When it comes to optimising office space, planning is the key, according to Fino commercial director Dino Fino.

Planning and good design go hand in hand – allowing a company to organise its workflow efficiently, create a motivating and dynamic working environment – and a secure one.

Mr Fino should know. Over the decades, Fino has equipped literally thousands of offices, ranging from doctors’ treatment rooms at Mater Dei to Air Malta’s administration offices at Skyparks.

“One of our biggest contracts was Mater Dei, 5,000 rooms,”he said.

Fino is no newcomer to large contracts – both in Malta and abroad – and has built up a solid reputation both for the top brands it represents as well as for its customer service.

“I think that one of the advantages of what we offer is that our solutions are holistic. We can take a shell office and plan everything from its infrastructure – like wiring and ducting – to raised flooring and temperature control, desk layout, noise pollution, lighting... All of these aspects are fundamental, and with good planning, the results can be remarkable,” he said.

“Apart from which, it can save the client a lot of money. This is why my consultant Ray and executive Desiree get involved as soon as possible to advise clients.

“They discuss the client’s needs, how many people work there and how many others visit.... We look at the function and design around the needs. There is also a corporate culture to understand: What does the reception area need to say about the company? And what is the CEO’s style? We try to give more than one option – and we also encourage the decision-makers to involve their staff as people who work there day-to-day have a clear idea of what would be the best outcome,” he said.

Things have changed considerably over the past years. The days of flats being turned into offices may not be completely over – but with new, purpose-built office blocks being built, there is, at least, a choice. The ability to use space creatively has resulted in companies being able to move away from the traditional desk-clusters to open plan offices and even hot-desking.

“Some managers even opt for the American-style approach of having their desks in the open plan – relying on shared meeting rooms when they require privacy,” he said.

“People tend to be quite wary of hot desking – where you plug in to any desk that is free. They get quite territorial about personalising their space with photos and so on. But the reality is that in a lot of offices, people spend very little time at their desk –they are out or at meetings – so it does not make sense to occupy a desk for the whole day,” he explained.

The trend is to have a lot less partitioning – which enables companies to use space moreefficiently. However, this poses logistical problems as cables need to be fed across the office either overhead hidden behind a false ceiling – or under the floor, again, something that requires forward planning and early decisions.

There is also a lot more awareness of occupational health and the need to look after employees’ welfare in terms of lighting, posture and noise.

Fino is the exclusive agent for a number of top brands, like Herman Miller chairs which have excellent ergonomic design, but it has built up a range of suppliers to offer clients suitable options.

“We do find that employers are willing to invest in ergonomically-certified chairs... They make a huge difference, especially for companies where employees spend long hours at their computers or on the phone.

“And lighting makes a huge impact too – both in terms of its distribution over the working area, and its environmental impact. Companies are much more aware of their social responsibilities today.

“And last but not least, there is also the element of background noise, which is much more important in an open plan office. Our clients are usually amazed to find out how much technology can help. Do you know that you can put up acoustic panels at intervals that will absorb noise?” he said.

Fino has managed to retain 30 master craftsmen from the heydays when it was a mass manufacturer, offering custom-made furniture to complement the brands it represents.

“Whether you are equipping a multinational which is opening a financial service office here or a hotel in Qatar getting ready for the World Cup, it is all about service and quality. And that is what we have always done best,” he said.