Lighting - An Essential Element of Workplace Ergonomics

Good lighting design contributes to employee safety, health, and overall aesthetics, which in turn can result in greater motivation, morale and productivity.
Poor lighting can lead to workplace incidents, poor work performance and fatigue. It can also contribute to visual fatigue, neck and back pain, blurred vision and headaches.
Employers need to provide and maintain suitable lighting in the workplace. Lighting requirements will differ depending on the type of work, the workplace, and the workers’ visual preferences and capabilities.
It is important to consider the effects of lighting decisions as they have immediate and tangible effects on employees and your bottom line.
Lighting can make a room seem smaller or larger, calming or agitating. Reflections, illumination levels, lighting color, glare, flicker and shadows all contribute to eye strain, squinting, headaches, poor posture, and fatigue in the work environment. In addition, poor lighting conditions make work difficult and even dangerous, hiding potential or actual hazards – e.g. steps or torn carpet. These conditions can be identified by observation as well as complaints and comments from employees.
There are several ways to reduce these conditions in the office environment. Illumination levels should be matched to the type of work being performed. Periodic maintenance should be performed and any faulty tubes and/or ballasts should be replaced. Lighting controls, task lighting, diffusers, or shields can be added to better control glare, shadows, and illumination levels at each employee’s workstation.
By Linda Paino
Marketing Manager, Roland’s Electric, Inc.

Established in 1953 by Mr. Roland Cadieux, Roland’s Electric has dedicated itself to the total support of its customers. A commitment to performance and providing innovative solutions to customers’ needs, has made Roland’s Electric a proven leader in electrical contracting on Long Island. Whether large scale turn-key projects, retrofit, rehab, or maintenance, Roland’s Electric has maintained a qualitative edge over its competitors by constantly searching for new ways to better improve its performance. A one-step-ahead” approach utilizing the latest in technology has given our customers the service and cost savings necessary to be successful in today’s market.

Facility Managers Embracing Mass Notification Systems

           The newest innovations in video distribution systems are the optimal technology for facility managers looking for mass notification systems to incorporate into their emergency response plans. Mass notification systems involve the technology used to carry vital information to all affected parties in the event of an emergency. A reliable and effective system is essential for a facility manager, who is generally the first in command to disseminate this information to employees, authorities and the like.

            A+ Technology Solutions offers several solutions including a media distribution system from Long Island-based ETR (Educational Technology Resources) that quickly and easily broadcasts video information to any number of parties over digital signage, televisions, or projection systems. With one log-in a facility manager could turn on and push video messages to all employees of a facility, examples are images from a security camera, an important announcement regarding office safety or a critical live or recorded message from the company president. An advanced audio/visual system like that offered from ETR is a great investment for any size organization as it serves as a multi-function resource for various departments.

            Digital Acoustics’ Talkmaster is an IP intercom and PA system, which greatly complements an existing emergency response plan. With Talkmaster you can quickly and easily broadcast system-wide security alerts, instructions and critical communications. The intercom and PA system is distributed over an existing network infrastructure therefore it is fully expandable, cost efficient and can be deployed over any distance.

            Another innovation that has been making headlines lately is the use of text messages to disseminate information. A+ Technology Solutions recommends IPVideo Corporation’s DynaView Security Operations Center, which is equipped with the technology to automatically send out an alert in the event of a predetermined qualifying event. The text messaging feature can interface with your existing instant messaging or text messaging system or create a text message of its own. With the ubiquity of cell phones, mass notification systems that employ the use of text messaging are becoming the standard in emergency response plans.

            For more information on any of these technologies please contact David Antar at A+ Technology Solutions, (631) 969-2600.

EVERY BUSINESS NEEDS AN EMERGENCY RESPONSE PLAN

In the field of disaster recovery, time is always of the essence, and this is certainly the determining factor when it comes to minimizing damage.  At Trade-Winds, we find that the best way to ensure that a client’s recovery begins as soon as possible is to have a pre-established relationship with the client. When an incident occurs, efforts must be focused on protecting people and restoring property; it is not the time to be negotiating with contractors.
 
