Making the Most of Your Main Hub: Improving the Self-Storage Management Office for Operators and Customers

An attractive, well-designed management office is crucial for self-storage operators and their customers. It’s one of the first things people see when they visit your facility. It’s where units are rented, bills are paid, questions are answered, marketing plans are born, important documents are stored, retail merchandise is sold and more. So, it makes sense to invest in its appearance and functionality.

If your self-storage property is older than some of the competitors in your market, it’s possible that your office is starting to look and feel outdated. A well-planned revitalization can significantly enhance employee productivity and satisfaction in addition to helping you attract more customers and generate more revenue. Investments like fresh paint, new furniture and improved lighting can make the workspace more inviting and comfortable. These efforts to create a clean, orderly and bright space will reflect positively on the business and deliver a great first impression.

A renovation is also a great opportunity to re-evaluate the way you’re using your self-storage office space. For example, you might reconfigure your layout to maximize efficiency. In some cases, you can make smaller offices feel larger. In others, it may be possible to downsize the area and gain rental space that generates income.

Related:Chicago, New York City Lead US in Volume of Self-Storage Conversions, According to StorageCafé Report

Create a Plan

If you’re thinking about renovating your self-storage management office, the first step is to set goals for the project. Are you aiming to modernize the space, improve functionality, enhance aesthetics or all of the above? Clear objectives will guide your decisions and prioritize upgrades that’ll have the most significant impact.

It’s essential to consider current circumstances, the immediate future and your company’s business plans for the next 24 months. How is your office presently used? Think about the flow of customers entering and leaving and how employees engage with them. What do you want people to notice when they enter? Look for the best places to add retail merchandise, a site map, a unit-size guide, security monitors and other important components.

Now, look up to two years down the road. How will your self-storage office be used in the months and years to come? Are you intending to switch to a virtual office model? Do you plan to hire more staff? Are you looking to create or enlarge your retail area? Think about your long-term plans and how you can best use the space. This’ll help you determine whether you need a complete overhaul or simple upgrades will suffice.

Next, evaluate your finances to determine what’s feasible. Consider the cost of materials, labor and any potential business disruption. Allocating a realistic budget will help you make informed choices and avoid unnecessary expense. Focus on the goal. For example, a fresh coat of paint, new light fixtures and updated signage can make a big difference at a low price point.

When possible, schedule renovation work during off-hours and weekends. If that isn’t doable, simply avoid your site’s busiest hours and days. If you have an empty unit nearby, consider setting up a temporary office to keep the business open.  This reduces the impact on daily duties and allows employees and tenants to continue their activities with minimal interruption.

Common Office Upgrades

While every self-storage office renovation will be unique based on the operator’s goals, budget and available space, there are some common items on which to focus:

Lighting. Consider installing energy-efficient LEDs, which provide better illumination and reduce energy costs. Adjustable lighting can accommodate various tasks and preferences.

Furniture. Outdated or uncomfortable furnishings can negatively impact employee productivity and health. Invest in ergonomic chairs, desks and workstations that promote good posture and comfort. Modern, stylish pieces can also enhance the overall look of your office. Remember, tenants should feel at home when they visit!

Technology. Upgrade your infrastructure to support modern business needs. Ensure your office has high-speed internet, ample power outlets and the latest communication tools. Consider integrating smart-office solutions such as automated lighting and climate-control systems.

Flooring and walls. Refreshing these can dramatically change the space. Choose durable, easy-to-maintain flooring like vinyl or carpet tiles. Repaint walls with neutral or uplifting colors to create a welcoming atmosphere.

Important Considerations

The cost of high-quality materials and skilled labor will vary depending on the scope of your self-storage office renovation. They may come at a premium, but the results are often better and longer-lasting. Here are some things to keep in mind:

Get quotes from multiple contractors. This’ll allow you to compare prices and services. You can also request options, from a simple refresh to a complete overhaul. The self-storage owner or a trusted employee should monitor the project, make on-the-spot changes, and hold the contractors to their schedule and use of materials.

Thoroughly vet all contractors. Make sure each one is reputable and can do the job they’re quoting. Ask for references or examples of previous work.

Get permits. Check local regulations to determine if permits are required for your project. Ensure that all renovations meet safety and accessibility standards. Be aware that permit fees and building-code compliance can add to the project cost.

Establish a contingency fund. You need a way to cover unexpected expenses. Renovations can uncover hidden issues that need urgent attention, such as structural damage or outdated electrical systems. This fund will help you manage these surprises without derailing the project.

A Worthy Pursuit

Refreshing your self-storage management office is a worthwhile investment that can significantly enhance the environment for staff and tenants. By carefully evaluating its current state, setting clear goals and prioritizing the most impactful upgrades, you can create a modern, functional and aesthetically pleasing workspace.

In our industry, doing things without an immediate return on investment is always a challenge, but even though it doesn't seem like it, an attractive, functional office can make a customer’s self-storage rental decision an easy one, as it quickly demonstrates what a great facility you have as soon as they walk in the door. With the right approach, a renovation can increase long-term value for your business.

Randy Trapanick is regional director of operations for Spartan Investment Group, which operates the FreeUp Storage brand. He oversees operations across six states and has more than 20 years of experience in multi-unit management. His background includes hospitality, retail, real estate and self-storage. He also served in the U.S. Army for eight years. To reach him, call 720.370.7837 or email [email protected].