Process Review

After the move, a review should be conducted using follow up surveys. How did the move go? Is the employee able to accomplish their job in their new spot? Are they satisfied with how the move went and their new location? Could things have gone better? Did everything get moved in time? This move data can then be analyzed to uncover issues and determine areas for improvement in the future. Did you actually perform as a team and are the employees happy with the process? This process review enables you to continually optimize and improve your move process over time.

Whether you’re planning an internal move or moving your organization to a new location, Ergo Office Plus can help. Relocations are complex, time-consuming projects that can have a major impact on productivity—and your bottom line—if not managed correctly. Ergo Office Plus has experience handling moves from a few to 5,000 people. Our Move Management Services not only include employee files and work tools, technology and equipment, we also offer de-install/re-install of furniture and other related services.

The impact of the Pandemic on Commercial Businesses and Their Spaces

Fri, 13 Aug 2021 18:28:56 GMT

COVID-19 has accelerated a range of preexisting trends in the commercial property sector around health and wellbeing, activity based working, flexibility and the drive for better space utilization. Sustainability, smart buildings and the digital workplace are also reshaping the commercial offer. Taken together, these trends and developments will profoundly impact the kinds of workplaces likely to be needed in a post-pandemic world.

One way that organizations can operate more efficiently after the pandemic is by rethinking their real estate footprint. Several potentially advantageous options can be implemented, whether you are an owner or a tenant, and whether your premises are an office, industrial, or commercial space.

Questions business owners will need to ask themselves:

Is my real estate space still suited to my operations?
How will my business or industry change over the next few years?
What improvements can I make in my spaces to achieve better performance?
How will my customers respond after the pandemic? What will their new consumption patterns be and what new expectations will they have of my service?
How will remote work and the use of technology affect my business and my business model?
How can I protect employee and customer health and safety in my spaces?
How do I attract and hire new talent?

Some things to consider:

Reducing the space footprint or reworking it
Amalgamating spaces located in different buildings (satellite offices)
Extending hours of service in response to demands for flexibility
Adapting Leasehold improvements to current needs
Obtaining certification that business operations comply with sanitary requirements
Access to specialized common spaces and/or janitorial services

How Ergo Office Plus can help

Ergo Office Plus can help you adapt a variety of solutions based on your business needs, to ensure your space is an asset and not a financial burden. We can help you with:

Feasibility study of your space, of your needs and of your assets
Design and Reconfiguration of your space to accommodate multiple work zones and provide a diversified working environment
Budget and Planning models
Furniture Consultation, Specification and Acquisition
Company Relocation and Move Management
Acquisition and disposition of assets
Storage Management and space maximization
Health and Wellness processes and Certification

Office Acoustics: Why it matters and how to manage it

Thu, 22 Jul 2021 17:43:23 GMT

Many workplaces now incorporate open-concept offices to encourage collaboration and team-building. They also provide many benefits including improved access to natural light and ventilation. However, office noise can lead to decreased productivity and stress.

Proper design and construction are not always enough to achieve acoustic comfort in buildings. Sources that contribute to acoustic dissatisfaction such as sound transmission from internal and external sources, footfall noise and voices from adjacent spaces are difficult to control. Lower dividing panels and bench style work stations as well as sofas and lounge areas have led to distractions, lack of privacy and overall employee dissatisfaction.

Fortunately, there are strategies for open-concept designs which can mitigate excessive noise, lack of privacy and focus. One very important strategy is to review and consider your office acoustics and incorporate acoustic planning into your space.

Although the best time to mitigate sound issues is during design, there are still ways to modify an existing space to reduce distractions and maintain productivity and collaboration.

There are plenty of design solutions, including simple and innovative tactics for reducing noise in your office right now.

Photo: Teknion

Dedicated Loud and Quiet Work Zones

A simple and cost effective way to reduce the impact of noise in the workspace is to create an acoustic plan and redefine the furniture layout into dedicated work zones. Separate your active workgroups and office equipment from your low energy workgroups to create loud and quiet zones. This will reduce acoustic disruptions from internal noise and increase speech privacy.

