Office Cubicles Advice
Office cubicles, made of bamboo
Office cubicles, open plan systems, modular furniture systems, call center stations, or whatever you want to call them, can be found in most every business office. Love them; hate them, they really are the best most cost effective solution for an employees work space. This website primarily deals with advice to the office cubicle purchaser. I hope this website brings a little clarity to the process of buying and selling office cubicles.
I've been in the office furniture business for 30 years. My experiences include selling, manufacturing, sourcing, distributing and installing office cubicles. I've worked for major office furniture manufacturers' dealers such as Herman Miller and Knoll. I have managed remanufacturers on the East Coast and in Central Texas. I've also traveled to China on numerous occasions to source a clone cubicle system. While managing these different companies I have both purchased and sold many used lots of office cubicles. My primary experience has been in the operations manufacturing side of the business.
Throughout this website I hope to provide little insight and advice for purchasing agents, office managers, owners or any other individual who are responsible for buying cubicles. Let's face it, buying office cubicles is about as much fun as having your wisdom and pulled. The truth is both selling office furniture and office cubicles and buying them are difficult tasks. Office cubicles are an erector set on steroids. A single cubical can be made up of as many as 50 individual parts. It's not like buying a desk. Most every cubicle has to be individually specified for the space that is available. This process involves space planning, with a CAD drawing, and a proposal. It is not uncommon for this process to go through many revisions before finally determining the correct configuration. If the individual who is purchasing the cubicles is dealing with multiple vendors, the amount of paperwork, drawings and proposals that are generated can be significant.
Now for a little background about different types of office cubicles.
There are three very large office cubicle manufacturers Steelcase, Haworth and Herman Miller. There are probably 10 to 20 more large manufacturers of office cubicles, some examples of these would be Kimball, Knoll, HON and Teknion. Following these larger manufactures are hundreds, if not thousands, of small to midsize manufacturers. These smaller manufacturers, many times have their own product that they've designed and created. Many of these companies also have started manufacturing some of the larger manufacture systems that are off patent. There are many different sizes many different types of office cubicles. There are also many manufactures that make the same basic type of cubicle. Choosing one of these basic types of cubicles allows you to change vendors if you would like. Other manufactures make a system that only they make and is proprietary. Once you buy their type of furniture you are locked in to them and if you need to buy more cubes or parts you have only one supplier. Office cubicles by their very nature are able to be manufactured and built in various heights and widths. Work surfaces can have various depths; storage components can vary greatly is size. How the power or electricity is conveyed through the different systems varies. How data and communication cables can be routed through each type of panel can be different. Each system varies. You also find that you have the option of buying remanufactured cubicles, cloned panel systems or used cubicles. So when buying office cubicles you have a plethora of options to choose from.
I would like to share some of my knowledge with those of you who are out there trying to make sense of buying office cubicles. There is a place for all these different types of systems and vendors. But the real issue is determining what works best for you, under your requirements, and your budget. So throughout this website, I will try to provide explanations and definitions as best I can. I will make some recommendations and provide purchasing strategies for your review. I'll give you some examples of what I've seen work well and what I've seen work poorly.
Different sources for cubicles.
Major Manufacturers.
Herman Miller, Steelcase, and Haworth are the three primary cubical manufacturers of the world. These companies have manufactured cubicle systems for over 30 years. These companies continue to be leaders in the office furniture industry. They all have dealerships in every major metropolitan area in the country and around the world. Without a doubt, they are the leaders of the industry. Each one of these companies has multiple lines of office cubicles that they sell. All of these companies continue to research and develop new and better office cubicles solutions. Many of their cubical options will have advanced cable management capabilities, more convenient power, high-tech looks, and other cutting edge designs
Substantial manufacturers
Knoll, Kimball, Teknion and a host of others are examples. These companies may not have the mass that the major manufacturers have, but they do bring to the marketplace, creative and efficient office cubicles. Many of these companies have superior design traits, style and usability. These companies also have well established dealer networks throughout the North America.
