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Small Spaces: A Planning Primer for Solo and Small Firm Office Design
Small Spaces: A Planning Primer for Solo and Small Firm Office Design
Office design could seem like the least of your practice worries. But your office is a marketing tool and its design can make you more profitable. The extra thought you give to itwhether planning a new space or embarking on a makeoverwill reward you for as long as you stay there. FROM: April / May 2005, PAGE 46 BY: Suzette S. Schultz and Jon S. Schultz Though efficiency and cost control have become the primary watchwords for law office design, there is more to consider than just dollar issues. For starters, even if you personally have little concern for aesthetics, you can be sure that others will. Therefore, when you are thinking about new office space, your plan needs to reflect an abiding concern for the effect of aesthetics on client attitudes and the attitudes of others who can help you generate clients through referrals or other means. Lets also add the idea of service to the client, which creates even more design plan issues. For example, clients increasingly require advanced technological capabilities of their lawyers, and this affects the office plan. As another example, lawyers increasingly split time among multiple workplaces, such as home offices and one or more shared offices or conference facilities that are more convenient for their clientele. From budget to location to design specifications and lease negotiations, planning a new office design can be a time-consuming taskbut especially for solo and small firm practitioners who lack administrative staff to tackle the challenge for them. However, because your office space is typically your second-biggest expense, it would be a serious mistake to shortchange this opportunity to boost your marketing, your efficiency and your bottom line. To help guide you through the process, here are pointers for working with design professionals, taking advantage of some of their techniques, understanding lease arrangements, and other ways to help get the most out of your investment.
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Small Spaces: A Planning Primer for Solo and Small Firm Office Design
To begin with, you can get help in establishing your planning budget by talking with design professionals, and the same people can help you determine whether your construction budget is realistic. Contractors and prospective landlords can also help with initial estimates for the construction budget. Next, the professional will be invaluable in preparing the documents needed for your space plan. For projects ranging from simple room renovations to multistory, high-rise law offices, the planning effort produces two products: (1) drawings or graphic representations and (2) specifications (a list of requirements for construction). A plan and its specifications provide the information necessary for someone to estimate construction and furnishing costs with acceptable accuracy. The plan has a continuing life, as it becomes the document by which the project must be constructed and, for future maintenance, repairs and construction, it provides a record of what is behind those walls. Planning begins with asking questions about what your practice needs and what you would consider purchasing. The programming phase produces the data you need to shop for your office space. In this phase, checklists and interviews are used to help the space planner learn which features are important, what activities will take place in the space, and which of those activities must be adjacent to others. The investigation explores room capacity and mechanical requirements, as well as priorities for convenience, status, privacy and support facilities. The Space Design Plan Checklist in the sidebar on page 48 will help you think about spaces and features for the design program. Armed with an analysis of the data collected from these exercises, a space planner can compile a design program. This program is typically a collection of one-page briefs on each of the necessary rooms and spaces, showing the requirements for square footage, adjacency, electricity, heating, air conditioning, lighting, equipment and storage, as well as other factors such as security, privacy and accessibility that affect the drawings and specifications. The contents guide the designer with the job of preparing alternative designs and specifications to fit an available space or a new location. At the very least, you should write your requirements for each of these features as you consider each room.
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Small Spaces: A Planning Primer for Solo and Small Firm Office Design
fees. It may be money well spent to use a little cash from your own pocket to accomplish this. Your designer can also coordinate with the contractors working in your space to save you valuable billing time. Most law firm renovation involves the services of either an architect or an interior designer. Architects are licensed to design building structural systems as well as interior components, while interior designers limit their services to the design and construction of the space within the building envelope. For commercial buildings, both architects and interior designers sometimes retain structural engineers (for advice on the buildings structural integrity and floor loading), mechanical engineers (for help with the design and specification of heating, air conditioning and plumbing systems) and electrical engineers (for the specification of electrical systems). Architectural firms often have interior designers on staff, and many interior design firms employ architects. Architects, designers and interior decorators all provide consulting on the aesthetics of a space such as fabrics, finishes and furniture but the practice of interior decorators, who are not licensed professionals, is limited to those areas. You might ask peers and other contacts if they have someone to recommend. The more law offices you see, the better idea you will have of the capabilities of various design practitioners. Lawyers and other people who work in their offices are seldom secretive about who designed their offices. They may even be quick to point out good and bad features. If there is a particular office you like, consider interviewing its designer. National professional associations such as the American Institute of Architects and the American Society for Interior Design and their local counterparts maintain listings on Web sites, which may yield some candidates. You will avoid much frustration if you can find a designer who has experience with other law firm projects. This will shorten the designers learning curve and let you learn from your designer (so you can keep your office from looking like Aunt Minnies parlor).
