Project 4: Office Infrastructure: closing report

As the team grows, we’re moving to formal office space and setting up infrastructure that enables us to work more effectively.

General report-back

We’re very pleased with our office space and its facilities. EBW and Paperight knit really well together in the office space, and the shared expenses and office maintenance responsibilities have been time and cost effective.

There were a few teething issues to sort out (e.g. blinds not installed, door sticking). But these were easily resolved.

Internet connectivity has been good and stable 99 percent of the time, with limited interruptions.

Storage space and filing systems are still a work in progress. We have found a system that currently works for EBW and Paperight.

Space is becoming quite tight and at present we do not have space for additional Paperight team members without organising more office furniture.

Total office costs did work out higher overall than expected, and EBW has been carrying the extra load. Paperight is paying much less per person for the space than EBW. From September 2013 a new project pitch will include a higher payment for rent, utilities, and contribution to office expenses.

Objectives achieved

The office space provided has been sufficient to house Paperight’s team of eight people. It has also worked well for Paperight meetings. Desk space is now full and if the team grows any bigger we will need to reorganise the office area.

Objectives not achieved

All objectives have been met and the team is very happy with their working environment.

Measures of success

Before: “We expect to see us working efficiently together in a space that suits collaboration and brings an air of comfortable professionalism. Setting up and settling in will be disruptive and have teething issues.”

After: The team have been working well together and have found ways of communication and sharing space that works for everyone. No major teething issues were experienced.

Before: “We’d like to find that existing team members feel more productive in the new space, and settle in quickly with minimum fuss.”

After: The team settled in straight away and productivity definitely increased.

Before: “We’d love to be able to walk in on the first day of occupation and start working; and to feel confident that the office is the ideal place to pitch our services to prospective client organisations.”

After: The team were able to start working straight away, on the same day that they arrived at the office. The team are still happy with the office environment, the view and productivity levels are still high.

Budget

Original budget: R106500.00

Actual spend: R92051.64

Returned to pool: R6282.61

Item Budget Actual Return to pool Comments
Office Furniture 7500 7500 0
Rent and costs 88000 82230.27 5769.83
Consumable stationary 5500 5918.89 -418.79
Telephone 5500 4568.23 931.87
TOTAL 106500 100217.39 6282.61

 

Outputs and deliverables

The office was set up with a combined effort of both Paperight and EBW staff. Paperight has grown during the course of the year and has taken up eight work stations out of a possible ten.

Learnings

Overall this office set up has been very successful. In future we could look at more shelving and storage space for Paperight’s stationery, legal and accounting records.

Exit/Sustainability/Viability

The contract for this project has come to an end and has been extended in project 8. The agreement with EBW is still strong and our relationship with the landlord is good.

Conclusion

We are very happy with the results of making this move and have no doubt that it has been extremely beneficial for Paperight.

Next steps

Our lease will continue with EBW in project 8. We have started looking at potential adjustments that can be made within the office to make space for additional team members. We will look at shelving space as well.

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