Trade-Winds establishes this relationship through an Emergency Response Plan (ERP). By establishing an ERP, the client receives a guaranteed quick response, and in the event of a large-scale disaster the client receives priority service over other affected businesses that did not have the foresight to sign an ERP.  As we have experienced countless times in the past, our ERP serves to eliminate many of the delays that cause damages to escalate, and our clients have saved hundreds of thousands of dollars from lower recovery costs, less downtime, and minimized losses.
 
This plan is free and non-binding to commercial clients and ERP holders receive Trade-Winds GSA price schedule as well as contact information for all key people at Trade-Winds. They are also listed on our database in our 24/7 media room with pertinent information such as locations and directions, key contact people and phone numbers, access requirements and hazardous materials stored etc. Being on this plan not only shows good corporate governance and a pro-active stance to emergency response and disaster recovery but some companies have actually reported the ability to negotiate lower premiums as a result.
 
And, as always, remember ……. The plan is free; the peace of mind is priceless!

Ed Schildt

Director of Business Development

Trade-Winds Environmental Restoration, Inc.

895 Waverly Ave.

Holtsville, NY 11742

Ph. 631-289-5500 ext. 166

Cell 631-445-0334

Fx. 631-447-1680

eschildt@twenv.com <mailto:eschildt@twenv.com>

www.twenv.com <http://www.twenv.com>

Trade Winds featured on Modern Marvels - http://www.youtube.com/watch?v=4PbAItHB4uc

Managing Your Firm's Office Relocation

Creating a checklist
When you have to move your office there are two things to remember: plan in advance and rely on the experts. At least six months prior to moving you should create a checklist that includes the vendors you'll work with and the tasks you need to complete. The checklist should include some practical steps as well.
For example, your office should start disposing of all excess files, furniture and miscellaneous items before the move. Prior to the move, your record storage provider should move all storage cartons currently at your office off site. The last thing you want to do is pay a moving company to move furniture and items that could have been disposed of or stored off-site prior to your move.
The checklist should include the following items as well:

Lease Negotiation

• Negotiate that landlord pay for the cost of running the air conditioning during your move-in and move-out
• Negotiate the landlord will give you guaranteed exclusive use of the freight elevator and loading dock (during non-business hours) during your move-in and move-out at no additional charge
• Negotiate that landlord will let you deliver and install your new furniture before the commencement of the lease at no additional charge
  

Task List

• Create a task list
  

Budget

• Set preliminary budget
• Cubes and executive offices
  

           Inventory furniture
Match old furniture with new requirements

• Sell or store excess furniture
• Select furniture installer-make sure that installer has the capacity to handle a job your size as well as the capability to do the job
• Order new installation drawings even if you duplicate your existing layout-this is typically done by a space planner
• Review your new furniture design
• Assign seating
• Purchase new furniture (arrange for inside delivery)
• Arrange for installation
  

 

• Common area furniture
  

Inventory furniture and appliances
                  Coordinate vending and appliance pick-up (ask for new vending machines)
                  Purchase new kitchen appliances
                  Coordinate new kitchen appliance delivery
 
Insurance

• Ensure all vendors have adequate insurance
• Revise your current policies
  

Phones

• Inventory phones
• Solicit surveys from phone companies
• Purchase additional phones (or new phone system)
• Reserve phone numbers with local company; add lines; transfer email
• Install common area phones
• Arrange phone system move
• Confirm move time
• Inform long distance carrier of move
• Inform regional phone service of move
• Arrange for dual phone service (if possible)
• Schedule training sessions for employees to learn how to use the phones (video tape the training for future new-hires)
  

Computers

• Solicit advice from I.T. personnel and determine who and how the computers will be prepared and moved
• Inventory computers
• Purchase additional computers
  

Security

• Collect old keys
• Distribute new keys and garage access cards
• Photograph (with digital camera) or list all valuable equipment
  

Signs and Notices

• Order new stationary, business cards, etc.
• Order new checks
• Change address with FedEx, UPS
• Print move notice and send to all customers and vendors
• Order office signs and name plates
• Notify your employees what they’re supposed to do. For example: Who must be present during the move and at what location and time; when to report to the new building and how to get there, etc.
• Keep employees “In the loop”-keep them informed about the plans and solicit feed back from them
  

Build Out

• Set contract with designer and contractor
• Establish construction schedule
• Solicit cabling bids
• Approve cabling bids
• Monitor construction progress daily
• Tour your new facility with key employees to uncover potential layout problems
  

