Often you can’t see the wood for the trees, because of the many possibilities and different landlords. The search for a suitable office space can be a difficult and tiring process. Read the tips below to make this process more fun and easier.
1. Map your current situation
Sketch a clear picture of your current situation. Why do you need a new office? Is there any growth or shrinkage? Is the current rent expiring? Is your company ready for a new inspiring working environment? It is important to know why you are starting your search. It is also very important to find out which services and facilities are being used in your office on a daily basis. For example, does the company have its own furniture? If so, how many desks and chairs? Does your company make a lot of use of, for example, a company restaurant or the reception desk? By mapping this out, you can find out your specific wishes and requirements for a new office. A clear search question brings you to step 2!
2. Determine the required square meters of office space
How large the new office needs to be depends on the number of people using the space daily. Think also of growth ambitions, flexible employees and trainees. Do not use one fixed number of square metres per person as proof that a layout is suitable. Ask a workplace designer to assess the proposed layout, equipment, circulation space and applicable local requirements. Many companies also need, for example, meeting rooms or break-out rooms.
3. Determine the needs: list your wishes and requirements
After determining the size, it is important to identify other wishes and requirements. For example, how important is the public transport accessibility? Are there parking spaces available on your own property? Are you going to take care of the layout and furnishing of the building yourself or outsource it? Finally, what is very important to determine for yourself is the budget, the amount you can spend on the rent and service charge.
4. Call in an office broker
Office brokers are busy on a daily basis mapping out search enquiries from companies. By answering a number of smart questions, these office specialists are able to make a targeted selection of suitable offices. Every company is different, every search is different and that is why the customization that an office specialist can offer is so important.
5. Visit a shortlist of suitable offices
An office viewing is essential to experience the new spaces/locations. The feeling you get with a space must be good and match the corporate identity, and this can only be decided by yourself. Visit a shortlist that meets your essential requirements, ideally during normal working hours. This way you can make a good comparison of the different spaces.
6. Choose an office and landlord that suits you
Several factors are decisive in your final decision. The price/quality ratio is important, but the working environment must also be pleasant. Your employees must feel at home. The personal part, the feeling, is often decisive. It may sound vague, but there must be a match between the space, the environment, your company and the landlord. The search for an office space should be fun and the above tips can help you a lot.
Turn the six steps into a decision you can check
Before arranging viewings, separate essential requirements from preferences. A step-free entrance or a confidential meeting room may be essential; a particular reception style may be optional. Ask colleagues who will use the office to review that list. For hybrid teams, plan around the busiest expected day as well as average attendance. Ten people on the payroll does not necessarily mean ten people arrive together, but a team day still needs enough space.
Use the same checklist at every viewing: daylight at desks, noise during calls, ventilation, internet options, access hours, deliveries and availability of shared meeting rooms. Ask what is included rather than assuming that a room shown during the tour is available without charge. If you use a broker, clarify who pays them and which landlords they represent.
Compare the complete cost over the same period, including rent, charges, fit-out, internet, moving costs and any overlap between premises. Keep refundable deposits separate from recurring costs, while allowing for the cash they tie up. Before committing, have the proposed terms checked for duration, notice, price adjustments, maintenance and the condition required when you leave. Record unresolved questions alongside each option so an attractive tour does not hide an expensive uncertainty.
