Renting your first office space!

Are you looking for office space for a new office? We have some suggestions that will make selecting your office space simpler.

Working in a coffee shop, library, or even on your bed becomes boring. As your business expands, you start to realize that you’ll need office space to set up its operations. You must rent office space to maintain your business. But renting an office space can be a challenging task for a beginner.

If you want your first office space; you may learn more about the renting procedure for office space by reading the material provided here:

  • It might be complicated to rent an office space for the first time.
  • If you want to successfully rent an office space; take your time and properly study the contract of renting an office space before you sign it.
  • Before signing a lease for office space, you should also think about; whether you will be renting for a lengthy or brief amount of time, exercise flexibility throughout the process, and consult a professional.

There are numerous things to consider before renting an office space for the first time. The process might be challenging, and several factors could influence your decision of renting an office space.

What we’re talking about

You might decide that it’s time to rent your own space; when your business grows rather than continuing to operate from home, coffee shops, or hotel lobbies. You might have made this choice because of the expansion of your employees, the need to promote greater cooperation, or the desire to hold frequent meetings. The main options include leasing your own office, subleasing space from another company, renting a section of a co-working space, or hiring a serviced office; that has been fully furnished and kept up by an office provider. Even while many small businesses go for someplace affordable and cheerful their initial location, location, space, infrastructure, and contract terms are. But still, take care of it while making choices.

Why it’s important

Should I purchase or rent an office building? is a query that all would-be entrepreneurs ask themselves. Regardless of the type, size, and organization of your business; selecting an office space is an essential component of getting off the ground. Finding the right office may seem challenging, but the work will be beneficial.

The wisest choice, based on current market trends, is to rent office space. The cost and responsibilities involved in buying a commercial property are obvious explanations. For small businesses looking to grow or launch, renting is the best alternative. It is because capital expenditures are a major barrier. One of the key benefits of renting office space for your company is the opportunity to immediately access infrastructure. Infrastructure that is furnished and equipped; without having to deal with the stress of making a real estate or capital expenditure investment.

The main benefits of renting an office space over buying one are as follows:

§  Lowest financial cost possible

One of the most obvious advantages of renting an office is: the financial burden of managing and paying for regular building maintenance is lessened for the business owner. Theoretically, you are not obligated to cover the repair costs; unless you or your team intentionally harmed office property or damaged the building. Leaving aside the expected damage charges that materialize without warning appear out of nowhere.

Even routine upkeep can be expensive. Everything must be kept in good working order. That includes painting the walls, keeping up with the technology, and keeping the facilities clean. When you rent a place rather than buy it; you may talk to the landlord about any problems without having to handle them yourself.

§  Agreement Flexibility

Another advantage of renting an office space is the flexibility you get with contracts. Given how unstable the market is; it can be quite advantageous to change the location and size of your office space at any time. Since many office rental companies offer flexible terms of the agreement. You can expand your company any way you see fit and transfer to a bigger location without facing any issues. As an alternative, you might wait years for a buyer if you own a workspace and want to transfer to another.

§  Simple Transition

If you have been able to purchase office space for your business, do you think you have already made some progress? In no way! Modernizing the facilities, planning the interiors, establishing an electrical and water link, bringing in furniture, buying essential office supplies, and other tasks come with added headaches and expenditures. Are you going to want to take the time to put everything together by yourself? The furnished offices are “out of the box” ready. All they do is take on the burden of supplying a whole serviced office space.

§  Unbound Working Capital

Your hard-earned money is not tied to a long-term commitment in the case of a rented office. It provides you more freedom to promote potential employees and make necessary changes to your entire business strategy or plan. Renting an office saves you from having to make variable-rate loan repayments that could increase as the market shifts. It gives you access to infrastructure, technology, and business support. Renting an office instead of purchasing one is, therefore, certainly a win-win arrangement.

Watch out for these mistakes while renting office space for the first time

Starting a business requires extensive planning. It includes choosing the products or services you’ll provide, whether through a franchise or a start-up of your own.

There are numerous factors to consider. If you’re not careful, you can end up making costly mistakes that stop your firm from growing. If this is your first time renting office space; it’s essential that you are aware of these common mistakes to avoid them.

