Issue 11 -August 2004

Technical decisions
New office? Think ‘technology'
Story By Jeremy Hamm • Office Design by Tim Stensrud

Building a new office? Think “high tech” for improved productivity and efficiency. And think “one-time opportunity” to install systems and make necessary structural changes with convenience and affordability.

Whether you’re planning a solo practitioner’s office or a multi-professional suite, preparation is the key to success. Although larger practices may want more extensive technical features, this isn’t always the case. You may be planning a small but very deluxe, high-tech space. No matter what type of office you envision, a technical systems pre-construction plan and check-list need to be written by you and your architect, builder or contractor.

The extent of your investment in office infrastructure will normally be predicated on whether you’re buying or leasing the property, the original condition of the space, and how long you plan to be there. If you’re working with a raw space without sheetrock on the studs, you’re in luck — at this stage wiring a complete infrastructure is very economical. Here are things to consider:

• Low-voltage wiring. Low-voltage wiring, such as telephone, is not required by code to be in conduit, but it is a good idea to use it if you can fit it into your budget. The conduit makes later upgrading of cabling a snap since cable or wiring can be passed easily through the existing conduit “tube” and avoids the troublesome “fishing” of cable in the wall later on and the tacky surface-mount cabling look.

Recommended: Put in empty conduits at the same time wherever you think you may need them and terminate the conduit into empty junction-boxes with blank covers. It’s neat planning for the future.

• Telephonic communications. As a dominant system, your data, telephone and fax lines are the priority. Plan more outlets than you think you may need. This will save you time and money later.

• Electrical circuits. Have the contractor install and label dedicated AC power circuits for all computers and equipment you may be using. Also, install power conditioning equipment (that is, system surge protection) in the electrical room.

• Computer hardware. For general physical security, computers can be secured to furniture with locked cables. If your office is in an older building with exterior-mounted communications lines, be sure any lines carrying your computer data are in some type of locked enclosure to comply with HIPAA regulations.

To make your computer security systems and network planning easier, you may want to consider the services of a computer consultant. Any pertinent recommendations should be addressed early in the build-out planning process.

• ADA compliance. Build-out projects may need to meet ADA regulations, which apply to all public buildings. Light switches, outlets, door handles, countertops, and other fixtures must be installed at specific heights and must be of a particular design to allow accessibility.

The office design must allow adequate passageways, clearances and ramps for wheelchair access. Your licensed contractor should be familiar with the guidelines and whether you need to conform, but if you are doing your own contracting, research the law. Your city building permit department and local library can provide more information. If compliance is required, ADA consultants are available.

• Audio-visual capabilities. Your office AV system can be as simple or sophisticated as you like. Minimally, you might consider a basic combination TV/DVD for your reception area, with cable, antenna or dish reception depending on your location and services.

Add a simple, quality background music system with volume controls in each room and you will be able to create the ambiance you want for you and your patients. Paging override can be built into the system at little cost.

More elaborate AV systems might include video projection or large-scale plasma video monitors installed in meeting or conference rooms. These are generally considered as separate systems which are planned for, but added later. The same is true for audio and video teleconferencing. The rough-in for all of these systems, however, should be addressed while the build-out is still in progress.

• Lighting. Programmable lighting and dimmers provide several advantages, including improved security, electrical economy, and fine control of area lighting. They offer a very nice touch for creating the kind of ambiance you want for your office and for controlling the specific overhead lighting desired in work areas, such as the front desk and examination rooms.

Lutron electrical products are the industry standard for lighting control. Again, do your planning before the electrical rough-in is finished.

• Perimeter security systems. Perimeter security systems should be kept separate from your computer network. You may have an unmonitored system that sounds at the site or a fully-monitored system that automatically calls for response from a security company.

Both types of systems commonly use door and window sensors, video cameras, floor sensors, beams and microphones that may or not be wireless. Once again, check with your contractor to plan ahead for any security wiring, circuitry or communications needs.

Despite its apparent complexity, planning for all of your desired data, phone, AV, and security needs, while meeting various code requirements, really isn’t all that difficult if you take time to prepare. Consider your current and future practice needs and choose qualified professionals (who have qualifications, references and required licensing) for the build out. The end result will be a high-tech office that will improve your staff’s productivity and contribute to your bottom line.

As project manager for Lloyd F. McKinney Associates, Inc., (www.mckinneyassoc.com) Jeremy Hamm has been involved in professional A/V since 1982, when he headed up the design/ engineering department for the $4.2 million Pacific Bell San Ramon Valley, Calif., project. Currently, he manages many of the McKinney A/V projects for Hewlett-Packard throughout the Silicon Valley. He can be reached at 510-783-804.