Rent Office Space

When looking to rent office space for your business it can be an exciting and daunting time for your business.

Choosing just any office would be a mistake and could cost the business in terms of lost productivity, reduced employee morale as well as direct costs.

You need to make sure that the office solution you choose is one that will support your team and allow your business to grow and thrive.

We have put this article together to cover ten elements we think worthy of considering before you rent office space.

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Ten Tips To Consider If It’s Your First Time Looking To Rent Office Space

1: Do you really need an office?

Businesses used to need dedicated offices in order to survive. But plenty of entrepreneurs today do just fine working from home offices or even co-working spaces. Covid has highlighted how many big companies have adapted to having employees working productively from a home environment. If your business could function in one of these alternative environments, you could save yourself a lot of time and money.

2: Choose a Suitable & Convenient Location

If it is absolutely essential for you to have a dedicated office space, then the location is going to be up there as one of the most important considerations when renting your first office space.

You first need to ensure that the office will be close enough for your team members to commute. Is the office close to good public transport links. Are there safe and convenient cycleways is there somewhere to securely store your bike when you get to the office Or if you don’t have a team just yet, choose an office that close enough to an area that’s populated with potential talent.

Will the location be convenient for clients. Is there ample free car parking, is the building easy to identify and access. Is the office space near to other amenities i.e. green spaces, banks, post office, restaurants and pubs.

3: Budget – make sure you know your limits

After location, cost is likely to be your next big consideration. Its so easy to get wowed by glass fronted, high tech feel, manicured office blocks. These are great but don’t choose an office that is going to put your business too far into debt which could reduce its operational performance and stunt its growth. Go through the financial numbers before you even start looking to find a budget that will allow you to operate comfortably.

4: Are there extra expenses

There are a lot of elements that go into the expenses of renting an office space. The actual rent is just part of it, when it comes to most properties. Make sure you know in detail what extra expenses you will be liable for, as they can really add up if you don’t account for them in your original budget.

Michelle Craig of BBH recommends “Make sure you understand what is included (and not) in the quoted packages. Does the Operator / Landlord want you to pay for your utilities? Phone and data? What happens about snow removal from the car park? Make sure it’s clear, and that everything is spelled out clearly in the Lease so there are no / limited opportunities for misunderstanding.”

5: Office Security

The office building itself should be secure. Externally the building and car parks should have CCTV and be well lit. Access to the building should be through a manned reception, with clear sign in sign out protocols.

For after hours access the building should have key fob access. Internally individual offices should all be lockable, it could be that various sections of a building are only accessible via key pad locks.

6: Size matters

In the first instance you will need a large enough space for the members of your team to each have a desk or place to sit. But you don’t want something so large that you’re paying for entire rooms that you never use.

The following size guidelines provide an insight – but in light of Covid it may be that more space should be allowed for within areas

Open workstation areas ( i.e. computer sat on desk) – – 60 to 110 square feet per person – note there is quite a variation as it depends on the paperwork / printed documentation that a person may need to be accessing
Common office areas – 80 to 100 square feet per person
Executive offices – 90 to 150 square feet – this depends on whether the executive will have a meeting table and chairs, or comfortable seating area within their office
Conference / Meeting rooms – – 20 to 30 square feet per person
Quiet areas – 10 to 100 square feet for every 10 workstations

However, a bit of extra space can be a good thing, especially if you have growth plans. Not feeling penned in and restricted can improve the working environment. A few extra cubicle spaces or some room to add a few desks can be helpful.

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7: Office layout

Do you want an open plan office environment or more closed-off work spaces? No business is the same and different bosses and teams have different preferences. Its important to think about what style would suit your team best and choose an office that lends itself to your preferred layout.

We would always suggest planning the office space either using paper and cut out office furniture, or using some of the office planning software tools that are available.

8: Office Condition

Its crucial you know Exactly in What Condition You’ll Receive the Space. Some offices don’t always come as advertised and might require some work completing before you actually move your things in.

Ensure you understand how the space will be delivered. If you require improvements like paint and carpet, or need walls and doors moved or added? Who will pay for these improvements / changes?

Its a fact that your office sends a message to others about your business. Choose a building that’s falling apart, and that subconsciously tells clients that you’re struggling. Overextending your budget with a lavish space for your first office, and clients could think that they’re paying you too much.

If you want to make your first office your own space be careful. In most cases landlords don’t want you knocking down walls and completely changing the structure of their buildings. So before you sign any agreements, see what you’re allowed to do to the space without them charging you for damages.

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9: Car Parking & Bike Storage

Difficulty for staff in getting parked can be a major source of lost productivity. Have you ever come across these within the office environment “Sorry I’m late I couldn’t get parked, Someone is using my space, Oh no there must be an event / match on all the parking’s taking”

Parking is an important factor that might be overlooked when renting your first office space. You need to make sure there are enough parking spaces nearby so that your team can actually get to work on time without much hassle. A secure parking lot or dedicated area is a plus.

Looking to showcase your environmental or sustainable credentials or if you’re in an area where there are more bikers, make sure there’s a rack or enough space somewhere in the building for employees to store their bikes.

10: Timing

Consider the Lease Length, the length of your lease can be another important factor in your decision when renting your first office space. For your first office, you might not want to get tied into a really long-term commitment. You don’t want to be stuck with an office space if your business folds, sells or outgrows the space. Again Covid has shown us how being flexible is an advantage and serviced offices with monthly contracts may be an ideal solution