Archive for the ‘File Cabinets’ Category
The receptionist is the face and voice of the company. He or she is the first person guests (and clients!) see when they walk into the office, and the last person they see when they leave. No surprise, then, that companies tend to choose their receptionists for their social skills and presentation, as well as their work ethic.
But what about the reception furniture? Do companies spend as much time planning the equipment behind the receptionist as they do hiring for the job? If it’s a smart company we’re talking about, they do. Picking reception furniture is one of the most important aspects of office design. Here’s what you need to figure out before you buy.
1. What’s your style?
When figuring out which kind of reception furniture is right for you, you want to determine what sort of vibe your company intends to put out to clients. Are you a classic firm with solid, old school values? Maybe subdued wood is the material for you. Are you a cutting-edge design firm, up on all the current trends and forging the style of tomorrow? Something sleek and contemporary is probably more your speed.
Whichever style you choose, you’ll want to make sure that the reception furniture you select is functional as well as attractive. And in order to do that, you need to ask yourself our next question.
2. What does your receptionist do every day?
Let’s face it, the days of the single-function receptionist are largely behind us. Most companies can’t afford to hire a cheery and ornamental person whose sole function is to greet guests.
In addition to being the first person visitors see when they enter your office, your receptionist might be the chief admin for the company. Or he might be the office party planner, in charge of organizing refreshments for guests and workers alike. Whatever your receptionist’s job description, you’ll want to make sure they’re able to access the tools they need.
What does this mean? Smart planning. If your receptionist needs to access files, make sure she’s near the filing cabinet. If he needs to prepare refreshments, make sure he can get to the kitchen.
Whatever your receptionist’s other duties, make sure he or she can get out from behind the desk with relative ease. Nothing says awkward like guests waiting five minutes for the receptionist to climb down off their perch.
3. What’s your budget?
Last, but definitely not least, you need to ask yourself how much money you want to spend. Anyone who’s ever participated in an office redesign knows how quickly costs can mount up. Reception should set a tone for the rest of the company, but obviously you don’t want your budget for reception furniture to be bigger than that of the CEO’s office. (He gets so cranky when the receptionist has nicer things.)
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Whether you’re setting up a brand new office, or adding to an existing one, the need for filing cabinets is indisputable. Even in our online and virtual world, paper documents still have their place in our businesses and need to be properly stored – as do discs, flash drives, and more. But there are so many options – lateral, vertical, fireproof, etc – that choosing the right type of file cabinets takes quite a bit of thought. Ask yourself and your team these questions before making your purchase:
1. How many drawers do you need?
The answer to this question isn’t just how many drawers you need now, but also how many you might need later on. True, you can always add new units, but it’s best to get your filing cabinets all at once to avoid additional shipping or delivery fees, having to rearrange your office space and the chance of manufacturer discontinuation. Be sure to have a conversation with senior management about current needs and growth plans to make the best decision. Also consider whether you’ll store more paper or discs.
2. Lateral or vertical file cabinets?
Both lateral file cabinets and vertical file cabinets have their benefits. Choosing which works best for your office will depend upon on the space you have available and how you plan to use the filing cabinets.
To clarify the difference, the drawers of a vertical file cabinet extend from the short side of the cabinet and typically measure 15 inches, while those of a lateral file cabinet extend from the long side and are available in various lengths.
According to Wikipedia, the four-drawer vertical file, letter width, is the version purchased by most businesses. Yet lateral files offer employees the benefit of easy viewing since the drawers do not extend as far. If you have a long, narrow space, laterals might be your best bet (laterals are also stackable and are therefore great for space-saving). Shorter, wider spaces might do well with verticals. Again, consult with your space planners, senior management or administrative staff to ascertain how the files will be used and where they will be positioned.
3. Fireproof File Cabinets?
There is no denying that fireproof filing cabinets come at a premium cost, but the sense of security they provide may be well worth the investment. Does the government require you to keep your records for a certain number of years? Do your records tie current and past clients and business transactions together? Do you work in a building with many other businesses or at a place that has older wiring and electrical components? These are all prime examples of instances where fireproof cabinets would make great sense.
Some fireproof models are also water resistant (great for flood areas and in the event overhead sprinklers activate during a fire) and shockproof (perfect for areas susceptible to earthquakes).
If you do decide to go the with a fireproof cabinet, be sure to check the specifications to be sure that both paper and magnetic discs are protected and to what temperature your items are considered safe.
While settling on file cabinets takes more thought than one would expect, remember that whenever you have questions about any office furniture needs at all, Arnolds is here to help.Visit Susan Jennings on Google+