Remanufacturers
Office cubicle remanufacturers are throughout the United States and Canada. These companies take used office cubicles systems that are being disposed of by companies and remanufacture them to look like new. These companies vary in size from hundreds of employees to one-man operations. They like to market as recycling companies, and promote a competitive price point. Some of these companies are older than 30 years old. Some companies are 30 days old. These companies also can offer lots of style options, and fast lead-times. The product remanufactured tends to be some of the most popular systems from the major manufacturers. Herman Miller's AO2, and Ethospace, Steelcase’s 9000 and Movablewall /Avenir, and Hayworth’s Unigroup and Places, are good examples. It is not uncommon to see other systems being remanufactured. Any office cubicle system that is available in the used market and is designed in such a way that will allow it to be remanufactured will be.
Clone manufacturers
Clone manufacturers and companies that have copied some of the most dependable systems of the major manufacturers that are off patent. These copied systems tend to be the same ones that were mentioned above in the remanufactured section. These products would be new and look just like the major manufacturers products. Because of the fact that the engineering has already been done, and the design already tested, these companies are able to bring a product to the market that is tried and true, and at a reduced price. These companies grew out of companies that supplied hard-to-find parts and pieces to the remanufactures. The majority this product is sourced from China. There are now numerous companies in China that are making various systems pieces. Some of these China suppliers are making inroads to the US supplying end-users directly. Many of these clone manufacturers have limitations as to their product offering because of patent issues and supply issues for special parts.
Used office cubicles
Used office cubicles are the wild card in the industry. Almost all the before mentioned companies, office furniture brokers, installation companies, liquidators, businesses on Craigslist, and eBay deal in used office systems. Commercial grade office cubicles are built to last. Office cubicles were designed to be reconfigured over and over again, and because of this, once they become outdated or not required because of a move, or a company closing, these cubicles may make their way to the aftermarket. Depending on the company that is liquidating these cubicles. They may be abandoned to the landlord, trashed or purchased by an office furniture broker or remanufacture. The prices that are paid for these used cubicles, by the office furniture brokers or the remanufactures, will depend on a number of different variables like the quantity, the configuration and size, the age, the condition, the location, and the logistics involved in getting the product out. Depending on these variables some companies may realize what they're looking for as a salvage value and others will have to actually pay to have the furniture removed. Used office cubicles tend to be the lease expensive option when buying office cubicles. The potential downsides to use office cubicles are significant. Used cubicles are first come first serve, you may find office cubicles that you want to purchase and in the process of space planning and negotiation some other company may purchase them before you have a chance too. You then have to start your search all over again. You also don't know where the used office cubicles came from or what they did with them. Also if you should need to reconfigure or add-on in the future you may not be able to find matching product. Used office cubicles can be a great deal, but it is a buyer be ware kind of transaction. So be warned.
Furniture installation companies
These companies simply specialize in the delivery and assembling of office cubicles. These companies very from nationwide established organizations, to one or two guys in a pickup truck. Assembling these different types of cubicles is can be challenging. Office cubicle construction varies from relatively simple to extremely complex. It is advisable that in most cases, cubicles be installed by experienced installation personnel. If office cubicles are not installed according to the CAD drawing, you will not have enough parts to complete the installation. Proper installation is also important for the safety of the user of the cubicles to ensure that everything is secure and stable. There are some systems that it is possible it you have a very good mechanical and engineering aptitudes, to install yourself. The price that furniture installation companies charge varies from location to location. Normally installation companies will charge a price by the station.
How to buy office cubicles?
If you buying office cubicles, you normally can put yourself into one of three categories of buyer:
First, you’re the owner of a small company. You're doing a research and you make the decision, and most likely are spending your own money.
Second, you are the CEO of purchasing manager for midsize company. You have people helping you collect information, and a budget.
Third, you are an institutional purchasing agent for sizable company and you have a whole different set of rules.
Depending out which category you most closely associated with, there is correlation of how much time you have to put into the purchase. The first type has very little time for the purchasing process and the institutional buyer is dedicated to the process.
