Is your business setting up temporary office space? With the right equipment, you can create a temporary workspace that meets the demands of your business while maintaining a high level of productivity and effective communication.
Some common sectors that use temporary buildings are the legal sector for war rooms, the education sector for portable classrooms and offices, military and government sectors, the health sector (especially during the pandemic), the construction sector, the agricultural sector, logistics, warehousing, and showroom businesses.
Depending on what your business does and how your workflow works, you may need landline phones, smartphones, desktop or laptop computers, additional monitors, printers, scanners, copiers, and tablets. The good news is all of this equipment is available to rent, so you won’t have to purchase expensive office equipment in order to set up your temporary workstation.
Here’s how we recommend setting up your temporary office.
- Choose the right location.
The first thing you need to consider for your temporary office is selecting the right location. If you already own office space and have some extra land, one option is to set up a shipping container office. This type of solution is usually most useful if you’re waiting on a permanent office to be built or if you are undergoing renovations and can’t use your regular office space.
If you don’t have anywhere to put a temporary office, the next option is to look into co-working spaces or short-term office lets. It’s important to find a location that makes sense from an affordability and logistical standpoint for your business. Do you need to host a meeting from your temporary office? How far will your employees have to travel? Is there enough parking for all of your staff? All of these questions need to be considered.
- Decide how much office space you require.
While the location is important, you must also consider how much office space you’ll need. First, you need to think about how many people are going to be working at your temporary location and how much space they need for their workstations. While some businesses may be able to rent a few desk spaces in a coworking space, others may require a larger office to accommodate all of their employees. You’ll also need to consider how much space equipment like printers, copiers, video conferencing equipment, and conference room furniture will take up.
- Rent the necessary equipment and technology.
One of the most important parts of setting up a temporary office that people sometimes neglect is getting the right equipment for your new workspace. Many organizations and businesses that require temporary offices don’t have the equipment already on hand that is necessary for day-to-day operations at another location. Buying brand new equipment for a temporary office can be extremely expensive – and often doesn’t make sense.
Instead of purchasing new equipment, renting is a great way to save a lot of money while ensuring you have all of the tools that are essential to running your temporary office smoothly.
Some commonly used equipment for temporary offices may be landline phones, smartphones, printers, scanners, copiers, internet hotspots, desktop computers, additional monitors, laptops, tablets, and more.
If a Unified Communications as a Service (UCaaS) solution is important to your business, we highly recommend RingCentral. Continue reading to find out how RingCentral can provide standard voice over internet protocol (VOIP), video conferencing, text messaging, faxing, and more – all from the same platform.
- Consider nearby facilities and resources.
Access to certain facilities and amenities can be a key aspect to consider when looking for the right location for your temporary office. Depending on who will need access to your office, there are several types of facilities to which you may need access.
First consider basic requirements like bathroom facilities, parking, access for people with disabilities, and appropriate IT infrastructure.
Other nearby facility considerations that may not be as vital are facilities like mail collection services, coffee shops, or print stores.
- Communicate with your staff.
You may think you have it all figured out, but it’s best to communicate with your staff about the move to a temporary facility. Experienced staff members can be an asset to the planning and decision-making process for your temporary facility.
You may want to ask your staff about their opinions on the best location, what facilities they require, how much space is necessary, and any equipment they will need to complete daily tasks.
- Find a flexible lease.
If you’re in the market for temporary office space, you’re probably looking for flexibility. While it may be obvious, it’s important to negotiate a flexible lease.
You wouldn’t want to be trapped in a lease that you can’t get out of if you make the decision to move into a different or more permanent office space.
Look for flexible lease terms like month-to-month rolling contracts or even options to scale up or down to larger or smaller office spaces.
- Consider security needs – are you sharing this office space with other businesses?
Security can be a major factor to consider when setting up a temporary office space. While many places may provide plenty of security for you, it’s still important that you take the necessary precautions to ensure no unauthorized personnel can gain access to your office.
Some companies even offer temporary security solutions and can equip your office with mobile security cameras and/or access control.
- Configure your IT infrastructure.
One of the benefits of many temporary workspaces is that they already have existing IT infrastructure, but you can’t guarantee it will provide everything you need.
Make sure you have all of your equipment set up and tested by your in-house IT professional or by the team that installs your rental equipment to ensure everything will work as it should.
