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stelmain

  • Stelmain
  • Baltic Chambers
  • 50 Wellington Street
  • G2 6HJ
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checklist for choosing the right office space: what to consider…

15 August 2017

Here is a useful checklist for you to peruse, which should help you to focus on the main considerations when choosing the right office space for your startup or small-medium business.

1. Location

The ideal location for your office space is one which provides the most overall benefits to your business. It should be situated in an area that allows you to manage and operate your business as effectively and efficiently as possible, thus facilitating long-term success.

2. Transport and Parking

Is the office located in an area served by good road networks and public transport? Is it convenient for you, your staff and clients, and courier collection and deliveries? An office that is easy to access by road, public transport, and on foot can have a significant impact on your own work life and that of your staff, as well as your customers’ ability to reach your business. It can also affect the pool of potential employees available to you in the future.

Are there safe and convenient parking spaces within close proximity to the office - for you, your employees and clients, and couriers? Is parking expensive? This could pose a problem for you or your staff, leading to unmanageable daily expenses. If there is nowhere to park nearby, will this be an issue for anyone?

Office parking provides added convenience for you, your employees, clients and couriers.

3. Visibility

Is the office easy to find, or will it be challenging for clients to figure out where you are located? Does it get much foot traffic? Depending on the products or services you offer, visibility and passing trade could be very important to the success of your business. If no one can find you or they don’t even know you are there, you could miss out on valuable opportunities. Being visible is also an effective way to create brand awareness.

4. Reputation of neighbourhood

Is the office space located in a safe, popular area - one that fits with your brand image and business objectives? Will the perceived image of the neighbourhood have a negative or positive impact on your business? Cheaper rent may not always lead to higher profits and a successful business if the neighbourhood has a bad reputation and discourages potential clients or customers.

5. Local amenities

Is there a suitable selection of local amenities in the area, such as coffee shops and restaurants where you can entertain clients; post offices, banks, and office supply stores for day-to-day business needs; supermarkets, gyms, bars, and cafes for entertaining clients, providing options for staff, and meeting your day-to-day business needs?

6. Size

Choosing the right size of office is important for both short-term and long-term business needs. If the office is very small, will you quickly outgrow it and need to move? Is there sufficient storage space for equipment and supplies? Is there an area where staff can take their breaks and where you can have meetings with clients?

Conversely, if the office is large, is it going to feel too big if you only have a small team? Will your utility bills be too high? Spending extra money on space that you do not require could increase your overheads too much without giving you any real benefits.

This is the office version of Goldilocks’ porridge dilemma. You need to find just the right size of office - not too big, not too small.

Ensure the office is the right size for your business - not too big, not too small.

7. Local businesses

Consider what other types of businesses are in the area. Are they quality businesses with good reputations that attract lots of customers? Do they match the professional image you wish to portray? What are the neighbours like?

Are there competitors in the neighbourhood? If so, are they successful and can you compete with them? If there are no similar businesses nearby, does this mean there is a gap in the market that you can fill, or is it an unsuitable location for your business?

Consider the strengths and weaknesses of other businesses and use this to your advantage when choosing an office and running your own enterprise.

8. The building

Is the building presentable and in a good state of repair? This could affect the image portrayed to clients. If you are leasing the building or space, you may have full responsibility for maintenance and repairs, so it is important to ensure it is in good condition.

Can you access the office after hours? Is it well lit in the evening? Is the building secure, and is there sufficient security in place? Will you feel safe there in the early morning or evening? Does it have suitable toilet, kitchen, and meeting room facilities?

9. Broadband connection

Fast internet is one of the most important factors for tenants when choosing an office space. It’s a necessity when running a business - slow and unreliable internet can have a detrimental effect on your success.

Is the area well served by a variety of phone and broadband providers? Can you get reliable, high-speed internet coverage and a good Wi-Fi connection that allows you to communicate efficiently and do your work? Does the office have phone and internet already installed, or will you have to arrange an engineer to set this up?

High-speed internet connection is a necessity when running a business.

10. What’s included?

Before signing a lease or rental agreement, it’s important to know what you’re getting for your money. To ensure you can manage the costs and responsibilities, you need to know what expect and how much you will have to spend on overheads each month. Check the small print, look out for hidden costs, and ask lots of questions.

  • Is the office space furnished and equipped, or will you have to spend additional money purchasing office furniture, installing phone and internet supplies, and adding additional power outlets?
  • Is there a toilet that is clean, well maintained, and suitable for staff and clients?
  • Are there kitchen facilities or will you have to install one yourself?
  • Do you have to arrange reception, cleaning, and security, or are these included in the rent or offered as optional services?
  • Are you responsible for maintenance and repairs, or does the landlord take care of these things?
  • Is insurance provided? How much are business and water rates for the space?
  • Are there additional service fees to pay on top of your rent?
  • What’s the process and notice period for exiting the lease or rental agreement?

11. Alterations

Your working environment has a significant impact on our mood, wellbeing, and productivity levels. It also plays an important role in the way in which your business is viewed by others, including employees and clients. If you are renting or leasing an office space, will you be allowed to change the decor and make alterations to improve the space? If there is no room for negotiation, this could pose a problem for you.

12. Lease or rental options

Other than buying, commercial property is available to lease or rent.

Leasing an office is the traditional method of renting a space from a commercial landlord. You will normally be required to sign a long-term lease agreement (often for a minimum period of 1 year), pay rent up front, and have an excellent credit score. You may also be responsible for the upkeep of the building, including interior decor, structural repairs, rewiring, plumbing, etc. This can be costly, but it is a popular type of office rental for many businesses who wish to have exclusive use and control of a space.

An alternative to a traditional lease is renting a serviced office or semi-serviced office on a short-term or month-to-month basis from a property management company. These types of offices are usually located within buildings that have multiple commercial units occupied by other businesses. Washroom and kitchen facilities are sometimes shared, also. However, renting a serviced or semi-serviced office is often more flexible, thus very appealing to many business owners:

  • There is less commitment, so you can normally leave at short notice.
  • Rent is usually paid on a monthly basis.
  • Maintenance and repairs are typically included in the rent
  • Reception, meeting and conference rooms, cleaning, security, and utility bills are often also included in the rent or offered as optional services that you can add or remove at any time.
  • Ready to move into - many of these types of offices are fully furnished and equipped, with phone and broadband installed, meaning you can move in and get to work straight away.

Choosing the right office will make for a fantastic working environment for everyone involved!

Need Help Finding the Perfect Office Space in Glasgow?

At Stelmain, we offer a variety of quality commercial properties for rent in Glasgow, including traditional leased premises, fully serviced offices, and semi-serviced office spaces. Whatever your needs and preferences, wed be delighted to talk you through your options and help you find the ideal office space in the perfect location.

Please do contact us if you have any questions about renting an office for the first time, or you need any help or advice finding the perfect commercial office or retail space in Glasgow for a new or existing business.

checklist for choosing the right office space: what to consider…

15 August 2017

Choosing the right office space for your new or existing business is crucial and can have a lasting impact on its success. There are many factors to consider, which can be a little overwhelming and…

read more