When someone says they need office cubicles really what they're saying is they need a complete working environment for employees. That means their computer, electricity for their equipment, connection for their data and communication and chairs. The office cubicles really are only one part of that, but they are the anchor that the other items are attached. So understand while you are buying office cubicles, you are also contracting communications, purchasing telephones and computers and buying chairs.
So, in order to make this process as successful and efficient as possible, have a good understanding of what you're trying to accomplish when you're talking to the possible office cubicle vendors. So keeping in mind that people who are selling office cubicles are some of the most aggressive sales people you'll run into. It is important to come up with the communication method does works best for you, be that e-mail, telephone, or fax. Control them.
You also should have a good understanding of what look you're looking for in the furniture. If you have a work environment that is going to be highly visible to clients and the look and feel has to be one of a particular atmosphere, then, you may be required to get more of a high-end designer product. If your work environment is more of a call center environment you may just require simple, small stations. If you have a backroom administration area, the type of stations you purchase may be of a more storage based nature. If the stations are for design engineers, the stations may have to have larger work surface areas. If the employees are customer service people and they require a work group you may actually have to have multi-height panels for their work area. You really want the furniture to match the requirement in the environment.
Sales reps will require some specific information from you in order to come up with a proposal for you.
Below is a checklist that identifies much of this information.
Drawing of the space or room measurements
Number of office cubicles required.
Size of cubicles required.
Height of cubicles required.
Type of panel construction
Lead time for cubicles
Locations were cubicles to be required. Is this a new space or existing space?
Power requirements for the cubicles
Any specific finish requirements.
Any specific storage requirements.
Any specific work surface size requirements
Do you have a budget?
Are you open the options, new, used referred cloned.
What's most important?
Now I will go over each one of these a little more detail.
All the vendors will require a space plan for were the office cubicles will be going. Making sure that your office cubicles fit in the space properly, and still leave adequate isle space for building code is probably one of the most important things to have in start starting the process. You can normally get a drawing from your landlord. You can do it yourself with a tape measure, noting the dimensions of the walls, windows, doors any other obstructions on the walls, like water fountains, permanent shelving units, thermostats, and light switches. You need to be able to provide this via e-mail.
As a side note, you should not pay to have anybody measure or draw your space. Almost all the vendors supply this service free. If you're asked to pay for it, I recommend you call somebody new. Also you should ask for a 3D drawing to help understand the layout.
The number of cubicles required is fairly simple, what is your current need for office cubicles, and how many are you going to need in the future. It is not a bad idea to look for more than what you really require if you have the space for them. You can always dial back the requirement to what you really need currently. You may be surprised by how many cubicles you can get within your budget; this is especially true if you're looking at used systems. So for example, you may need 4 cubicles, but you have space for 6. Tell them I need 4 but would taker six if they're at the right price.
Determining the size of the cubicle you require for your personnel is always a challenge. There are so many different heights and widths that you can create just about any size. A lot of times the size of the cubicle will be determined by the number of people you have in the space available. This is done with the drawing that you supply them. All the different vendors will offer you, great advice as to what would work best for the task at hand. There are some very good websites that you can review to see some very size stations and what you think might work best. Do not be afraid to ask what would be the best value. Many companies stock certain sizes, and therefore those sizes are priced the best.
The height of the cubicles, a lot of times depends on how the people in them are going to be managed. It also depends on the tasks that they're doing. If you have a call center for instance, you may want to have smaller, lower height stations. So you can manage the personnel visually. If you have more administrative positions, you may want higher panels to offer more privacy. Once again, different vendors will have pricing based on what they have available. Give them the ability to offer you their best value.
The type of panel construction is a more specific direction to give a vendor, If you have some specific requirements, like sound absorption, a high capacity requirement for communications cabling, glass panels or window panels, or hard surface panels for low dust environments. Most vendors will want quote their most economical product. As soon as you ask for a special requirement it will cost you more. So unless you have a specific requirement, I recommend you let them offer. If it is a used deal they might give you glass panels for free because they are part of the load.
