Architectural Management

Architect's start-up office

You have made your decision to start your own firm, and now you are firm to begin its operations. Before you start a search for an office, find a good name for your architectural firm which may make you proud every time you speak of it. And then give it a legal structure.

From a simple setup involving a little more than a laptop in a nice corner of your home to a professional setup in a business complex, there are many ways an architect can begin his/her own office. In my view, both – working from home or from a professional office, have their own (+ve) and (-ve) aspects.

* Working from sweet home


Working from home sounds like a delightful idea as there are advantages of flexible working hours, low overheads, security, comfortable environment and easy ways to balance family life. And if your start-up goal is to save some money in your initial period, then it is not a bad idea to make an office space in your home. But the thumb rule says that success of any office depends on three factors:

Location, Location and Location.

Thus, choose to work from home only if its location is appropriate for your company needs and has enough space for your office utility.

Some important Do’s and Don’ts of Working form home:

Do’s


1.Create separate space dedicated to the business only. Make sure that your start up office looks like a well established and responsible work area.
2.House wife, children, cold caller guests etc. should be politely asked not to interfere during office hrs. except emergencies. Separate your personal life and work.
3.Office at home may make you lazy. Occasionally leave your office and keep in touch with your clients, suppliers, officials etc.
4.Set some rule for yourself and office management. Working from home needs lots of self discipline and support from the family.
5.Establish a set up to create healthy and cheerful work environment considering all aspects like, work area, library, staff area, meeting area, toilets, pantry etc.

Don’ts

1.Don’t work in casual dress. Maintain dress code for you and your employees. Client comes to you because you are a professional and not a freelancer.
2.Do not work at any time of the day. Set regular business hours. In case if you have to work after office hours due to work pressure or to suit night shifts as part of your international tie-ups, work out a stress-free time schedule.
3.Don’t compromise with the minimum space requirements. Even if you have less physical space, you as an architect will able to come out with creative solution to all your requirements.
4.Don’t watch TV, sleep, play games etc. during the office hours. Especially, the good weather can tempt you to play and not work. Generally family members do not respect the home office unless you take them into confidence before taking decision.
5.Don’t isolate yourself. Overcome it by arranging regular business lunches, meetings with consultants and suppliers etc. Spare at least a day for maintaining good public relations.

• Working from a professional office space
  

lets you overcome many of the disadvantages of working from home.
During your initial years, I do not advise you to buy any premises for your office needs as you may need good cash flow for establishing and taking care of your operational expenses. Lease the premises you need. Lesser the liabilities in your initial period, more you will be able to focus on your architectural practice.

Some important Do’s and Don’ts of Working form a professional setup


Do’s

1.Business space in good location is expensive. Use all your architectural skills to calculate exact requirement of the space. Also add minimum 15% extra floor area in your calculation for your future growth.
2.Understand the ratio between gross area and carpet (usable) area. Minimum the better as you will be paying rent on gross area. Also calculate recurring expenses ike maintenance, authority taxes, repairs etc.
3.Check building's structural system and its flexibility to accommodate your interior planning need.
4.Also Check, followings:

• Is area safe?
• Does it have enough parking?
• Are the restaurants and other facilities available for you and your employees nearby?
• How is the availability of public transport and convenient access to your clients, contractors and vendors?
• Does it have HVAC, internet, and communications systems?
• How is the condition of the building? Does it need any repair?
• Are there any restrictions on placing the signage?

5.Work out your needs for the lease period. Longer, the better for your business. Negotiate on free rent period (which is first few months to create a set up) and utilities (recurring expenses can be shared by the land lord or borne by him). You can ask for incentives for paint, carpeting or improvement of premises.

Dont’s

1.Don’t be desperate. Do lots of leg work in finding a most suitable office space. Generally start ups are in hurry to put the show as early as possible. But remember your lease commitments may be for 3years or more. Thus, take your time to know what you want for next few years.
2.Don’t try to limit your search. Don’t hesitate to try out all means to find right space. Appoint real estate agent or give a classified ad in local news paper, find an online broker, realtor or take help of your friends’ network etc. Little hard work may get you a good deal.
3.Don’t go for lavish furniture and interiors. You don’t need to spend money to show off. Simple interior design with architectural flavor works well. Don’t forget that as an architect you can manage with low cost and create maximum effect with minimum means.
4.Don’t save on staff salary. Hire at least office assistance and an architectural assistance from day one. Create an image of a professionally managed office. Administration, accounting and kitchen work should not consume your 70% time. 'Don’t be a centre pole of the tent. Try to create a system that also runs without you involved.'
5.Don’t save on marketing and public relations. Be generous and make your presence felt in the region. Don’t be shy. To work in a mega city, you may have to blow your trumpet loud and clear.

Checklist for establishing the start-up office:

· This will consume major portion of your budget. Care fully consider your requirements. It is advisable to consult senior architects and computer consultants. Use internet for guidance. · Try to save paper in this digital technology age. Use more digital documents and less of paper. · While purchasing equipments and computers keep in mind that office is likely to grow in future. Thus, good quality equipments may be beneficial at little extra initial cost. Check the following:
Hard ware
· computers · All in one printer / ink jet printer / laser printer · DVD writer · CD burner · A digital camera · Personal digital assistance	· Wireless Internet access · Phone lines \ Modems · Doc station · DVDs , CDs, Pen drives · Cordless phone with answering machine · Removable media storage
Soft ware
· Internet browser such as- micro soft out look, gmail chorme etc. · Word processors – such as mocro soft word, word perfect etc. · Spreadsheet and database program- such as Microsoft excel, · Virus protection software – such as Norton antivirus, MacAfee etc.	· . Architectural CAD programs - such as AutoCAD, Revit Architecture, ArchiCad etc. · Portable Document Format (PDF) reader software- Adobe Acrobat Reader · Graphic and image editing tool = such as Photoshop, Corel Draw, free hand etc. · Utilities program such as – Symantec Norton utilities,
Office supply
· Printer cartridge & tones · Fax paper and printer paper · Telephone head set · Stationary · Dry eraser board , markers, erasers · Calculators and calendars · Measure tapes · Cork borards / soft boards · Envelops, invoices, mailing labels · Label markers · Note and message pads	· Restroom supplies · Cleaning supllies · Electric fixtures · Tools · Paper shredder · Markers · Pencil pen highlighters · Rulers, drafting scales · Scissors, staples etc. · White or correction tape · Packing tape
Office furniture
· Desks · Desk chairs, desk lamps · Tables	· Book cases · Filing cabinets · Mobile files Storage cabinet

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