If you have decided to move office or maybe even been forced into the move by growth or decline, the whole process can be rather stressful. Hours are spent looking for a new space that will offer everything you need whilst allowing employees to work efficiently and clients to gauge a professional view of the business.
Ultimately, finding a new office space can be tedious and time-consuming. For this reason, we have compiled a list of five steps/considerations that you need to make when making the big decision; we appreciate that your decision will affect how the business will progress in the future so pay attention to these key points.
Space Requirements - Whether the main reason for your move is for the space or not, it is one of the most important considerations that you should make. Firstly, you should assess how your business is performing because the worst thing that you could do is move into a space whilst growing and then, six months down the line, need to find an even bigger office. On the other hand, you don’t want to move into a huge space if you aren't likely to fill it any time soon as this is a little optimistic and will cost the business valuable money.
To find the perfect sized office, you will need to consider the business as a whole with an objective mindset because your employees will need to have room to move about but if you aren't likely to see growth in the next couple of years, there is no point moving into an office that is just too large. If you are unsure of the future, maybe look into places with a flexible lease so you aren't tied down or even a shared space that will allow you to adjust with growth.
Location - Secondly, having the perfectly sized office is all well and good but it isn't any use to anyone if it is right in the middle of nowhere. When choosing a location for your new office, there are some key questions that you have to ask;
• Is it in a reasonable location for your employees?
• Is it within reach for your clients?
• How is the public transport to this new location?
• Can you utilise any new markets in a new location?
• Is there good parking facilities available for all who need them?
All these questions and more are vital because one poor decision can leave you without a workforce and without your main clients who might not be willing to travel; employees need to be able to reach work whether they drive, get the bus, the train, or any other method or transport.
Layout - When considering the amount of space you will require, you need to think about any layouts you have in mind. Do you prefer an old-style cubicle layout? If so, is there enough room for all the technology and wires that will lead from phones, computers, etc? Or do you prefer a new-style layout that is more open-plan? Again, you need to choose a space that will allow you to achieve this.
Some extra factors include; whether the space comes furnished or not, whether your own furniture will fit, whether you have meeting rooms and sufficient space for colleagues to discuss work, whether the bathrooms and kitchen are in good condition.
In addition to this, it is also worth asking whether the current landlord has any plans to sell or expand; if the landlord is looking to sell and the new owner already has a use for it, you will be looking for a new office again very soon.
The layout of an office is vital for communication and general efficiency so don’t sacrifice that if it means you can save a couple of weeks because it is worth waiting for the right office.
Legal Assistance - Another factor you may want to consider is some legal assistance as contracts for businesses and for personal use can be very different. For example, you need to know who is responsible for maintenance costs and repairs; many have made the mistake in the past of moving into an office not realising that the landlord wasn't responsible for these costs and this can be vital for a business. If you cannot afford additional expenses, you need to find somewhere that takes care of them for you. Legal assistance can be pivotal here as they will recognise what certain terms mean and will be able to decipher the small print and work out whether you are getting a good deal or not.
Cost-Efficient - If you are down-sizing or just looking to spare the pennies, there are some steps you can take. As mentioned previously, shared facilities will allow you to reduce your costs as you will be sharing the rent with another company. Furthermore, you also have the option to lease all your IT equipment rather than buying it outright.
Whether you are looking for your first ever office space or are just choosing to move, these five factors listed above are absolutely vital and can prove to be the difference between success and failure so be sure to remember them. Make sure you make the right decision and find premises that will not only allow you to operate but also to grow and become competitors to those at the top of your industry.
TruSpace have 30 years of experience in designing and building truly inspiring office spaces your business and your people deserve. Please don’t hesitate to contact us if you would like to learn more about our innovative all-inclusive design build service.