The lead time for the cubicles is important for production reasons. Depending on what your best solution is, lead time is going to determine the price and availability. If you are able to plan in advance, you'll get the best pricing and have the least issue with product showing up on time. The exception is used cubicles, as the availability changes, after all it is first come first served. The vendor may ask you to pay 100% if you want to purchase them, in order to secure them, otherwise the furniture you pick may be gone when it is required. Industry-standard lead-time for refurbished and new cubicles is about four weeks. But by planning as far as possible, you have the most leverage in negotiating the best price. If you plan out far enough, you may be able to even purchase directly from China, and have the biggest savings. Many companies also offer a quick ship program, where product is available in as short as 7 days, if you are unable to plan and have an immediate need. Once you mention your lead time, a lot of things fall into place for the vendor.
The location for the cubicles is important for installation quotes and logistics issues. The vendor will also want to know if the space is ready or under construction. Also if there are any requirements the building has for delivery. Installation companies what the space free and clear of anything that will slow them down. If the space is occupied buy anything when they show up, they may charge you a de-install charge. Also please take note of any special issues that will impact the install. If there are stairs or elevators that will be involved, please let them know. Getting an accurate install quote is important..
If the cubicles require any specific finishes in order to match walls or carpet you may need to send off samples. If you have large computers or monitors or require oversize work surfaces you will want to mention it. All the information is important to determining what product will be recommended to you.
Almost every salesperson will ask you what you budget is. The question gives them the idea of what product they can quote, that will most likely lead to a successful sale. Many people who are looking for cubicles will be reluctant to give a budget, because they don't want to be charged more than necessary. This is understandable. Without an idea of a budget to work with, the amount of work that both the vendors and the potential purchasing agent will have to do will increase dramatically. I've always found that when a budget is determined by a company, that, what different vendors can offer can be determined very quickly and save you time and will save them time. Do understand that different companies will be able to provide different product for that same budget. Some dealerships will only be able provide used furniture for the budget requirement, when other companies will be able provide new cubicles.
Now that you have a brief understanding as to what information will be helpful to the vendors in order to price your product accurately, I would like to give you some tips to make the internal and external process a little easier.
When determining the size of the stations and the finish of the stations. It is best in my opinion, not to do as a committee. There are usually so many different opinions that it's hard to make progress. Instead, I would recommend that you give some limited options to let people give you their opinions. Committee selection is even more difficult when it comes to selecting used office cubicles. Sometimes with limited, and sometimes vast offerings, narrowing your offerings and selecting from a just a few is your best chance for success. Used furniture is always a first come first serve situation, the time you invest in the selecting it could be wasted if you don't act promptly. The more specific you are with any finish requirement, the more you're going to pay normally. The more general the finish requirement, the more likely the price will be economical.
I always recommend when possible, select one of the tried and true systems or their refurbished, cloned, or used counterpart. This enables you to move from vendor to vendor if any issues arrive. Also you will have the best ability to negotiate price.
Also if you are buying cubicles used ask them to through in chairs. You might be surprised.
Understand that a substantial cost of office cubicles is delivery and installation. Many companies will want to provide this price included in their quote. Many others will price it, but price it separately from the product. Others will not included at all expect the purchaser to pay for it when it is required. Make sure this part is clear, on all vendor quotes. Ask them to break out delivery and installation charges separately.
Depending on if you're a purchasing agent that requires a one-stop shop, or will purchase them separately under an al la cart process, may save you substantial amount money. It will take more energy and effort and coordination on your part. It is also possible; depending on the type of furniture that you decide to purchase, to do a self installation.
You also have logistics coordination between your other contractors, IT communications people, electricians, and any other subs that may be on-site. You also need to be aware that some municipalities and cities do have permit code requirements.
Now that you're all prepared to start the process of purchasing office cubicles, the next question is who do you call to get quotes? What potential vendors are the best ones for you? I would first tell you that anybody you call any vendor you find will be happy to quote your product. You will find potential vendors on the Internet, in the phone book, down the street, and friends you know. I've seen office cubicles bought just down the street, across the country via the Internet, from Craigslist and eBay, and from other businesses in the same building. You will find what you're looking for. Just make sure you limit the communication, so you're not overwhelmed with questions.
