Searching for the perfect office can be difficult for any business, with many encountering avoidable mistakes.
These can range from neglecting to consider the new location's impact on employees to failing to seek professional advice. This article will highlight 12 of the most common mistakes you should avoid when searching for office space to rent.
1. Not Researching the Location
When searching for office space, it is essential to think carefully about the location.
Researching the area beforehand is necessary to ensure it is easily accessible for employees and well-connected by public transport. It is also important to consider whether the building has nearby parking, as this can make commuting much more convenient for employees and clients.
You may also want to consider nearby amenities such as cafes, restaurants, gyms, and childcare facilities. It is important to get employee feedback when searching for a new office to make sure all needs are satisfied.
2. Overlooking Budget Restrictions
Forgetting a clear, realistic budget for your office search can lead to various financial issues.
The budget should cover all aspects of the move, such as the cost of moving (hiring removal vans/equipment) and a deposit. Serviced office providers often require an upfront payment of the first month’s rent and a deposit.
Serviced workspaces are all-inclusive, but meeting room hire, and parking can incur additional charges, so discuss this to ensure it is within your workspace budget.
3. Under/Overestimating Size Requirements
Renting an office that is too small/large for your team can negatively impact productivity and well-being.
Working in a cramped environment in uncomfortable conditions can be distracting. It can also make storing equipment, supplies, and documents difficult, leading to a cluttered workspace.
On the other hand, renting too large an office can result in paying for unused space.
4. Forgetting to Plan for Future Expansion
Not planning for future growth when searching for your new office can result in you outgrowing the space quicker than expected, leading to additional costs and disruptions.
When searching for a new workspace, you must consider the potential for growth and rent a space that can accommodate this.
Flexible office space contracts often allow businesses to upsize within the same building, but we recommend planning to avoid the hassle.
5. Ignoring the Condition of the Space
Serviced office providers maintain the building, ensuring that its facilities in excellent condition. However, it is still good practice to look for signs of wear and water damage in the building, or office.
Forgetting to inspect the condition of the new workspace can lead to costly and time-consuming issues.
We have found that poor lighting and insufficient ventilation are common issues businesses face; therefore, ensure that windows in the space can be opened.
6. Ignoring Infrastructure Needs
Overlooking important infrastructure needs can significantly impact business operations and productivity.
Most serviced office providers provide you with reliable internet, phone lines, and electrical outlets.
However, if you need specifics, such as dedicated broadband, extra electrical outlets, or telephone handsets instead of headsets, you should discuss this with the providers before signing a lease.
7. Forgetting Accessibility Requirements
Ensuring your new workspace is accessible is essential, as it removes restrictions on who can work in or visit your workspace.
Choosing a building with wheelchair ramps, lifts, automatic doors, and braille signage avoids difficulties when meeting clients with disabilities. Researching whether the office offers adjustable workstations is essential if you have employees with mobility issues.
8. Failing to Seek Professional Advice
Office agents have extensive knowledge of the market and can give you great advice on acquiring the space, the lease terms, locations, and amenities you may need.
They can also help you to get services such as parking and meeting room access included with your rent, saving you money. It is always a good idea to consult with an expert so that you can compare options and find the most suitable space for your team.
9. Not Thoroughly Reading the Lease Terms
Skipping through the lease terms before signing can mean that you agree to unfavourable conditions that are unsuitable for your business.
For example, many agreements include clauses that outline how and when rent can be increased. You must read through this thoroughly to understand the number of rent increases stated.
The lease may include restrictions on the space's use, limiting specific business activities. It may also state that businesses cannot largely modify their workspace, limiting customisation.
10. Not Negotiating Terms
By not negotiating the terms of a contract, you may miss out on preferable terms.
Office agents & brokers are essential if you’re looking to negotiate the best prices possible. They are known for securing deals with incentives such as reduced rates for the initial months or a rent-free period.
11. Forgetting to Research the Provider
Failing to research the office space provider can result in a disappointing experience if you choose the wrong landlord. To avoid this, it is important to check online reviews.
Providers with good track records are more likely to have reliable services and response times to inquiries. These properties are also more likely to be maintained and managed well.
12. Neglecting Environmental Factors
Businesses committed to sustainability should avoid overlooking environmental factors associated with their new office space.
Researching whether the building uses energy-efficient lighting and sources its electricity from green energy providers can be a great way to ensure providers are eco-friendly. Other features may include waste reduction initiatives, minimising single-use plastic, and low-flow fixtures.
Searching for the best office space for your business is an important decision that can significantly influence its success. Avoiding the 12 common mistakes mentioned in this article can save your organisation a lot of hassle and money.