Photo: Teknion

Sound Absorbing Materials

Workspaces with multiple hard surfaces will contribute to noise reverberation from footsteps and sounds of voices which can cause high levels of ambient noise and contribute to additional stress for employees.

By adding soft surfaces within your space, you can reduce the reflection of sound while contributing to the overall branding and aesthetic design of the office.

Options such as acoustic panels, curtains, wall coverings and greenery can be easily installed on walls in areas where active communication is present. Modular walls and screens can be incorporated to create quiet areas where privacy and concentration are required.

Photo:Teknion

Furnishings

An open-concept office allows employees flexibility and choice to work in a space that is comfortable and productive. Modular spaces and furnishings can also provide acoustic value to assist with sound control.
Many furnishings are designed with acoustic materials and sound-absorbing panels positioned strategically where they will be most useful. Soft seating and sofas, as well as chairs, filing units, desks and shelving can be purchased and designed to help absorb sound and provide essential acoustic value.

Ceilings and Floors

Acoustic ceiling tiles are a great way to reduce the reverberation of sound in spaces. However, many modern spaces are now opting for tall open ceilings with exposed ductwork, beams and steel joists. In these situations, ceiling mounted acoustic panels and baffles are a great option without detracting from the lighting or aesthetic style.

Flooring is also essential in the role of reducing sound movement. Carpeting, area rugs and other materials such as cork flooring tiles are considered sound-sensitive and can provide effective sound dampening and beneficial office acoustics.

Sound Masking

There are many acoustical solutions that work toward the reduction of noise and unwanted sounds. Sound masking is an innovative system which adds specific regulated sound through speakers which can be installed systematically throughout a space. The speakers produce "white noise" as a background sound which helps cover a spectrum of speech or excessive silence. This system is able to adjust to the noise levels within an office, increasing or decreasing volume as needed.

Many building standards now include acoustics and the reduction of noise in the workplace to improve the wellbeing of the users. A well-designed acoustical workplace will feel comfortable to employees and production and collaboration will be enhanced.

Good workplace acoustics should be on the design checklist for every office space to benefit clients and employees.

Wellness and the Workplace

Fri, 18 Jun 2021 19:34:36 GMT

With employees returning to the workplace, it is more important than ever to ensure that our buildings and spaces are working to promote strategies that enhance human health and well-being. The return to the workplace will mean buildings and workplace design will be focused on the safety, health and wellness of building occupants.

A year of mask wearing, frequent handwashing, and social distancing has definitely changed the ways that we view office safety and sanitation. While many offices had temporary measures in place to ensure health and safety, there are also significant long-term changes that will last even once fears over the pandemic fade.

Office designs and layouts can help encourage healthy behaviors and create a comfortable environment for employees coming back from remote work. They can also promote a collaborative environment while still maintaining safety measures for their workers.

desk pods - Desk pods allow three to four workers to collaborate while still providing distance and encourage both safety and teamwork.
desk distancing - Office layouts using alternating desk and workspace layouts and having them face away from each other makes it easier for employees to maintain their distance.
outdoor office spaces - While not possible for all companies in all climates, many offices are setting up outdoor office spaces.
smaller conference areas - Smaller conference rooms encourage small group collaborations while still allowing staff to maintain a healthy distance without taking up a large conference room.

To better understand how the layout of the workplace (and technologies within it) are changing due to the pandemic, we would like to note the top office trends we are expecting to become common place.

Remote/Office Work Balance -

Remote working became essential to many businesses to ensure continuity during the COVID-19 health crisis. Now that many businesses are opening back up, having the flexibility to work from home (or from anywhere) seems to be a continued preference.

Although organizations may have full-time remote working capabilities, it doesn’t mean you’re ready to completely say goodbye to office life. Many factors like corporate culture, demographics, employee work styles, and more will have an impact on the return to the office decision.

