How to Buy Office Furniture Everyone Can Live With:
Tips for Taking Out the Guesswork
By Jeff Jollay, Vice President, Marketing, The HON Company, www.hon.com

Anyone who has purchased office furniture knows the process often involves balancing the desire of the office staff for upgraded furniture against the CFO’s need for good value.

A recent survey by The HON Company found that people rate their prestige in an office based on the kind of furniture they have, which puts pressure on furniture buyers to pick items that will improve both the function and style of the office.

Fortunately, there are some guidelines that can make buying office furniture easier and help keep everyone satisfied. Whether you’re working with an independent office furniture dealer or interior designer – or making decisions on your own – you will be better prepared if you ask yourself some basic questions:

• Who is going to use the furniture?
• What kind of work will they be doing and for how long at a time?
• Do you have a space problem?
• What image does your company or business want to portray?
• How long is the warranty and what does it cover?
• What is your budget?

Although cost can be top-of-mind, keep in mind that professional office furniture that is practical and durable will be your best investment. The right furniture can have a big impact on company productivity – it allows employees to be more comfortable, organized and efficient. And employees will be more productive and feel good about where they work if they have a space that is both inviting and functional.

So what kinds of things should you think about as you begin to purchase new office furniture? Here are a few tips to consider as you start your search:

• Keep it simple. You will usually get the best long-term value by choosing furniture that has a simple – yet beautiful – design rather than an unusual or trendy design that isn’t functional, or looks out of place with the rest of your office.
• Look for versatility. It is a good idea to buy furniture that can be moved and reconfigured easily, and that you can adjust as new needs arise. This will give you the flexibility to change your floor plan as necessary, plus integrate new pieces into existing furniture arrangements.
• Always buy quality. As with any investment, make sure you get your return by purchasing high-quality products that won’t break, or wear significantly, with use. When buying office furniture, you should ask if products have been tested for durability and meet office furniture performance standards, commonly referred to as ANSI-BIFMA.

If you’d like to research your options before stepping into a dealership or retail outlet, researching manufacturers’ Web sites is a good place to start. Many office furniture Web sites offer an easy method to review product categories, available features, construction and warranty information, as well as preview color and finish options. For example, www.hon.com has a function that lets users swap fabrics and finishes on select product images to preview product options before visiting a dealer or retailer.

Whether you are buying a few items or furnishing a whole office, here are some more basic tips to help take the guesswork out of choosing office furniture.

CHAIRS
Chairs are the most personal piece of furniture – and the most complex – because they must adapt to all kinds of people and many types of work. Although style and materials are important, the first thing you should consider is how long the person will be sitting in the chair and what functions they will perform.

• Employees who sit six to eight hours a day performing multiple tasks should have high-performance chairs with ergonomic controls that let the user adjust the chair to suit his or her body size and work style. Many chairs now use passive ergonomic adjustments that maintain a comfortable configuration as the user moves.
• People who use computers should have adjustable armrests to maintain a comfortable position at the keyboard. The chair’s tilt feature should allow users to look at the computer screen at a comfortable angle no matter how much they lean forward or back.
• Executives may not need all the performance features as they spend less time sitting down, but may require leather, wood or more high-tech materials to project a strong, professional image.

Key concepts:

• Warranty: A quality chair should have a lifetime warranty on the frame and mechanical parts and a 5-10 year warranty on fabric.
• Purpose: Conference room chairs usually are not good for general office tasks. They are intended to be used by many different people for relatively short periods of time.

PANEL SYSTEMS
Panel systems today are more sophisticated than they have ever been, delivering affordable, flexible office solutions that save space with a wide variety of stylish and functional features. Fabric panels are available in hundreds of colors and patterns, and some systems have glass and perforated metal panels. Many panel systems have sliding or swinging doors for additional privacy and offer a variety of different worksurfaces for an alternative configuration to the stereotypical “cube.”

• Paneled environments don’t have to be square. A 120-degree worksurface grouped into workstations can actually increase workspace density and efficiency, while avoiding a “box-like” look and feel.
• Look for panels that are easy to order and install. Some systems have connectors that add “panel creep,” making your measurements come out wrong.
• While panel systems have long accommodated computers, printers and phones, in the past few years, panel systems manufacturers have added power and wire management solutions to support wireless and mobile communications products like Blackberrys?, cell phones and laptop computers.

Key concept:

• Wire management: If you plan to run wires through the panels, make sure the wiring raceways meet local building codes and can handle the quantity and type of equipment you plan to install. A dealer is an excellent resource when researching local requirements.