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Small Spaces: A Planning Primer for Solo and Small Firm Office Design
you include your taxidermist in your office plan. Who are your referral sources? The same issues apply. You dont want to end up wondering if someone did not feel comfortable referring a client to you because your office conveyed the wrong image. Location, location, location? Solo and small firm lawyers have the advantage of flexibility. You can meet at clients offices or other convenient locations. Continued rapid development of technology increasingly gives mobile lawyers the ability to work in multiple places. Consider the possible combinationsranging from a home office from which a lawyer makes house calls to multiple shared-office suites, obtained through borrowing, leasing or temporarily renting on call. The location of your office should depend on the demographics of your practice. Do you want to be near your clients? Do you want to go to them, or do you want them to come to you? Do you want to be close to court? Its all a function of how you see your practice. In most places, downtown space is more expensive than suburban space, but this is not true for every city. Office buildings in some areas are categorized as Class A, B or C. Classification follows no uniform system, but is derived from a combination of a buildings physical aspects and its location. Class A buildings are generally the best in a given area. They are well located, with excellent access, and have the best tenants, building materials and management. Rental rates follow the A, B and C classification as well.
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Small Spaces: A Planning Primer for Solo and Small Firm Office Design
footage of the space. If you are a full-floor tenant, this includes the square footage in areas such as the restrooms and mechanical rooms. Usable square footage is generally considered to be anything that is not a vertical penetration, such as a fire stair, a mechanical shaft or an elevator shaft. Rentable square footage is greater than usable square footage because it includes an add-on factor. The addon factor differs with every building, depending on the efficiency of the building. Rentable square footage includes your pro-rata share of common areas, such as elevator lobbies and corridors if you are located on a multitenant floor. The typical add-on is 10 to 25 percent. Note that rental rates may incorporate your build-out costs. One way this is achieved is to roll construction costs into the cost of rent, which could substantially raise the amount of rent if it were prorated over the life of the lease. You can also negotiate to have a certain portion of the build-out incorporated into the lease (and, therefore, the rent). Or you can, for example, negotiate and agree that the landlord will pay for everything up to $30 per square foot and you will pay for everything above $30 per square foot. Look carefully at the current condition of the space you are considering, and determine the absolute minimum renovation or modification you can live with. Remember that renovations affect your rental rate and the length of your lease. They are also important matters for negotiation before the lease is signed. Be sure to negotiate your lease to provide flexibility for the future as well. If your practice is successful, your needs will be quite different than if business is less than you planned. Moving is usually more costly and disruptive than you think it will be, so consider negotiating continguous expansion space and optional extensions to the lease.
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Small Spaces: A Planning Primer for Solo and Small Firm Office Design
5. Not negotiating to have the thermostat installed in your offices rather than in a neighbors office. 6. Not negotiating for some less expensive space in the building, such as the basement, for storage of inactive files.
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Small Spaces: A Planning Primer for Solo and Small Firm Office Design
Under-counter refrigerator Under-counter refrigerator with freezer Under-counter refrigerator with freezer and ice maker Full-size refrigerator with freezer and ice maker Microwave Under-counter ice maker Coffee maker Dishwasher Water-purification system Watercooler, bottled water Watercooler, direct plumbed Toaster oven Vending machinesbeverages Vending machinessnacks Space for table and chairs in coffee area Space for canned drinks Space for bottled water Suzette S. Schultz ( sschultz@interiorspacedesign.com) is President of Interior Space Design, Inc. (ISD), on Galveston Island, TX, a firm specializing in law firm design throughout the United States and abroad. She consults on all aspects of law firm building, including work letter negotiation, design of facilities and project management. Jon S. Schultz ( jschultz@uh.edu), Professor of Law at the University of Houston, is a law library expert and a registered builder. As a consultant he provides advice on buildings and disaster planning to law firms, courts and academic libraries. Suzette and Jons upcoming ABA book on designing your law office is set for a summer 2005 release.
www.americanbar.org/publications/law_practice_home/law_practice_archive/lpm_magazine_articles_v31_v31is3an6.html
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