Office Space That Works: How to Make the Right Choice

Choosing an office space requires more time and research than simply picking the first space you see. Here are a few of the most important factors to consider to help you choose the perfect office for you, your business, and your employees.

Your Needs

The first thing you need to think about is your needs. What does the office need to achieve? Is it simply for work or for hosting clients, meetings, etc.? Is it your primary office space or a smaller, secondary location?

Plus, think about the furniture you want to fit in it. Whether it be coffee machines for offices, couches, large tables, or anything in between, you want the space to accommodate it all.

Location

Always pay attention to the location of the office, and its location in comparison to your clients, employees, etc. Plus, it is also essential for talent acquisition, as many people won’t want to work for you if they have to travel for multiple hours a day to and from the office.

While you can’t make it easy for everyone, you should aim to make it easy for the majority. Don’t just think about what you feel is easily accessible; you need to think about everyone else who is working there or would visit there.

Size

The size of the space can often be the major sticking point for many. Simply put, the bigger the space, the more expensive it can be, but a space that is too small may not be right for your needs, and will limit expansion opportunities, which will be spoken about shortly.

The best way to go about this is to first think about the purpose of the office and refer back to your needs. For example, if it is only for a few employees, it can be smaller compared to needing a space that must fit meeting rooms, a break room, etc.

Expansion

As mentioned, expansion is another consideration to remember. There are two ways to think about expansion; the first is choosing a space that is larger than what you initially need, and therefore, the space for expansion is ready for you when you need it.

The second is to choose a space that is in a building with other office spaces. This can potentially be cheaper to begin with, and when you need to expand, there is space available. While it may not be one large office, having everyone under the same roof is the next best thing.

Budget/Costs

Budget is fairly self-explanatory, as it typically refers to the rental or buying price. However, and more importantly, you need to know the costs associated with the space, such as the cost of water, electricity, air conditioning, heating, etc. On the other hand, for example, are multiple portable air conditioners cheaper to run than built-in air conditioning?

Renovation Considerations

Part of your cost considerations should also be if the space requires any renovations. Do you need to put up separation walls? Do you need to install a bathroom? Is the space generally inhabitable? These are questions you need to answer before signing on the dotted line.

Layout/Flexibility

As your business grows, as you take on more employees, and as your goals and direction change, you may find the need to have a more flexible workspace and layout that can adjust to what you need from it.

For instance, a small warehouse needs many renovations, additions and a lot of money to become a usable office, but a large amount of space makes it easier to change the layout and add or remove things.

On the other hand, a smaller office with a couple of large rooms can do the job for a small team, but your space is limited, and it can be tough to adjust it while ensuring all your original needs are kept.

Surroundings

Never underestimate the power of the surroundings of your office. While it isn’t right to assume, if you see an office in a run-down, industrial area, your opinion of it will be different compared to it being in the city centre surrounded by fancy, upmarket buildings.

There is no need to rent the most expensive space, but think about how the surroundings can affect the image of your business. A simple test is to not tell friends and family that you are wanting the space, and show them pictures of the surroundings and ask them what they think.

Amenities

Finally, what amenities are offered and do they cost extra to use? For instance, if your office space is in a larger building, there may be a cafeteria, gym, or onsite parking. If so, can you and your employees use these facilities? Are the costs included in your rent, or are they separate?

You also need to know the details of each individual amenity and then make a decision. For instance, if a lot of your employees drive, they may not be happy with paying exorbitant prices to park onsite.

On the other hand, paying to use the gym may not be an issue as it is completely optional. You may also be able to negotiate the price of things, especially if they are going to be used regularly and the building owner will receive a consistent income from it.

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Kathleen Niala