Working in an office strengthens humanity and innovation, purpose, energy, wellbeing, talent, culture, and beyond.

The obvious solution for many may be having the flexibility to skip the commute, as well as the opportunity to work face-to-face with colleagues. This would help support the work-life balance and overall employee happiness.

Sanitization -

Organizations will need to make it easier for employees to keep up with proper hygiene in the COVID-19 era. That can be accomplished by adding sinks in kitchens and break rooms, or having multiple hand sanitizer dispensers in key places around the office.

It will also be important to make other adjustments to help with office sanitation such as assigning lockers, file drawers, or cabinets to individuals. Trash cans should be placed in communal areas (as opposed to individual desks) to consolidate sanitation.

Photo: Teknion

Flexible Workspaces -

The need to collaborate effectively within teams and across departments has inspired new forms of meeting spaces in offices.

Hot Desking, which does away with the traditional personal working space, includes different co-working zones and think spaces.

Office design will also need to include more boundaries or barriers such as curtains, walls, or shields so that employees can choose seats that allow them to distance themselves from others. Seats will also need to be placed so that colleagues don’t need to directly face one another.

Hands Free Touchless Technology and Design -

A big office design trend in 2021 will definitely be the implementation of hands-free technology to limit surface touching and the spread of a viruses in the workplace. Examples of this may include touchless washroom and kitchen fixtures and accessories, door access, and wireless systems for presentations and video conferencing.

There will also be more voice activation or VOIP communication tools, artificial intelligence, and other hands-free controls incorporated throughout office spaces.

Smart Materials and Nature based design -

Smart materials that are easy to maintain, resist mold, and promote good indoor air quality should be a priority for office spaces.

In addition, offices will need to ventilate better with outdoor air to dilute airborne contaminants and lower transmission opportunities. Air purification units for office spaces and individual work zones will assist with filtering out particulate matter and virus-laden aerosols.

HVAC systems should also be updated to improve air circulation and filtration.

Offices are also going green as nature-inspired designs are being incorporated to bring elements of the outdoors inside. Biophilic design aims for visual connectivity between humans and nature.

Office plants such as Living Walls also help to improve air quality and lead to a healthier quality of life for employees. You can learn more about this topic by reading Biophilic Design in the Workplace .

Even among an increasingly remote workforce, companies are welcoming new office design developments and technologies to boost workplace safety, productivity, and overall well-being.

As we continue to navigate a global pandemic and its aftermath, it is hopeful as we look forward to a brighter future filled with disruptive office design innovations that will focus on making sure that employees have the necessary health and work-life balance tools.

Incorporating Biophilic Design in the Workplace

Tue, 23 Feb 2021 21:33:34 GMT

Biophilia (the love of nature) focuses on the human attraction to nature and natural processes.

Biophilic Design addresses this human love for nature and incorporates these concepts to improve the spaces we live and work in providing numerous benefits to our health. Incorporating direct or indirect elements of nature into the workplace has been noted to reduce stress, blood pressure and heart rates. There are many ways to incorporate Biophilic Design into the workplace.

Photo: Artopex

Access to natural light and outdoor views

Natural light is one of the most valued attributes of a workplace, and it can greatly contribute to wellness. Natural light and views to the outdoors have a major impact on employee wellbeing, productivity and energy levels.

Photo: Landscape Forms

Utilize available outdoor areas

Access to outdoor spaces such as rooftops, balconies or courtyards can incorporate comfortable seating areas and tables so that staff can work outdoors when weather permits. Access to natural light and fresh air has numerous benefits including increased productivity, creativity and wellbeing.

Embrace Colour

Colour can have an impact on staff wellbeing. Dull colours can have a harmful affect while the addition of bright colours can have a positive affect on staff moods and wellbeing.

Photo: Interface

Incorporate natural features such as wood and stone

Natural materials can be very calming and soothing. Including natural features and textures in the workplace will help mimic the outdoors and assists with "bringing the outdoors in"

Photo: Artopex

Include plant life in the workplace

One of the simplest and most obvious solutions for biophilic design, including plant life in the workplace can increase oxygen levels and improve concentration levels while decreasing mental fatigue.

