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Paneled systems furniture provides flexibility and there is no question that it aids in maximizing space. As an investment it is generally recommended. However, installing and de-installing systems furniture takes some planning and coordination. Besides the furniture installer, it involves the electrician, the cable installer, the network installation crew, and the telecommunication equipment provider, plus a good space planner. Let’s take a look at a few criteria as an example.
When providing a furniture layout, panel creep must be calculated. You may have 6’x 8’ workstations, but this doesn’t allow for creep. The thickness of the panels that divides the individual stations could be anywhere from 1” to 6” thick. The creep will make a difference in how many stations you can fit together. A space planner should know this.
Your systems furniture layout should be accomplished before placing your electrical and data jacks. Otherwise, you could have power junction boxes massive amounts or cable coming through the floor or out of the wall in inconvenient places. It could be unattractive as well as a safety issue. As changes are made to the systems furniture layout, take into account any changes that may affect the placement of the power and data boxes or power poles. Before trenches are dug, boxes or conduit set, verify the dimensions and placement of the furniture. Also be sure the electrician is certified and has experience with this type of installation.
Know the rules. For instance, electrical outlets cannot be covered by furniture panels. Just recently a firm didn’t pass their electrical inspection because panels covered the actual power outlets. (Multi-data outlets were used and extended through or under the furniture to power their equipment, lights, etc.) The City says that’s a no-no. The outlet must be accessible and exposed. This is not a problem if your furniture panels are electrified and hardwire connections are made.
Cabling into the systems furniture should be carefully coordinated with the furniture installers, as well as with the general contractor. The cabling must be pulled through the systems furniture as the furniture is being built. This is usually done prior to the installation of any work surfaces or cabinetry. Once the cable is run through the furniture installers finish their installation and the cabler place their jacks and complete their terminations. Keeping both vendors on schedule can be tricky.
De-installing paneled systems furniture for relocation site can be a real nightmare. Generally the installers require from an half hour to an hour to build a single modular station. That is less than 20 stations in a regular work day. Plan the installation accordingly to allow enough time. Here are some tips:
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Physically count your base feeds and ensure you have the proper number of existing whips or electrical feeds for your new installations. Order additional whips in advance for installation prior to the arrival of the furniture.
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Rent folding tables to replace the disassembled systems furniture, arranging delivery the day before disassembly. Plan for an adequate number of tables and days of rental.
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Arrange for the moving to company to deliver boxes and schedule employees to clear work surfaces and emptying the contents of any shelves and drawers in the furniture.
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Don’t individualize underneath files cabinets or shelving units. This will require more time for installation, as installers locate a particular piece for a particular unit.
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Coordinate with your network and telephone services to remove the PCs, and phones from the furniture prior to the disassembly and to be on site to re-install as the replacement tables are set.
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Have your cable vendor on site to pull any network or telecommunications wiring from the panel furniture and make new terminations if
necessary.
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Research your power requirements in advance and devise a plan with the electrician for re-establishing power at each station as the whips are removed. Ensure you have receptacles in place, or arrange for the electrician to provide receptacles and multi-outlet strips to reconnect your equipment.
This is just an overview of what lies ahead. It is not all inclusive of the problems that may arise, so it is important to plan and schedule for events and situations. Planning starts prior to construction, and everyone involved needs a clear understanding of what is going to happen and when, and advise all involved when changes are made to the schedule. Miss a beat, and the consequences are unwanted, costly downtime.
Tips for Planning for Communications Infrastructure & Installation
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Plan for at least one communications equipment room per floor. Involve your network, telecommunications and service providers in the laying out the equipment in these rooms. If your occupied space exceeds 300 linear feet, plan a second closet per floor, as this is the maximum pull length to for 100 Base-T certification.
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Address equipment access needs as well as their power, data and environmental requirements of the room. It is expensive add or move dedicated outlets or to add supplemental air conditioning, and more often than not the size of the room is short-changed, causing access problems. You will want easy access to the front and back of patch panels. Require all the vendors to meet to design the space.
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Allow the contractor to install the backboard for your equipment, and make it an adequate size. If you have a security system, music on hold, pager amplifiers, sound masking, plan for space on the board or in the room for these items. Too often these items are unaccounted and dealt with at the last minute.
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Schedule the painting of the your communications rooms, and finish-out the electrical and lighting on an expedited schedule, so the cable installer and service providers have early and convenient access. Once they begin mounting equipment, you can forget painting. Depending on the complexity of your services, you could need the room ready well in advance (30 days or more) of your move-in.
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Choose the type of cable based on immediate need and future anticipated requirements, but also ensure that your current equipment works with whatever cable you choose. Cable capacity can exceed your equipment capabilities.
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Your network and telecommunications cabling should be planned together and executed together. Don’t separate the team. Plan everything down to who supplies the pig-tails. Don’t forget to include who moves the fax machines and printers, and who gets a modem line or separate Dictaphone line, which
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Expect delays and errors. Double check scheduled dates with service providers. Make sure everything is in writing and double check any orders as well by insisting on written confirmation. Initiate service in advance of your move-in, and ensure each service provider has a schedule in hand. There are too many points of error, especially if you’ve employed some of the more sophisticated networks and operations, and one slip can cause several weeks of delays.
Berni Heller is President of
Heller Corporate Relocation Services, Inc., which has been in business since 1997 managing numerous relocations in San Antonio and Austin. She is also a certified facility manager, and an adjunct professor at San Antonio College, teaching facilities management courses. Ms. Heller is also a current and founding member of the Facility Management Industry Advisory Council at Texas A&M University, and is immediate past president of the San Antonio Chapter, Int’l Facility Management Association. |
