Searching for the perfect office space 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 businesses should avoid when searching for office space to rent.
1. Not Researching the Office Location
Choosing a location with limited local amenities and transportation options can negatively impact overall satisfaction and reduce staff retention.
Researching the area beforehand ensures the location is easily accessible for employees and well-connected by public transport. From our experience, businesses renting a workspace in London often expect to be near an Underground station.
Many serviced offices in Central London are conveniently located and offer excellent transport links. Offices near Bank Station are also within a 10-minute walk of Liverpool Street, Moorgate and Cannon Street. These provide access to multiple Tube lines, as well as the Overground, DLR, and National Rail.
It is important to check whether the building has nearby parking, as this makes commuting much easier for employees and clients. On-site car parks are a rare find in Central London, making them a major selling point for our clients.
You may also want to consider nearby amenities such as cafes, restaurants, gyms, and childcare facilities. Employers should ask for feedback when searching for a new office to make sure all needs are satisfied.
2. Overlooking Budget Restrictions
Failing to establish a clear and realistic budget for your office search can lead to various financial issues, putting pressure on cash flow.
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 with a broker like us to ensure it is within your budget.
3. Under/Overestimating Size Requirements
Renting an office which is too small can make storing equipment, supplies and documents difficult. This can lead to a cluttered workspace, causing stress and reducing productivity.
On the other hand, renting too large an office can result in paying for unused space. To avoid this, we help our clients arrange in-person viewings to help them decide if an office is the right fit before committing.
4. Forgetting to Plan for Future Expansion
Not planning for potential 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, businesses should consider whether the space can accommodate future expansion.
Flexible office space contracts often allow businesses to upsize within the same building; however, we recommend planning to avoid the hassle.
5. Ignoring the Condition of the Space
Failing to inspect the condition of your new workspace can lead to costly and time-consuming issues, such as last-minute repairs.
Serviced office providers maintain the building, ensuring that its facilities are in excellent condition. However, it is still good practice to look for signs of wear, water damage and potential risks to health and safety.
We have found that poor lighting and insufficient ventilation are common issues businesses face. Natural light and better air quality improve health, well-being, and performance. Therefore, it is essential to check whether windows can be opened and how much light they let in.
6. Ignoring Infrastructure Needs
Overlooking important infrastructure needs can significantly impact business operations and productivity.
Most serviced office providers provide 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
Overlooking accessibility may restrict who can work in or visit the office, potentially leading to compliance issues.
Choosing a building with wheelchair ramps, lifts, automatic doors, and braille signage helps to create an inclusive office space for employees, clients and visitors. Researching whether the office offers adjustable workstations ensures that staff with mobility issues are supported.
8. Failing to Seek Professional Advice
Trying to manage the search process alone may result in you missing out on preferable terms, spending more money and choosing a space that doesn’t fully meet your needs.
At FreeOfficeFinder, our agents have extensive market knowledge and can offer helpful advice regarding lease terms, location and amenities. They can also help you to get services such as parking and meeting room access included with your rent, saving you money.
Our team regularly assists clients in negotiating extras such as parking or meeting rooms, ensuring they secure a more cost-effective deal. We also help you compare options and find the best space for your business.
9. Not Thoroughly Reading the Lease Terms
Skipping through the lease terms before signing may result in you agreeing to unfavourable conditions that are unsuitable for your business.
For example, many agreements include clauses that outline how and when rent can be increased. It is essential to read through this thoroughly to understand the frequency of these changes.
The lease may include restrictions on the use of the space, limiting specific business activities. Serviced offices generally don’t permit significant adjustments to be made, limiting customisation.
However, managed offices and traditional leased spaces allow for more control when personalising an office, so they may be more suitable for companies seeking a longer lease.
10. Not Negotiating Terms
Failing to negotiate lease terms can lead to businesses paying a higher fee, often with hidden costs and fewer benefits.
Office agents & brokers are essential if you’re looking to negotiate the best prices possible. Our brokers regularly secure deals with incentives such as reduced rates in the initial months or a rent-free period.
11. Forgetting to Research the Provider
Failing to research the office space provider can result in unexpected costs, poor service and a disappointing experience.
To avoid this, it is essential to check online reviews. Providers with a good track record are more likely to be reliable, better at responding to enquiries and have well-maintained properties.
At FreeOfficeFinder we have access to a wide selection of trusted providers in London and across the UK. We can advise you on which landlord will be the best fit for your company.
12. Neglecting Environmental Factors
Ignoring environmental factors when choosing an office space can impact an organisation’s sustainability goals and damage its reputation with clients.
Researching whether the building uses energy-efficient lighting and sources its electricity from green energy providers can be a great way to ensure that 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.
