Top tips to reduce office overheads

FM newsroom – office, cost optimization. Though it is crucial to optimise operating costs while maintaining a high standard of the working environment for companies it can also be challenging in practice. Here are 10 practical tips on how to reduce office overheads and identify key areas for significant savings.

The work environment is a decisive factor in attracting and engaging professionals, thus a high-quality office is also a competitive advantage for a company. However, in addition to attracting top talents, in many cases, the management also expects to optimize the costs of the office. It is not an easy task to coordinate the maintenance of a high-quality work environment and the implementation of cost reduction. Capexus, a design and working environment consultancy company collected the 10 top moves to reduce office overheads.

Digitising documents

A paperless approach will reduce the costs associated with printing, copying and physical storage of documents. Cloud-based document management systems make it easy to share and access documents, increase work efficiency and allow working from anywhere.

Corporate IT cost-effectively

Technology is moving forward quickly and it often brings with it many opportunities to save money. Server virtualization and cloud services can reduce the need for physical IT infrastructure and associated energy and maintenance costs.

Engage artificial intelligence

Automating routine tasks with AI can lead to time and money savings, especially in areas such as accounting, customer relationship management and document management.

Review your existing telecom services and contracts

There is often room to reduce costs by switching to packages that better match your actual needs. Consolidating services with one provider can also yield savings.

Energy-efficient technologies

Investing in modern technologies such as innovative LED lighting (LED bulbs can last for up to more than a decade), programmable thermostats and high-efficiency heating and cooling systems can deliver significant savings.

Efficient use of space

Workplace consultancy can help you identify unused space and suggest adjustments to make more efficient use of it. Switching to flexible workstations or hot-desking can allow you to reduce the leased area and also reduce your rental costs.

Support remote working

Supporting remote working can also reduce the need for physical space and associated costs. This not only includes savings on rent but also on the costs associated with running an office.

Reducing water consumption

Installing water-saving devices such as dual-flush toilets or automatic water shut-off sensors can significantly reduce your water consumption directly resulting in savings on water and sewer fees.

Corporate culture focused on sustainability

Promoting a corporate culture that emphasizes sustainability and efficiency can lead to natural behavioural changes that reduce corporate costs. This includes everything from turning off devices that are not in use to encouraging cycling or walking to work. The result? For example, lower parking rental costs.

Invest in quality

Interior furnishing needs to be durable. It’s the only way to make it last long enough and ultimately save you money and hassle. Too cheap equipment wears out quickly, and breaks down, and replacing it can disrupt the entire office for days.


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