DESKS
A desk is more than a place to put papers – it also can signal rank or prestige in the office. However, it is important to consider both the functionality and appearance when selecting desks for your office space.

• Executive offices typically have a desk and matching credenza, and often a small conference table with side chairs. Most manufacturers offer office furniture suites in a wide range of price points.
• Mid-level managers often have an L-shaped or U-shaped desk configuration.
• Steel desks are also popular because they are light and durable. They can be “dressed-up” with a laminate top.
• Mobile desks or work surfaces are suitable for both private offices and open office situations. In a private office, they offer the user the flexibility to customize the office configuration. In an open environment, desks with casters allow the user to easily change work configurations.

Key concepts:

• Upgrade options: For many situations, laminates in wood grain patterns look just as professional as wood and are more durable. You can enhance the prestige value of laminate furniture by adding real wood accents on the edges.
• “Clutter” management: To keep everything neat and efficient, make sure desks come with a range of options for wire management and paper management systems.

STORAGE
Proper storage helps keep employees organized and work flowing more efficiently. It also keeps your office space uncluttered and more productive. There are four main types of storage: vertical files, lateral files, pedestals and towers. Towers and pedestals are especially popular where space is a problem because they are flexible and combine multiple functions. Towers combine a closet, file drawers and open shelves. Pedestals may be used under a worksurface or free standing with a cushioned top for occasional seating.

• The trend today is toward lateral files because they use space more efficiently than vertical files.
• If filing cabinets will be used frequently, choose a commercial-grade cabinet that has been tested for durability. It will be a better value in the long run.
• If your office doesn’t allow for rows of storage, use mobile storage solutions that can slide under work surfaces or use overhead shelving.
• Make sure two- and three-drawer lateral files have counterweights to resist tipping.

Key Concepts:

• Leveling: The most common cause of failure is cabinets that get out of level. Bottoms of vertical and lateral files should be reinforced and should have leveling glides so you can accommodate an irregular floor.
• Warranty: All quality file solutions should have limited lifetime warranties.

TRAINING, MEETING AND CONFERENCE FURNITURE
In many companies, conference rooms aren’t just for meetings anymore. They may be used for training, video conferencing and team meetings. As a result, conference room furniture has become less formal and more flexible. Light, moveable tables with casters are very popular and practical. Demand is increasing for furniture that rolls, folds and stacks, but still looks professional.

• Instead of one large table, many companies now use small tables that can be quickly connected in a variety of shapes to accommodate formal meetings, or used separately for more informal training sessions.
• Tabletops in trapezoid shapes that can be used as individual desks or assembled into larger L-shaped or U-shaped configurations are very popular because of their flexibility.
• Tables should have quick-release connectors, finished ports for power and data cords, and casters or easy-glide feet so they can be quickly moved. Many manufacturers have designed conference room suites so all the furniture components match.

Key Concepts:

• Flexibility: If you’re planning to use tables both separately and together, make sure tables fit seamlessly together in a formal configuration, with no unsightly gaps and with colors and hardware that match.
• Technology: Make sure your conference room can accommodate the technology you need. This may mean having the appropriate wire management options to accommodate laptops in extended meetings or offering a videoconferencing configuration that gives each person a clear line of vision to a video monitor or presentation screen.

Warranties and Dealers
Most office furniture companies offer some kind of warranty, but a warranty is only as strong as the company behind it. Make sure you purchase furniture from a provider you trust, and that you can call to get service in years to come – either directly from the manufacturer or through your local dealer or retailer.

If furniture buying and office planning aren’t a major part of your job, you may want to establish a relationship with a full-service dealer who has interior design services available. Many office furniture manufacturers provide a dealer locator on their Web sites or through a toll-free phone number. A good dealer is a great local ally when purchasing new office furniture – they can help you maximize efficiency, match colors and fabrics, handle installation, check local building codes and provide quick service if something goes wrong.

Jeff Jollay is vice president of marketing for The HON Company. The HON Company is a leader in the design and manufacturing of workplace furniture including chairs, files, panel systems, tables and desks. Headquartered in Muscatine, Iowa, The HON Company has numerous manufacturing facilities strategically located throughout the United States, and markets its products through a nationwide network of dealers and retailers. The HON Company is an operating company of HNI Corporation (formerly HON INDUSTRIES). For more information, visit www.hon.com.

Editor’s Note: Surveys completed in spring and fall, 2003. Margin of error +/- 4.3 percent.