Movers

• Solicit move bids (require that movers provide an audit trail of the man-hours and the material when they submit their bill)
• Determine how movers will protect computers and other sensitive office equipment-will they use bubble wrap, comp-u-wrap®, or clean furniture pads
• Determine how the movers plan to protect your new office from being damaged-will they use Masonite®, Mat-a-doors®, Pathrite®, Korofelx® and bumper pads
• Make sure that mover has the capacity to handle a job your size as well as the capability to do the job
• Obtain parking permits for the moving vans
• Reserve elevators at new and old offices (in writing)
• Reserve loading docks (in writing)
• Have elevator companies placed on “standby” alert (if building has only one freight elevator)
• Have air conditioners turned on during the move
• Obtain home telephone numbers of the building managers
• Back up files on disks (and move separately)
• Notify lessor of copier move (if applicable)
• Arrange copier move (or have it prepared for mover)
• Arrange to have red ink drained from (older) Pitney Bowes machine
• Arrange to have ice maker detached and hooked up (by the landlords and not the mover or your plumber)
• Arrange to have coffee machine moved by vendor
• Arrange to have plant vendor pick up your plants one week before the move and deliver the new plants to your new office one week after the move
• Have computers prepared
• Arrange to have food delivered to both your old and new offices for employees who must be there during the move
• Label furniture and equipment at the old location per your mover’s format
• Teach your employees what and how to pack by holding training clinics (your mover should provide this service)
• Instruct employees to move all their personal items themselves (bric-a-brac such as pictures, paperweight, art work)
• Instruct employees to label what’s inside each packed moving carton on a separate note pad and keep it with them (makes it easier to unpack in order)
• Set up corresponding labels and floors plans at the new location for the movers
• Confirm elevators at old and new offices
• Assign department throw-away and packing responsibility
• Walk through and inspect the condition of your new office with your mover before and immediately following the move to note pre-existing conditions and damage to the space
• Supervise the move at both locations
• Set up a “lost and found” room at your new office (in a vacant office or conference room) for furniture and contents that are mislabeled or have no label
• Make sure everyone is happy in the new location-walk the space and visit with each employee to adjust chair heights, work surface heights and make sure that everyone is working-record any moving damage and missing items.
• Inspect every lateral file cabinet to ensure that it’s not unbalanced, top heavy or about to fall over-if it’s dangerous, have the mover level, balance, bolt and gang it (lateral file cabinets can be balanced and leveled
• Set up and test your computers as soon as possible not forgetting the ones in offices and at work stations where the employees are traveling or on vacation
• File damage claims in writing as soon as possible with your mover on his damage claim form-follow-up and confirm that he has received the completed forms
• Instruct your employees by email or memo to unpack as soon as possible; break down and collapse their cartons and stack them neatly away from the isles-have the mover or one of your employees remove them from the space
• Instruct your employees to place any item or carton that’s not theirs in the “lost and found” room
• Consider sending your moving crew a tip if they did an outstanding job-contact your salesman to find out how to handle it                                  
  

Conclusion
As with any task or project, the success of your relocation is in the details. Don't take the process of moving your company lightly. Getting your employees back to work without additional downtime requires preparation and attention to detail.

Rising Energy Costs

As an energy conscious Heating and Air Conditioning contractor and to build off of a fellow “BOSS” member’s blog on rising energy costs, I recently read an article about common energy management mistakes that I would like to share with you.

Many Facility Managers put in energy efficient lighting and building automation systems and expect to reap the returns and don’t see any real improvements.  I am betting that there will be several items mentioned here that are things you’ve never realized could make such big dent in your energy costs.
 
Leaving Electronics & Appliances Turned on:
According to the US Department of Energy, office equipment makes up about 16% of an office’s electric bill. The EPA has estimated that more than $1 Billion each year is wasted in US organizations on the electric bill due to computer monitors left on.  Tenants and occupants need to be encouraged and advised to unplug things and turn equipment off when not in use.

Dirty Filters:
Clogged filters reduce airflow, which makes the blower work harder to push  the air through which increases energy consumption. It also can make coils dirty which create another whole host of energy and mechanical concerns.  By putting a preventive maintenance program in place not only do you help reduce your electric bill, you will stop dirty air from circulating.
 
