An office access hours checklist for your routine

Build an office access hours checklist from your routine

An office access hours checklist starts with when your team needs to carry out particular activities. Consider your usual arrival and departure, an occasional call with another market or a delivery of work equipment. Put those needs to the provider rather than assuming that an office package permits every activity at every time.

Imagine a colleague needs to join an early client call while an equipment delivery is expected later. These require different arrangements: entry for the colleague, a suitable setting for the call and someone authorised to receive the delivery. Asking about each one makes the answer more useful than a general statement about access.

Understand how the team enters and leaves

Ask about the actual access method, the route your team uses and the process for making access ready before starting. Clarify how a new colleague is added and how a lost or failed access method is reported. Keep the answer tied to the proposed office, especially where entry passes through shared parts of a house.

Discuss any conditions that affect the work you plan outside your usual day. Ask which areas and services can be used at the relevant time and what you need to arrange beforehand. Being able to open the entrance does not establish the full working arrangement inside.

Give visitors and deliveries their own questions

Ask how visitor access differs from team entry. Establish whether a host must be present, whether advance details are required and which route visitors should take. Confirm the arrangement before offering a client a meeting time. Your team’s ability to enter may not extend to someone arriving independently.

For equipment and supplies, ask about receiving arrangements and the process for a delivery that arrives when your team is away. Discuss any proposed mover or contractor visit separately. Record who receives the item or visitor and what must be confirmed before you make the appointment.

Check support at the moment you need it

Ask who can help with an access problem and when that support can be reached. Walk through the situation of arriving for essential work and being unable to enter. Record the contact process and your own next step without assuming an on-site person or an immediate response.

Use the timing sheet to connect each activity with entry, service and support needs. Ask how changes such as a planned closure or a different holiday arrangement would be communicated, and who in your team should receive that information before scheduling essential work. For Figment Work Studios, enquire for pricing and mention the parts of your routine that need a specific arrangement. Ask about access, visitors and support for the office you are considering.

Blank activity-and-access timing sheet

Use these headings for your own notes. Complete the blank cells from the particular proposal or your observations.

Keep the decision connected.

• Plan the complete client visit
• Coordinate move-in dependencies
• Explore Figment serviced offices