I plan to add to this when time allows,
If you should have any questions or require some of additional information or should you have some type of correction of the advice I've given. Please feel free to contact me.
Phil Plasko
I've been in the office furniture business for 30 years. My experiences include selling, manufacturing, sourcing, distributing and installing office cubicles. I've worked for major office furniture manufacturers' dealers such as Herman Miller and Knoll. I have managed remanufacturers on the East Coast and in Central Texas. I've also traveled to China on numerous occasions to source a clone cubicle system. While managing these different companies I have both purchased and sold many used lots of office cubicles. My primary experience has been in the operations manufacturing side of the business.
Throughout this website I hope to provide little insight and advice for purchasing agents, office managers, owners or any other individual who are responsible for buying cubicles. Let's face it, buying office cubicles is about as much fun as having your wisdom and pulled. The truth is both selling office furniture and office cubicles and buying them are difficult tasks. Office cubicles are an erector set on steroids. A single cubical can be made up of as many as 50 individual parts. It's not like buying a desk. Most every cubicle has to be individually specified for the space that is available. This process involves space planning, with a CAD drawing, and a proposal. It is not uncommon for this process to go through many revisions before finally determining the correct configuration. If the individual who is purchasing the cubicles is dealing with multiple vendors, the amount of paperwork, drawings and proposals that are generated can be significant.
Now for a little background about different types of office cubicles.
There are three very large office cubicle manufacturers Steelcase, Haworth and Herman Miller. There are probably 10 to 20 more large manufacturers of office cubicles, some examples of these would be Kimball, Knoll, HON and Teknion. Following these larger manufactures are hundreds, if not thousands, of small to midsize manufacturers. These smaller manufacturers, many times have their own product that they've designed and created. Many of these companies also have started manufacturing some of the larger manufacture systems that are off patent. There are many different sizes many different types of office cubicles. There are also many manufactures that make the same basic type of cubicle. Choosing one of these basic types of cubicles allows you to change vendors if you would like. Other manufactures make a system that only they make and is proprietary. Once you buy their type of furniture you are locked in to them and if you need to buy more cubes or parts you have only one supplier. Office cubicles by their very nature are able to be manufactured and built in various heights and widths. Work surfaces can have various depths; storage components can vary greatly is size. How the power or electricity is conveyed through the different systems varies. How data and communication cables can be routed through each type of panel can be different. Each system varies. You also find that you have the option of buying remanufactured cubicles, cloned panel systems or used cubicles. So when buying office cubicles you have a plethora of options to choose from.
I would like to share some of my knowledge with those of you who are out there trying to make sense of buying office cubicles. There is a place for all these different types of systems and vendors. But the real issue is determining what works best for you, under your requirements, and your budget. So throughout this website, I will try to provide explanations and definitions as best I can. I will make some recommendations and provide purchasing strategies for your review. I'll give you some examples of what I've seen work well and what I've seen work poorly.
Different sources for cubicles.
Major Manufacturers.
Herman Miller, Steelcase, and Haworth are the three primary cubical manufacturers of the world. These companies have manufactured cubicle systems for over 30 years. These companies continue to be leaders in the office furniture industry. They all have dealerships in every major metropolitan area in the country and around the world. Without a doubt, they are the leaders of the industry. Each one of these companies has multiple lines of office cubicles that they sell. All of these companies continue to research and develop new and better office cubicles solutions. Many of their cubical options will have advanced cable management capabilities, more convenient power, high-tech looks, and other cutting edge designs
Substantial manufacturers
Knoll, Kimball, Teknion and a host of others are examples. These companies may not have the mass that the major manufacturers have, but they do bring to the marketplace, creative and efficient office cubicles. Many of these companies have superior design traits, style and usability. These companies also have well established dealer networks throughout the North America.