Cleaning At Night:
A consulting engineer from Pennsylvania recently did evaluations on utility bills for high rise office buildings in Philadelphia.  He found that more than half of the electricity consumption occurred during off-peak hours.  Lights and building systems being left on when not needed.  If cleaning during the day is not an option, ask custodial staff to move throughout the building as a team, cleaning one floor at a time and turning off lights and systems as they go.
 
Thermostats mounted on wrong locations:
There are several factors that affect thermostats and the temperatures they pick up.  Direct sunlight, drafts, vents, people walking by, space heaters and fans, etc. all affect thermostat readings, calling for heating and cooling when it is not actually needed.  For correct placement of a thermostat, position it about 4 feet above a finished floor on a flat, interior wall away from equipment and diffusers.  Don’t place copiers, fax machines, coffee machines or other types of heat generating equipment nearby.
 
Not optimizing equipment start-up time and sequencing:
Think about when your equipment is turning on, how many pieces are turning on at the same time. As the U.S. EPA states, if each piece of equipment in your facility is starting at 8 a.m., your peak demand will be much higher than if equipment starts up sequentially at 7:45 a.m.: Bring your equipment online throughout a period of about 30 minutes or so. Test out some different options to figure out the latest possible start-up times.
 
In the February 2008 issue of “Buildings” there are several other mistakes found in facilities, with vending machines, exhaust fans, dirty windows and drippy faucets that are causing wasted electricity.  If we all do our part and make a fingerprint in reducing electrical consumption, we will lower our electric bills and reduce our dependency on foreign oil.
 
 
By Jim Carlson
President, Michael James Industries, Inc.

Boost Your Bottom Line - Lower Energy Bills

With rising energy costs, cutting energy usage by becoming more efficient can boost your company’s bottom line, lower energy bills as well as contribute our environmental health.

You can begin to identify areas for improvement by collecting current energy use information within your company. After analyzing your findings, you can set realistic goals for your company’s energy savings plan.

You will most likely find immediate opportunities to save energy and money by focusing on energy-intensive systems, as well as lighting.  

Investing in proper maintenance, upgrades, and adjustments of existing electrical systems may achieve significant reductions in energy use and can often pay back the capital needed in only a few months from the savings produced.

Install digital controls with automatic settings for heating and cooling systems, when full loads are not needed, and make sure that they are functioning properly.

Remove some lighting, or make sure lights are turned off when not in use. Replace existing light tubes (or bulbs) with energy efficient versions either as a project or as part of normal maintenance. Consider upgrading lighting systems. Lighting upgrades often have very short payback periods and make good financial sense even if you don’t own the building.  Install motion sensors to automatically shut off outdoor lights during the day or when everyone leaves.  

Evaluate your energy plans progress by periodically monitoring your company’s energy consumption. Though monitoring in itself will not save any energy it will provide the base line information to monitor trends and identify improvement opportunities.

These are some of the ways you can achieve the goals of your company’s energy savings plan. For information on our full range of services please do not hesitate to call us. Roland’s Electric has been helping companies operate more efficiently and profitably with innovative electrical solutions since 1953.

By Linda Paino
Marketing Manager, Roland’s Electric, Inc.

Established in 1953 by Mr. Roland Cadieux, Roland’s Electric has dedicated itself to the total support of its customers. A commitment to performance and providing innovative solutions to customers’ needs, has made Roland’s Electric a proven leader in electrical contracting on Long Island. Whether large scale turn-key projects, retrofit, rehab, or maintenance, Roland’s Electric has maintained a qualitative edge over its competitors by constantly searching for new ways to better improve its performance. A one-step-ahead” approach utilizing the latest in technology has given our customers the service and cost savings necessary to be successful in today’s market.

Security and construction in the post 9/11 world

In today’s world, construction projects in security sensitive areas, such as Airports, can be very difficult. Construction Crews and equipment entering the secured areas should expect to be searched on a regular basis. Security personnel may be required to escort crews to and from the construction site. Movement beyond the designated area is prohibited without permission or escorts. In some cases certified security personnel must be on the payroll of the Construction Company to interface with the security detail. All of these restrictions may seem cumbersome and time consuming but once systems are put in place, all parties including the public, benefit.

Prior to being awarded the job any vendors working in sensitive areas should have the proper background paperwork on their company and employees complete. All proper government security forms must be filled out correctly. In addition the crew going on job site needs to be aware of the requirements of working on a sensitive site and work within those parameters.