·  Not setting a budget beforehand

There are many options for business locations. So, if you don’t decide on a budget first, your search will just be fruitless. For your office area, set a budget and commit to it. You can filter out proposals that are too significant for your expected cost. You should be able to pay the entire year’s rent in advance if at all possible. It is to give your customers time to get used to your website.

·  Without reading the small print

It’s never a good idea in business to disregard the contract’s fine print or act carelessly when reading it. To better understand the lease terms and how they may impact your business; read the lease agreement and seek the advice of an experienced lawyer to examine it. Be aware that the landlord is typically the one who prepares contracts.

·  Disregarding the needs of customers

Clients should find it easy to visit your office. It must be easy to get to via highways or public transportation. Find a site that has a separate, secure parking area for both cars and bicycles. Your customers will want to come back frequently because it’s simple for them to park their cars or bicycles.

·  Unable to distinguish between requirements and wants

Modern business entrepreneurs who work from home or in coworking facilities often excel. To survive, your company may need a distinct office if customers must physically visit you to purchase your products or services; as is the case at coffee shops or shoe stores.

·  Not asking brokers for assistance

You might be inclined to take out the middleman and simply rely on listings to save money. However, real estate brokers might be useful while shopping for office space. They have access to first-hand information on commercial buildings because of the owner of the property. Furthermore, they can help you bargain for the greatest deals.

·  Insufficient Research

In business, it is not good to make snap judgments about something as important as your office or retail site. Here is a list of important considerations to make when renting an office.

  • Rent

Find out from the landlord how the chargeable square footage is calculated and measured. After collecting the same information from different sources, compare prices.

  • Lease Term

You should be informed of the lease’s beginning and end dates. Would a longer contract be chosen in exchange for a larger offer? Or would you want a short-term arrangement that may be extended? Landlords will make their choice clear to you based on their criteria.

  • Rents are going up

They may be worked out. How do the owners figure it out? Does the cost of the rent increase yearly or per term?

  • Deposits

To secure the lease, landlords frequently demand a security deposit. It is normally the rent for a specific number of months. You should be aware of the asking price for that specific office space before making a decision.

  • Cost of Renovations/Improvements

Most of the time, landlords cover building upgrades and renovations out of the rent. With your landlord, go over the procedure and agree.

  • Costs of upkeep and repairs

Upkeep is typically the owner’s responsibility in commercial leases. Learn about any additional fees for utilities, insurance, and taxes.

  • Extraordinary Rights

This is especially important for retail businesses. You need to be confident that you have the sole right to rent a certain space within a complex or building. And that no other businesses are permitted to open shop there.

Tips for renting an office space

Tenant must weigh cost, lease terms, and length against lease location. Taking into account whether the office space… provides chances for company growth or expansion.

You must rent office space to sustain your business, but this can be a challenging task for a beginner. But no longer be afraid! We have some great tips for you. Simply bear in mind the following suggestions while you look for an office. We’re confident that you’ll be able to complete it accurately the first time.

§  Recognize the current and future space needs of your business

Similar to shopping for a home or an apartment, finding an office may be both exciting and stressful. But be prepared to make your search easier. Ensure you know what your organization wants and can afford before you start the process.

To achieve a quick and efficient process, I suggest pausing and planning before the search. This requires that you have a strategy for how you’ll use the space; choose the facilities you want, and set “price safeguards” to keep within your budget. Understanding [your] priorities are essential. For client meetings, for example, will you use it? How important is efficient traffic? What level of connection speed are you looking for? Make a list of the things you need each day to manage your business. The main objectives of your firm must be aligned with your workplace. Because every workplace space will be unique in some regard.

§  Find out how much money is available

You must first decide what you can afford before making any further choices. If you want to lease your own space; you may also need to plan for one-time setup costs for furnishings and equipment. It might be advisable to speak with a business accountant; preferably one who is familiar with the organization, to understand your range at this stage.

§  Limit potential places

Location is without a doubt one of the most essential factors in this procedure. The accessibility of the location to customers, suppliers, or competitors; the places you need to be or where your employees want to hang out; and the impression it gives about your business should all be taken into account. Additionally, there may be financial benefits to locating a business in a certain area with favorable tax laws. By doing some research or speaking with a commercial real estate expert; you should be able to find out what the normal rents are in the areas you are interested in.

§  Give it some thought

You might think it’s best to rent the first space; that meets your needs when your staff is growing and you need a new office. Even if this means entering into short-term leases while you seek the ideal site; it’s important to take your time and keep your options open for as long as you can.