Remanufacturers
Office cubicle remanufacturers are throughout the United States and Canada. These companies take used office cubicles systems that are being disposed of by companies and remanufacture them to look like new. These companies vary in size from hundreds of employees to one-man operations. They like to market as recycling companies, and promote a competitive price point. Some of these companies are older than 30 years old. Some companies are 30 days old. These companies also can offer lots of style options, and fast lead-times. The product remanufactured tends to be some of the most popular systems from the major manufacturers. Herman Miller's AO2, and Ethospace, Steelcase’s 9000 and Movablewall /Avenir, and Hayworth’s Unigroup and Places, are good examples. It is not uncommon to see other systems being remanufactured. Any office cubicle system that is available in the used market and is designed in such a way that will allow it to be remanufactured will be.
Clone manufacturers
Clone manufacturers and companies that have copied some of the most dependable systems of the major manufacturers that are off patent. These copied systems tend to be the same ones that were mentioned above in the remanufactured section. These products would be new and look just like the major manufacturers products. Because of the fact that the engineering has already been done, and the design already tested, these companies are able to bring a product to the market that is tried and true, and at a reduced price. These companies grew out of companies that supplied hard-to-find parts and pieces to the remanufactures. The majority this product is sourced from China. There are now numerous companies in China that are making various systems pieces. Some of these China suppliers are making inroads to the US supplying end-users directly. Many of these clone manufacturers have limitations as to their product offering because of patent issues and supply issues for special parts.
Used office cubicles
Used office cubicles are the wild card in the industry. Almost all the before mentioned companies, office furniture brokers, installation companies, liquidators, businesses on Craigslist, and eBay deal in used office systems. Commercial grade office cubicles are built to last. Office cubicles were designed to be reconfigured over and over again, and because of this, once they become outdated or not required because of a move, or a company closing, these cubicles may make their way to the aftermarket. Depending on the company that is liquidating these cubicles. They may be abandoned to the landlord, trashed or purchased by an office furniture broker or remanufacture. The prices that are paid for these used cubicles, by the office furniture brokers or the remanufactures, will depend on a number of different variables like the quantity, the configuration and size, the age, the condition, the location, and the logistics involved in getting the product out. Depending on these variables some companies may realize what they're looking for as a salvage value and others will have to actually pay to have the furniture removed. Used office cubicles tend to be the lease expensive option when buying office cubicles. The potential downsides to use office cubicles are significant. Used cubicles are first come first serve, you may find office cubicles that you want to purchase and in the process of space planning and negotiation some other company may purchase them before you have a chance too. You then have to start your search all over again. You also don't know where the used office cubicles came from or what they did with them. Also if you should need to reconfigure or add-on in the future you may not be able to find matching product. Used office cubicles can be a great deal, but it is a buyer be ware kind of transaction. So be warned.
Furniture installation companies
These companies simply specialize in the delivery and assembling of office cubicles. These companies very from nationwide established organizations, to one or two guys in a pickup truck. Assembling these different types of cubicles is can be challenging. Office cubicle construction varies from relatively simple to extremely complex. It is advisable that in most cases, cubicles be installed by experienced installation personnel. If office cubicles are not installed according to the CAD drawing, you will not have enough parts to complete the installation. Proper installation is also important for the safety of the user of the cubicles to ensure that everything is secure and stable. There are some systems that it is possible it you have a very good mechanical and engineering aptitudes, to install yourself. The price that furniture installation companies charge varies from location to location. Normally installation companies will charge a price by the station.
How to buy office cubicles?
If you buying office cubicles, you normally can put yourself into one of three categories of buyer:
First, you’re the owner of a small company. You're doing a research and you make the decision, and most likely are spending your own money.
Second, you are the CEO of purchasing manager for midsize company. You have people helping you collect information, and a budget.
Third, you are an institutional purchasing agent for sizable company and you have a whole different set of rules.
Depending out which category you most closely associated with, there is correlation of how much time you have to put into the purchase. The first type has very little time for the purchasing process and the institutional buyer is dedicated to the process.
When someone says they need office cubicles really what they're saying is they need a complete working environment for employees. That means their computer, electricity for their equipment, connection for their data and communication and chairs. The office cubicles really are only one part of that, but they are the anchor that the other items are attached. So understand while you are buying office cubicles, you are also contracting communications, purchasing telephones and computers and buying chairs.