Photo: Teknion

Diverse spaces and choice of work settings

It is important to accommodate the staff need with space. If staff need to concentrate, provide them a quiet space to work. If staff need to collaborate, provide them a comfortable space to do so. Provide enough space for staff to work comfortably without feeling cramped or stuffy.

How do we implement Biophilic Design

Optimization and organization of spaces with human focus
Thermal comfort levels
Air quality, toxin levels and ventilation
Acoustic comfort
Improved natural and artificial lighting
Internal and external views onto nature
The use of natural materials, textures, patterns and colours
The incorporation of recuperative spaces
Aesthetic environment with brand recognition
Psychological and physiological effects of space

The adoption and increasing acceptance of biophillic office design is due to numerous studies which have proven that by introducing elements of nature into the workplace, staff productivity, creativity and morale have increased, as well as a decrease in the levels of mental fatigue.

The Future of the Office Workspace

Mon, 25 Jan 2021 18:09:04 GMT

After the impact of Covid-19

The Covid-19 pandemic has definitely had an impact on office workplaces. The pandemic has forced the adoption of new ways of working. Employers and employees will have to embrace the new reality of disinfection, ventilation and social distancing. So how do we return back to work safely? We have put together some short-term and long-long term solutions to help workspaces transition into safe, healthy and workable environments.

Photo: Artopex

Open Office/Benching

Open Office Layouts and Benching workstation designs will require some modifications to ensure the health and safety of the users. Benching and workstation solutions will need to be more spacious, with fewer individuals at each station. Privacy screens that are at least 54" high between individuals will be needed to help prevent the spread of germs. These screens can also be used to set boundaries and remind users to maintain their safe distances. Workstations may become transitional and users might be required to share workstations. It will be beneficial to provide individual lockers for employee personal belongings. Surfaces and materials such as laminate and acrylic screens will be the best choices for the workspace as they are easily cleaned and sanitized.

Photo: Artopex

Meeting Rooms and Collaborative Spaces

In the past, meeting spaces were designed to fit the maximum number of seats. Moving forward, tables and seating will be arranged to maximize social distancing.

Collaborative spaces remain essential, however, there will be modifications in their design also. Seating will need to be less dense to provide social distancing and create more space. Space dividers and floor markers will assist with spatial separation requirements. Removing excess decorative cushions and bolsters and using fabrics and materials that can be easily disinfected will be a priority.

Sanitization stations should be easily accessible in these areas. Smart technology and on command devices will reduce the amount of shared tools. Sanitization and cleanability will be the main focus of design for these spaces.

Photo: Artopex

Lounge Areas

Similar to collaborative spaces, the design focus of lounge areas will also be modified. Types of seating and surface cleanability will be a main focus for these areas. Seating that allows flexibility and the ability to create space between individuals will be essential. Existing seating can be rearranged to ensure physical distancing and floor decals should be used where possible for visual reminders to maintain distancing.

Photo: Artopex

Staff Break Rooms

Spaces such as staff rooms that host a high amount of traffic will require furniture that is easy to clean and sanitize. Stacking plastic chairs are easy to wipe clean, as well as laminate table and countertop surfaces.

Excess furniture and cushions should be removed to allow for layouts that provide spatial distancing. Sanitizer for hands and surfaces should be provided in these areas. It is also a good idea to display signage noting proper hygiene and cleaning policies.

Sanitation Stations

A very important element to assist with maintaining a clean environment and help reduce the spread of germs would be sanitization stations. A sanitization station can be wall mounted, freestanding or set up on a table. These stations should be located in strategic areas and equipped with hand sanitizer, disinfectant spray or wipes, gloves and masks.

Locations to consider having these set up are:

entrances
reception
rest rooms
hallways
staff break rooms
meeting rooms
training rooms
collaborative/shared spaces
libraries

Air Quality

Proper ventilation in buildings and spaces is a very important factor for healthy environments. Viruses can live up to 3 hours in the air.

