Searching for the perfect office space for your growing company can be overwhelming. Fortunately, by keeping some important considerations in mind, you can find the best space to suit your business and its hard-working employees.
Understand Your Budget
It is important to thoroughly consider your budget and make sure you understand the full costs of your office lease. Leases often outline how additional expenses such as maintenance, parking, utilities, common area fees, and more are handled. To avoid unexpected surprises before you settle into your new office space, review the lease thoroughly.
Your budget should be realistic to prevent overextending your business’s resources. An office space that consumes too much of your budget can jeopardize your company’s financial health.
If you’re uncertain about researching office spaces or negotiating terms, it’s wise to seek assistance from a Broker.
Decide on a Location
You’ve no doubt it heard it before: location, location, location. When deciding on your office space, select a location that’s not just suitable for you, but also for your staff and customers.
Does the location have easy access from the road? Is it on a transit line? What parking is available? What does the neighbourhood look like?
Consider Your Organizational Needs
Image courtesy of Room Sketcher
When planning to lease an office space, think of the nature of your work and the daily operations that will take place in the space. Determine the number of private offices, meeting rooms, and collaborative work areas required to support your team’s workflow. Think of storage needs for documents and supplies, and spaces you might need for any specialized equipment your business may use. Flexibility is key, so look for a layout that can adapt to changes as your company grows or as projects evolve.
Determine How Much Square Footage You Need
First, you’ll want to have at least a general idea of how much square footage you’ll need in your office space. Consider the following questions:
- Do you need a reception area?
- Do you need meeting/break-out rooms?
- Do you need a kitchen?
- Do you need a filing room or storage room for supplies and printers/photocopiers?
As a general rule, each of your employees will need to have between 150 and 200 square feet of space. If you have 10 employees, then you should search for office spaces that are at least 1,500-2,000 square feet to ensure there is enough space for everybody, and that doesn’t include the common areas spaces listed above.
If any employees will need their own private office spaces, you’ll need to account for this separately.
Settle on the Style of Office That Will Best Serve You
Rental space for offices comes in all shapes and sizes. Some office spaces could include:
- Office Suites: Office suites give you the room to develop your brand with multiple rooms, often a dedicated kitchen and sometimes a separate entrance.
- Private Offices: A private office or a dedicated desk may be the right fit for your time rental. The private office or dedicated desk is within a shared space.
- Virtual Offices: Virtual offices are now a popular thing as well. You continue to work from home, but your mail is delivered to a professional office space and often offers a professional meeting room you can use to meet with clients.
To help find an office layout that works for your company, check out our How to Choose the Best Office Layout blog.
What About Conference Rooms and Gathering Spaces?
You’ll also want to consider whether you need additional spaces in your office for conferences or other collaborative projects. Most conference rooms measure around 200 square feet, which is large enough to accommodate about six to eight employees. If you need a gathering space for 10 or more employees, then you’ll want to search for an office that has a larger conference room of 500 square feet or more.
Don’t Forget About Restrooms and Other Amenities
Take some time to consider what kinds of amenities you would like to see in your office. This could include anything from a furnished break room or kitchen, server/tech room, fitness rooms, showers etc. Restrooms are another important consideration; depending on the number of employees you have; you may need just one small restroom or restrooms with multiple stalls. Also, depending on the building style, the restrooms can be a part of the building’s common areas.
It’s important to discuss the amenities included in your lease agreement.
- Will your office space be furnished?
- Does it come with a common area your staff and customers can use?
- Is the building already wired with fibre optics?
These questions will give you a better understanding of how well-suited the space is for the needs of your business.
Reflect on How Easily the Space Can Integrate Office Technology
When leasing office space, it’s important to consider how easily the space can integrate new technology. Look for properties that offer adequate power outlets and reliable internet connections. You should also assess the location’s ability for setting up wireless connectivity, video conferencing systems, and smart office solutions. Some office spaces may already have some of these set-ups, which can save you time and money.
Evaluate Office Accessibility and Safety
When choosing an office space, it’s important to make sure the office space is accessible and safe for everyone. Think of leasing a building that has features like ramps, wide doorways, and accessible restrooms to accommodate individuals with disabilities. Is your office accessible via public transit, and have accessible parking spaces for both staff and customers?
Make sure you have safety essentials like emergency exits, fire extinguishers, first aid kits, and more. Depending on the number of staff you have, monthly safety walks may be required.
Take Into Account Office Ergonomics and Comfort
Creating a comfortable and ergonomic work environment is essential, even in a leased office space. Consider investing in adjustable desks and chairs, monitor stands, and other ergonomic accessories to cater to various body types and working styles. Pay attention to the layout of the space to maximize natural light and reduce noise levels. Even if you are leasing, these adjustments can help increase employee well-being and productivity, leading to a happier and more productive workplace.
Align Your Office Space with Your Aesthetic and Branding
Aligning your work environment with your company’s aesthetic and branding is important. It’s always imperative that you check your lease to understand what signs and changes you can make, but temporary décor is a great option! Non-permanent decorations like removable wall decals, branded signage, and modular furniture can be a very effective way to reflect your brand. This way, you can include your company’s colours, logo, and mission statement into the décor, enhancing both employee engagement and client impressions.
Think Long-Term for Organizational Growth
When shopping around for office space, one thing that is often overlooked is a company’s projected growth. The last thing you need is to get settled into an office space, only to find that a year or two down the road, you’re running out of room for your growing business and its employees. After all, it can be a huge hassle (and expense) to pack up your entire business after just a couple of years.
To avoid this predicament, it’s best to shop for an office space that will accommodate your needs now and offer room to grow in the future. If you plan to increase the number of employees, how your clients interact with your company or the amount of equipment you need in the future, leasing a space that can accommodate those future needs may save you money and stress later.
Need Help Finding Your Ideal Office Space?
With these considerations in mind, you’ll be on your way to finding a great office space in no time. Need additional help? Our team at Summit Properties can assist you in locating the best commercial office space to suit your company’s needs. Contact us today at (519) 914-2766 to get started!