So, in order to make this process as successful and efficient as possible, have a good understanding of what you're trying to accomplish when you're talking to the possible office cubicle vendors. So keeping in mind that people who are selling office cubicles are some of the most aggressive sales people you'll run into. It is important to come up with the communication method does works best for you, be that e-mail, telephone, or fax. Control them.
You also should have a good understanding of what look you're looking for in the furniture. If you have a work environment that is going to be highly visible to clients and the look and feel has to be one of a particular atmosphere, then, you may be required to get more of a high-end designer product. If your work environment is more of a call center environment you may just require simple, small stations. If you have a backroom administration area, the type of stations you purchase may be of a more storage based nature. If the stations are for design engineers, the stations may have to have larger work surface areas. If the employees are customer service people and they require a work group you may actually have to have multi-height panels for their work area. You really want the furniture to match the requirement in the environment.
Sales reps will require some specific information from you in order to come up with a proposal for you.
Below is a checklist that identifies much of this information.
Drawing of the space or room measurements
Number of office cubicles required.
Size of cubicles required.
Height of cubicles required.
Type of panel construction
Lead time for cubicles
Locations were cubicles to be required. Is this a new space or existing space?
Power requirements for the cubicles
Any specific finish requirements.
Any specific storage requirements.
Any specific work surface size requirements
Do you have a budget?
Are you open the options, new, used referred cloned.
What's most important?
Now I will go over each one of these a little more detail.
All the vendors will require a space plan for were the office cubicles will be going. Making sure that your office cubicles fit in the space properly, and still leave adequate isle space for building code is probably one of the most important things to have in start starting the process. You can normally get a drawing from your landlord. You can do it yourself with a tape measure, noting the dimensions of the walls, windows, doors any other obstructions on the walls, like water fountains, permanent shelving units, thermostats, and light switches. You need to be able to provide this via e-mail.
As a side note, you should not pay to have anybody measure or draw your space. Almost all the vendors supply this service free. If you're asked to pay for it, I recommend you call somebody new. Also you should ask for a 3D drawing to help understand the layout.
The number of cubicles required is fairly simple, what is your current need for office cubicles, and how many are you going to need in the future. It is not a bad idea to look for more than what you really require if you have the space for them. You can always dial back the requirement to what you really need currently. You may be surprised by how many cubicles you can get within your budget; this is especially true if you're looking at used systems. So for example, you may need 4 cubicles, but you have space for 6. Tell them I need 4 but would taker six if they're at the right price.
Determining the size of the cubicle you require for your personnel is always a challenge. There are so many different heights and widths that you can create just about any size. A lot of times the size of the cubicle will be determined by the number of people you have in the space available. This is done with the drawing that you supply them. All the different vendors will offer you, great advice as to what would work best for the task at hand. There are some very good websites that you can review to see some very size stations and what you think might work best. Do not be afraid to ask what would be the best value. Many companies stock certain sizes, and therefore those sizes are priced the best.
The height of the cubicles, a lot of times depends on how the people in them are going to be managed. It also depends on the tasks that they're doing. If you have a call center for instance, you may want to have smaller, lower height stations. So you can manage the personnel visually. If you have more administrative positions, you may want higher panels to offer more privacy. Once again, different vendors will have pricing based on what they have available. Give them the ability to offer you their best value.
The type of panel construction is a more specific direction to give a vendor, If you have some specific requirements, like sound absorption, a high capacity requirement for communications cabling, glass panels or window panels, or hard surface panels for low dust environments. Most vendors will want quote their most economical product. As soon as you ask for a special requirement it will cost you more. So unless you have a specific requirement, I recommend you let them offer. If it is a used deal they might give you glass panels for free because they are part of the load.