Quality air-filtration systems and purifiers are the best solution to proper indoor air quality.

Some less expensive options include:

replace air filtration filters with MERV 13 or greater
small purifiers distributed throughout the office
fresh air and open windows
air purifying plants

Touchless Fixtures

Where possible, offices should learn to rely on touch-reducing amenities, such as automatic door sensors, operators or double-swinging push doors, motion sensor lights, and other hands-free amenities that reduce germs in high-traffic areas. Touchless washroom fixtures will become the new normal.

Photo: Interface

Signage and Floor Markers

Provide signage around the office that will keep everyone mindful of safety: good respiratory hygiene, cleaning recommendations, social distancing, and symptom checks. Another great way to ensure the flow of traffic is safe and minimizes close contact is to implement one way traffic where possible. This can be noted with signage, floor decals or floor features built directly into the design of the space.

Materials

Many worry that the new design requirements and standards will leave spaces looking bland and feeling sterile. This is not the case at all. There is a broad range of designs from furniture and textile manufacturers — hundreds of options in textiles, hard and soft surfaces and other materials that can be cleaned and disinfected without degrading the surface.

glass
melamine
acrylic
aluminum
wood veneer
painted and powder coated plywood

Providing a safe working environment is achievable, as long as you know how to design and disinfect your office furniture properly. Do you have questions about your existing office layout and furniture materials? Do you want to update your workspace by focusing on materials and strategies resistant to COVID-19?

How to stay healthy and Productive while working from home

Thu, 07 Jan 2021 14:50:57 GMT

Due to the current situation, many people continue to work remotely from home to protect their health and the health of their loved ones. Though many people commonly work from home, for others this is a whole new way of working. We want to offer a few tips to help ensure your work environment is a healthy and productive space.

1. Set up in a bright area

Natural light is known to enhance energy and productivity. Office design focuses on daylighting and natural light so it makes sense that you would do the same at home. Install your workstation close to a window so that you have natural light and outdoor views during your work day. You will notice the positive effects on your productivity as well as your mood.

2. Create a dedicated work area

Whether it’s a room, a desk or a balcony, it is important to create a separate space that you can associate with work. Many of us are working from kitchen counters or from the sofa which is definitely tricky to pull off on a permanent basis. However, for optimal work periods, it is best to take the time and arrange a space that is inviting and can help separate your family environment from your workspace. Using high plants or shelves can form a vial barrier to keep you focused and productive.

3. Take a seat on an ergonomic chair

Whether you are at work or at home, you should always choose furniture that is ergonomically suited to your body type and your job. A fully adjustable chair will prevent muscle pain and will encourage healthy posture to avoid strain and injury. An adjustable seat, backrest, armrests, and headrest as well as the overall composition of the chair are all important features to consider in order to enjoy increased comfort throughout the day.

4. Stay active and focused with height -adjustable furniture

Working from home may cause a more sedentary lifestyle and it is important to remember that varying postures and scheduled breaks to stretch can offer many performance and wellness benefits as well as improve your mood. It may be a good time to acquire a height adjustable desk or table that will allow you to change posture while working and increase your energy level. It is also important to take breaks for physical activity. A walk outside, yoga or some indoor stretches are vital to help maintain your peace of mind.

5. Create an inspiring workspace

Although it may be unreasonable to furnish our home office with all new furniture, it is still possible to create an inspiring workspace. Add simple elements such as a corkboard to keep your space organized, a plant for creativity or an inspirational image or calendar to better organize your project timelines and stay motivated.

6. Stay connected through communication

While working from home, isolation can cause reduced social interactions and people may feel distanced from their work teams. It is important to communicate daily and maintain personal relationships. Nothing replaces one-on-one communication so we must over communicate to make up for this gap. Schedule calls or video conferences to monitor projects and have informal discussions with colleagues.

If you are interested in setting up a functional home office, contact our design team for a free consultation!