Tips and tricks for finding the right office space

1. Define your needs

The first step should always be a thorough needs analysis. Questions that need to be answered include the following:

• Number of employees: How many employees will work in the new office?

• Required work areas: What type of work areas are needed for which activities (e.g. office activities, warehouse, customer service, workspace)?

• Facilities: What other facilities are required (e.g. meeting rooms, kitchen, parking spaces)?

• The location: What is the optimal location for the company and its employees, as well as for customers, suppliers, etc.?

Tip: Take your company growth into consideration

Factor in a buffer for further growth and consider options for future expansion. Fast-growing companies often need larger spaces quickly. If there is room to expand in the building, another time- and energy-consuming move can be avoided.

2. Plan your budget

Draw up a budget and think about what your company can afford. The following costs should be taken into account in the budget:

• Office rent

• Ancillary costs to office rent

• Deposit

• Costs to strip out/refit the office space

• Costs for furniture and fittings

• Moving costs

• Possible insurance costs

3. Choose the right location

Choosing the right location can be a critical factor in the success of the company. Important aspects in this regard are:

• Ability to access the location by public transport and by car

• Infrastructure in the area (e.g. restaurants, shops, banks)

• Proximity to customers, suppliers and partners

• Ease of access if you need storage space

• Applicable tax rate

4. Viewing and evaluation

When viewing office properties, points to consider include the following:

• Condition of the premises

• Structural features

• How the spaces are divided up

• Lighting conditions

• Ventilation and indoor climate

• Room acoustics

• Technical features (e.g. internet connection, sockets)

Remember: there are legal requirements that must be taken into account in order to ensure health and safety. Find out more here.

5. Rental negotiations

Before signing a rental agreement, the rental terms should be carefully negotiated. Important points in this regard are:

• The rent amount

• Ancillary costs

• The term of the contract (fixed or unlimited)

• Notice periods

• The possibility of subletting

• Renovation and maintenance clauses

• Read the rental agreement carefully and make sure you understand all the important points.

Tip: From a tax and liability perspective, it makes sense for the rental agreement to be in your company name and not in your personal name. Otherwise, if your business doesn’t take off, you will be personally liable for a rental agreement that could be quite long in the worst case scenario. This is why it is worth founding a limited company, such as a limited liability company.

6. What is the best way to set up my office?

Our work environment is essential to our well-being and performance. Both the design of the workspace itself and the environment around the workplace have a measurable influence on factors such as motivation, concentration and stress levels. The following points should be considered:

Ergonomics:

• Adjustable height desks for all employees

• Large table top with enough space for important tools

• Comfortable office chair with the right seat height

• Screen at eye level

Lighting:

• Adequate natural and artificial light

• Glare-free illumination with pleasant light colour

Tidiness and storage space:

• A tidy workspace for greater concentration

• Adequate storage space thanks to shelves, cupboards and file folders

Colours and decoration:

• Light colours and natural materials for a positive atmosphere

• Plants and decorative items add cosiness

Personal touch:

• Bespoke design to represent the company and individual employees

7. More tips and summary

• Start looking for new office space well in advance to avoid stress.

• Bring all the important documents with you to the viewing, e.g. the needs analysis and a list of required facilities.

• Don’t be afraid to ask questions about the fabric of the building, building services and ancillary costs, for example.

• Seek professional advice if necessary.

• Check the condition of the building and contact existing tenants to get their opinion.

• Take a look at existing tenants and see if there are synergies with your business.

• Make sure the building aligns with your company’s image.

The search for new office space requires careful planning and preparation. However, with the right approach, you can find suitable premises for your business and contribute to its success.