The lead time for the cubicles is important for production reasons. Depending on what your best solution is, lead time is going to determine the price and availability. If you are able to plan in advance, you'll get the best pricing and have the least issue with product showing up on time. The exception is used cubicles, as the availability changes, after all it is first come first served. The vendor may ask you to pay 100% if you want to purchase them, in order to secure them, otherwise the furniture you pick may be gone when it is required. Industry-standard lead-time for refurbished and new cubicles is about four weeks. But by planning as far as possible, you have the most leverage in negotiating the best price. If you plan out far enough, you may be able to even purchase directly from China, and have the biggest savings. Many companies also offer a quick ship program, where product is available in as short as 7 days, if you are unable to plan and have an immediate need. Once you mention your lead time, a lot of things fall into place for the vendor.
The location for the cubicles is important for installation quotes and logistics issues. The vendor will also want to know if the space is ready or under construction. Also if there are any requirements the building has for delivery. Installation companies what the space free and clear of anything that will slow them down. If the space is occupied buy anything when they show up, they may charge you a de-install charge. Also please take note of any special issues that will impact the install. If there are stairs or elevators that will be involved, please let them know. Getting an accurate install quote is important..
If the cubicles require any specific finishes in order to match walls or carpet you may need to send off samples. If you have large computers or monitors or require oversize work surfaces you will want to mention it. All the information is important to determining what product will be recommended to you.
Almost every salesperson will ask you what you budget is. The question gives them the idea of what product they can quote, that will most likely lead to a successful sale. Many people who are looking for cubicles will be reluctant to give a budget, because they don't want to be charged more than necessary. This is understandable. Without an idea of a budget to work with, the amount of work that both the vendors and the potential purchasing agent will have to do will increase dramatically. I've always found that when a budget is determined by a company, that, what different vendors can offer can be determined very quickly and save you time and will save them time. Do understand that different companies will be able to provide different product for that same budget. Some dealerships will only be able provide used furniture for the budget requirement, when other companies will be able provide new cubicles.
Now that you have a brief understanding as to what information will be helpful to the vendors in order to price your product accurately, I would like to give you some tips to make the internal and external process a little easier.
When determining the size of the stations and the finish of the stations. It is best in my opinion, not to do as a committee. There are usually so many different opinions that it's hard to make progress. Instead, I would recommend that you give some limited options to let people give you their opinions. Committee selection is even more difficult when it comes to selecting used office cubicles. Sometimes with limited, and sometimes vast offerings, narrowing your offerings and selecting from a just a few is your best chance for success. Used furniture is always a first come first serve situation, the time you invest in the selecting it could be wasted if you don't act promptly. The more specific you are with any finish requirement, the more you're going to pay normally. The more general the finish requirement, the more likely the price will be economical.
I always recommend when possible, select one of the tried and true systems or their refurbished, cloned, or used counterpart. This enables you to move from vendor to vendor if any issues arrive. Also you will have the best ability to negotiate price.
Also if you are buying cubicles used ask them to through in chairs. You might be surprised.
Understand that a substantial cost of office cubicles is delivery and installation. Many companies will want to provide this price included in their quote. Many others will price it, but price it separately from the product. Others will not included at all expect the purchaser to pay for it when it is required. Make sure this part is clear, on all vendor quotes. Ask them to break out delivery and installation charges separately.
Depending on if you're a purchasing agent that requires a one-stop shop, or will purchase them separately under an al la cart process, may save you substantial amount money. It will take more energy and effort and coordination on your part. It is also possible; depending on the type of furniture that you decide to purchase, to do a self installation.
You also have logistics coordination between your other contractors, IT communications people, electricians, and any other subs that may be on-site. You also need to be aware that some municipalities and cities do have permit code requirements.
Now that you're all prepared to start the process of purchasing office cubicles, the next question is who do you call to get quotes? What potential vendors are the best ones for you? I would first tell you that anybody you call any vendor you find will be happy to quote your product. You will find potential vendors on the Internet, in the phone book, down the street, and friends you know. I've seen office cubicles bought just down the street, across the country via the Internet, from Craigslist and eBay, and from other businesses in the same building. You will find what you're looking for. Just make sure you limit the communication, so you're not overwhelmed with questions.
I plan to add to this when time allows,
If you should have any questions or require some of additional information or should you have some type of correction of the advice I've given. Please feel free to contact me.
Phil Plasko