Looking for an office space to rent can be a lot trickier than you think. If you have never done it before, here are a few of the most important things to remember to ensure you not only choose the right space for now, but the right space for the future too.
Create a Must-Have Checklist
The first thing you need to do is to create a checklist of your must-haves. Whether it be floor space, an area for office coffee machines, or things in between, no matter how big or small, write it all down.
While you most likely won’t find a space that ticks every box, at least you will be able to narrow down your search, and it will be easier to know when you find the perfect space.
Compare Office Types
Next, consider and compare the different types of office spaces. Do you want an open plan, a suite, one with cubicles, etc.? Each type has its own pros and cons and allows for different layouts, and you need to compare them to your must-have list to see which office type fits your needs.
Choose a Location
The location of the office is a crucial aspect, especially if you are a company that has regular visits from customers or clients. One easy rule to follow is to choose a space that is located close to similar businesses; for instance, if you sell machine parts, it makes sense to be in an industrial area.
You also need to consider commute times for you and your employees, as well as how easy the office is to reach. An office on the outskirts of a city may be cheaper, but it could take a long to reach, or not have public transport facilities for those who don’t drive.
Room for Growth
When looking at spaces, always think a few years into the future. If you are a small, flourishing business, you don’t want to sign a five-year lease for a space that can’t accommodate growth.
Instead, choose a space that has room to expand, even if large portions of the space go unused for a while. It is always better to be pre-prepared for growth instead of struggling to accommodate it.
Investigate the Building
Once you find some spaces you like, investigate the building it is in. Look up the other businesses that are there, and see if they align with your needs. For example, you may not want to be next door to a music school, simply because all the noise will be distracting.
You also need to investigate the logistical side of the building, such as who does and doesn’t use parking spots, where you access your office from, etc.
Included Amenities
Many buildings will come with a few added extras, and you need to educate yourself on these things. For instance, if the building has a gym, do your employees have to pay for a membership, do they get a discount, or is it included?
You also need to find out if the space comes furnished or not, is there internet, is there a shared mailing room or do you need your own? These are all questions you need to answer before signing on the dotted line.
Maintenance Needs
Another aspect that won’t be at the front of your mind is all the maintenance responsibilities that may fall at your feet. For example, do you need to clean your office space or floor yourself, or is there a building cleaning service?
More importantly, you need to ask about more expensive maintenance needs, like building repairs. If a wall was to crack or needs to be replaced, are you responsible for that, or is it covered by your lease agreement?
Security
Security is another crucial aspect that you need to consider. Is there a dedicated security guard? Or is there a security system that covers your office? You also need to consider secondary aspects: is it easy to reach your office door, or do you need to be given access?
The point here is to see what type of security is available and if it is enough for you, as you don’t want to be in a position where you need to upgrade the security yourself.
Read the Fine Print
Before signing, always take the time to read the fine print of your lease agreement. There is a lot that goes into commercial property rental agreements, and the last thing you want is to unknowingly break them.
Even something as trivial as repainting a wall can break a lease agreement, and you want to be sure that you are either not allowed to do it at all, or if you can do it but with permission.
Know What You Can Customize
If there is some flexibility in your agreement, be sure to know what you can and can’t customize, and to what extent you can customize it. For example, does the customization stop at repainting some walls, or can you knock down walls or, recarpet or retile the floor?
On top of this, find out who will cover the cost, because if you get lucky with your landlord, you may find that they will cover these changes if they increase the value of the property.
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