Source/Contribution by : NJ Publications
The walls of your office speak a lot about your personality and your services. Your office is the place where you would meet most of your clients, most number of times. When your clients enter your office, they consciously or otherwise would paint a picture your services, your professionalism and your efficiency in their minds. Hence it's important to exercise diligence while designing the layout and appearance of your office. The office shouldn't be overdone, the client mustn't feel you are garnering luxuries from his money, and it shouldn't be understated either, you are not on the verge of bankruptcy. A balance must be maintained, your office must depict your professionalism and must be a comfortable space for your clients, where they can relax and discuss their finances with a calm and open mind. Following are few points which you can consider while designing your office:
The Reception: This is not just the first impression space, but also the area where the client seeks to relax for a while after travelling to meet you or organize the documents that he/she may be carrying for the meeting. So you need to give a careful thought while designing the reception area with the view to enhance the first impression and deliver a comfortable experience to the client.
> A Pleasant Receptionist: It feels nice to be greeted by a smiling face. A receptionist who can aid the client with his basic queries, collect any documents if required, and make sure that the client is settled comfortably, counts.
> Secondly, there should be adequate and comfortable sitting space for the clients to wait.
> Make sure that the client is offered water when he enters, provision of a beverage or a snack will add to the experience.
> Keeping a couple of magazines or a TV will be a good idea to keep the client occupied while he/she waits. However, you must note that clients are not watching news of markets crashing just before they meet you, you can permanently set a food or travel or sports channel, to keep the environment light and calming.
Interior: The aura of the office largely rests on the interiors you select.
Colours: Colours play a very important role in setting the mood of the place. In a professional setting, light colours are preferred because they make the place look bigger and brighter, are soothing to look at, and create a positive feel about the place.
Furniture: You do not have to be very flamboyant in your choice of furniture, keep it minimal and focus on usability. Don't invest in heavy furniture, go for simple and good quality furniture instead. You can have cupboards for storing files and papers, movable chairs, make sure there are enough tables for clients to put their documents on or to place a glass of water etc., in meeting rooms. You can put a number of small tables, or have chairs with tables attached, for meeting rooms where you hold group meetings or give presentations, etc.
Decoration: The decor of an advisor's office should be simple and attractive. Showcase your accomplishments, medals, certificates, pictures etc., in your cabin, this will display your credibility and create a positive impression. You can also hang some nice paintings on the walls to create a lively and artistic vibe.
Video Conference rooms: To expand your business beyond your city, you need to have a virtual office. For catering to outstation or foreign clients, it isn't possible to connect with them physically, you need to have VC or skype facilities. It's an ideal option for many local clients also, if you are in a city like Mumbai, and your client is located at a distance, he/she would need at least half a day to see you in your office for an hour's meeting. It may be too much to ask for from the client, and quite possible that the meeting never happens. Many advisors operate as Virtual advisors on a full time basis, they use VC's, skype, e-mails and calls for connecting with their clients, it saves a lot of time and cost for both parties. So, even if you have a physical office, in today's scenario you need the provision of a virtual office for catering to clients who would prefer the shorter route.
The bottomline is, your office must be minimalistic, organized and must have a comfortable yet professional aura. Take care that your visitors are comfortable, a relaxing environment is maintained, select the right furniture, and lastly the interior and décor has an aesthetic yet professional appeal.
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