“Securing a long-term lease when your company is growing quickly can limit expansion and possibly force you to open two different offices at the same time. It can present logistical problems and cost inefficiencies.

§  Observe the contract carefully

When you’ve found a place you like, take some serious time to analyze the terms of your contract. Consult a legal professional about the circumstances at this time. If you are choosing a rental for the first time; you might choose a shorter lease or one with a break option, or you might look into subleasing options. You need to gain information in detail. It includes who will be in charge of maintenance and repairs, how the space will be provided, and what you are allowed to change. Any modifications must be made immediately.


Additionally, keep the following in mind while leasing commercial office space:

·  Consult a professional

One of the most crucial things to bear in mind is that you will need the help of a qualified expert. No matter how much research you do; nothing compares to talking to an expert who has been working in the field for a while. Every phase of the process is something that you will never understand fully or appreciate. As a result, you can be more likely to make major mistakes. However, you can decrease these risks by routinely consulting a specialist.

·  Be flexible

Another great piece of advice is to be flexible throughout the process. You must be flexible and ready to make changes as needed. Because it is impossible to predict the future with total certainty. If you are aiming for a particular outcome, you will undoubtedly fall short of it in practice. You run the danger of passing up great opportunities. Because they look like too much labor if you are not flexible.

·  Analyze your infrastructure requirements

If you’re renting a commercial property, you can tell right away which infrastructure has to be organized. Take into account the amount of electricity and internet required (while taking into account the rising needs of your team), building access and security, as well as utilities like heating, water, and gas. Check out the closest service providers; your landlord or other local business owners should be able to offer some advice. Before entering a co-working or serviced space, learn all you can about IT requirements and capabilities.

·  Make a plan for your one-time costs

Again, this entirely depends on the kind of space you’re getting. But you may need to budget for some up-front costs. Examine your list of regular business requirements. Maybe with the help of an office supply catalog, and take into account any areas; where renting or purchasing secondhand products (such as office furniture) could result in financial savings (like laptops and equipment). Keep an eye out for companies that offer complete sets of office furniture and equipment. It includes office furniture brokerages or office clearing companies. It will take some balancing to decide which areas to invest in and which to keep budget-friendly.

Things to keep in mind

When it comes to renting a facility, there are two choices: licensing or leasing

With shorter contracts that you or the landlord can quit immediately; licensing is often more affordable and flexible (eg, co-working spaces). The security of leasing, on the other hand, makes it a preferable option for companies with more consistent needs. Although they frequently have break clauses, most leases last between three and 25 years. More and more locations are combining the two. It allows you to brand your place and use a straightforward, temporary license.

Renting your property requires a lot of work

A lot of unseen infrastructure is required when renting your own house. It includes setting up the appropriate level of technology, security, and access, as well as health and safety standards. Even though they are slightly more expensive per square foot; co-working spaces and serviced offices are frequently the better options for small businesses. Because we must keep in mind about all those details. In contrast, sub-leasing can be great for businesses on a limited budget. By finding another firm that is subleasing some of their space or finding a location. It allows you to sublease some of your space, you can save money on rent and energy costs.

Moving workplaces is expensive and time-consuming

This means that you should ideally be thinking in the medium- to long-term when choosing your location. Based on where you think your business will be in two to four years, develop your strategy.

A situation can be significantly changed by outside help

While it could be easy to try to manage everything on your own. Working with a commercial real estate agent or broker that has contacts in the area can be quite beneficial; while looking for the right place. They may provide insight into the area and counsel on what to prioritize. Also, they can help you work out the specifics of your lease agreement.

Key conclusions

  • Finding the ideal workplace requires some flexibility. But you must be clear about your spending limits and non-negotiables up front, then stick to them.
  • Many small businesses select co-working spaces or serviced offices. Because they already have a lot of the infrastructure in place; even if each type of renting arrangement has benefits and drawbacks of its own.
  • Rely on outside help when you can, especially if you rent your room. Among other things, it can help with budget planning and contract negotiations.





About the author

John Hinchey is VP of Sales for Westfalia Technologies, Inc.., a leading provider of logistics solutions for plants, warehouses and distribution centers. He has more than 20 years of experience in manufacturing and warehouse automation.