While it’s a given that a temporary office will have the lighting and electricity that you need, appropriate IT infrastructure is not always a guarantee.
- Help employees settle in – communication is key.
Moving to a new office can feel disruptive for your employees as they may be moving into an unfamiliar location or facility. Helping your employees move in and get settled will make the process easier and allow them to get back to work as soon as possible.
One of the best ways to ensure employee satisfaction during a move to a temporary office is to provide the right furniture, tools, and other equipment they need to create a welcoming and productive working environment.
Landline phones – Why RingCentral IP?
VOIP (Voice Over Internet Protocol)
Setting up and managing temporary offices involves a lot of teamwork and communication, so it makes sense for all your communications to be performed on the same platform. That’s why we recommend RingCentral.
More than just a VOIP, RingCentral makes it easy to transfer your existing contacts onto your new RingCentral device.
RingCentral also has the option to choose from over 200 area codes, meaning you can build a local presence in areas where your business isn’t physically located. This also helps customers in your area identify your number as a nearby business, rather than looking like an out-of-town call or spam from a 1-800 number.
The RingCentral app works on smartphones, desktops, and syncs all of its information with your landline phone via a connection to your office computer. This means you can switch calls from one device to another without losing connection.
The admin portal allows management to review call logs, recorded calls, and all kinds of performance data on individual users and as a group. The phone system comes complete with all of the usual features such as phone tree call distribution and group call answering.
A surprising fan favorite, Glip Team Messaging, is great if your team doesn’t already have an instant collaboration feature in place. You’ll have the option to instantly share text messages, images, videos, and other files with individual users or custom-defined teams – all seamlessly integrating with RingCentral.
Meeting remotely just got easier with integrated video conferencing, screen sharing, and messaging through RingCentral Video. Video meetings with up to 100 participants are included for no additional charge with the Standard plan, and the Premium package allows up to 200 participants. No additional app downloads are needed, this is supported by the same RingCentral App that you can text, chat, fax, and voice call from. RingCentral Video is compatible with all video-capable devices, so you can bring your global teams together with ease.
Compatible with other VOIP Phones
RingCentral VOIP is compatible with most VOIP phones and headsets, and RingCentral also has a wide selection of devices to choose from. You can bring your own device (BYOD) or select from a catalog of products manufactured by reputable companies such as Cisco, Polycom, Yealink, and Avaya. A variety of products are available to choose from, including selections of desk phones, cordless phones, solutions for receptionists and conference rooms, as well as headsets. The physical device your team uses is a very important component of the VOIP system, and RingCentral is compatible with pretty much any VOIP-compatible phone you select.
Rent RingCentral-compatible Devices and more
Do you need help setting up your temporary office with RingCentral phones, desktop computers, laptops, monitors, printers, scanners, copiers, tablets, or internet hotspots?
Rentacomputer.com has been in business for over 35 years providing technology solutions for businesses around the country.
When it comes to UCaaS solutions, RingCentral has been our solution of choice since 2015, and we have hands-on experience using the platform on a variety of devices. Whether you are equipping and setting up one location, or multiple offices – Rentacomputer.com has all of the technology and technicians you’ll need at your disposal.
Starting the rental process is as easy as submitting a quote. Just give us a brief description of what you are trying to accomplish and an experienced technology rental associate will get back to you right away!
Our agents coordinate all the logistics of delivery and installation and can have techs on call to troubleshoot and fix any problems that may arise with your rental technology.
Our account manager Randy Moore specializes in exhibitor rentals like displays, kiosks, event engagement rentals, laptops, tablets, smartphones, internet hotspots, accessory rentals, and much more. Randy will gladly handle any questions you may have in regard to rentals to make your event exhibition easier. Contact Randy today at 1-800-736-8772 ext. 225 or fill out a fast, easy online quote form today.
Visit our PC & AV Rental Pricing Factors page to find out about our pricing estimates.
Do you need help setting up your trade show booth, convention exhibit, stage, or other display? Since Rentacomputer.com has been doing business in the events industry for so long, our technology travel agents are experienced in dealing with a variety of events from small to large and can assist you with a variety of equipment rentals and marketing options that come with them. Just request a fast, easy rental quote and one of our representatives will get back to you shortly via the communication method of your choice.
Our technicians handle everything from configuration and testing to delivery, set up, troubleshooting, tear down, and returns. Get a quote for your event technology rental needs today. Contact us today for a hassle-free exhibit rental.
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