These are just some of the reasons that working with a General Contractor who is prepared and experienced in security sensitive areas can make the job go smoothly and maintain good relations with the property management.

Ned Rothberg
President
CDS Mestel Construction Corp.
www.cdsmestelconstruction.com

Excel Painting

Acoustical ceiling refinishing saves time and money vs. replacement

 
Facility managers know that employees working in a clean, bright work environment are more productive.  However, acoustical ceiling replacement can be costly and the associated down-time can also increase the cost of the project.
 
Acoustical ceiling refinishing is a cost-effective way to restore acoustical ceilings.  If your ceilings are dirty, stained or simply old, they can be restored at a fraction of the cost of replacement.  
 
The process is simple.  All surfaces not being painted are covered (i.e. lights, speakers, etc.) and all vents are vacuum-cleaned.  Ceilings are also vacuumed to remove any dirt and dust.  Stains are sealed and then the ceilings are sprayed with a special acoustical coating which brightens the ceiling without destroying its acoustics.  All areas are given a final, meticulous cleanup so that there is no disruption to next-day business operations.  Depending on the size of the ceiling, the entire project can be completed overnight so that business can resume the next work day.
 
The result is a bright and clean ceiling without the cost and down-time associated with ceiling replacement.  

By: Michael Monte
President, Excel Painting Services
Www.excelpaintingservices.com

What Are The New Trends In Office Furniture Space Planning?

Due to the influence of eco-friendly design the new trend is to allow more open space and natural light into the workspace. In order not to block the natural light workstations are being designed with partition heights generally not exceeding 51”. This height allows for seated height privacy at the same time allowing for an increased teamwork environment. It also allows for natural light to permeate the space. General misconceptions of increased noise levels are unfounded due to the "Library effect".

The library effect is the simple realization that others are sharing the same space therefore the natural inclination is to speak in softer tones. When surrounded by high partions with no direct sight of another person the speaker tends to have a false sense of privacy. This causes increased noise levels within the space.

In conclusion offices designed with a more open environment have a lower noise level and an increased productivity level. They are healthier, less noisy and more productive then their past counterparts.

Leveraging High Tech Security Systems as a Facilities Management Tool
IP Based Security systems are fast becoming the source of centralized information for facilities managers worldwide.  The latest breakthrough in security management platforms allow the integration of access control, building management systems, environmental sensors, audio/visual devices, video analytics, text messaging alerts and security cameras into a single converged system.  Technology convergence has taken the forefront in facilities management due to the widespread implementation of high-speed networks within organizations, high speed connectivity to the internet, as well as the introduction of devices that can perform multiple essential functions over an IP network. Convergence has become cost effective for organizations as it provides critical information for management, facilities, information technology and security over the same shared network while requiring less manpower to maintain equipment, ultimately reducing the total cost of ownership.
 
Utilizing the technology, an alert received by a facilities manager can be visually verified utilizing strategically placed cameras that are viewable through a secure login from office, home or via an internet enabled cell phone.  With a digital security system facility managers can monitor and maintain any building, at any location from a location that has a PC and an Internet connection.
 As an example, an alert created by an environmental temperature sensor in a data center could trigger a pre-recorded intercom announcement while simultaneously triggering an email alert to the facilities manager and HVAC contractor.  An afterhour’s entry to a secure area could trigger an alert that would turn on lighting within the facility and send a photo of the intruder via email to appropriate personnel.   Lastly a water sensor in a facility could send an alert to a facilities manager while allowing them to view the corresponding cameras for visual verification of the extent of the emergency prior to dispatching personnel.
The above are just several examples of the power of a well implemented security management platform. Creativity and planning by Facilities Managers, Security Directors and IT staff can bring together a myriad of customized solutions that can make the day to day challenges faced by all stakeholders easily managed.

By David Antar
President, A+ Technology Solutions, Inc.  and  IPVIdeo Corporation
www.IPVideoCorp.com
About David Antar:

David is the president of IPVideo Corporation, a recognized leader in developing and manufacturing converged security management solutions. IPVideo has systems installed worldwide and in use by many Fortune 1000 corporations. The company had consistently been on the leading edge of technology and has brought together many previously disparate areas of security, facilities and information technology into  a single converged network.