- Your new office needs to be in an easily-accessible place.
- The new office setup should be near transportation stations and establishments.
- The office needs to be close to the target audience base.
- Your new office considerations should be equal to the size of your business.
- No business is efficient without reliable, high-speed internet.
- Those looking for office spaces must balance the budget, location, magnitude, and employee numbers.
These days, workers are keener on their rights and have different priorities beyond blind loyalty when sticking with a company for the long run. Whether you are a job seeker unsure of what to look for at your new prospective workplace or you run an office and want to see what brings in more hires, here are some necessities to keep an eye out for.
18 Vital Things To Consider While Looking For A New Corporate Office
To help make searching for new office space easier, we put together 18 factors to remember.
1) Location
Location is crucial for connections and success and is primary when deciding where to open your company’s new office space. Besides keeping the headquarters at an easily-accessible place, your new office considerations should be close to public transportation, in a good part of the city, and near establishments like malls and shops.
Your new office should also be near your target audience’s base. Open offices near malls if you are selling shoes. When looking for office spaces, consider parking and traffic. Today, the average price for parking is $345. If you are a budding business, invest in small-charge or free parking.
Don’t put accessibility first because the place might be easily reachable but in a dangerous part of town. Investigating the surroundings where you plan to set up a new office is essential. If located in a neighborhood with diverse customers and clients, hire security. You can also install cameras in your new office space to monitor your employees, their work, presence, etc.
2) Office Interior Space
The size of your new office space should correspond to the company size. Leave some room if you are thinking of expanding, and don’t overcrowd or settle into something smaller than your company needs.
Your new office checklist should also entail staying away from large offices with lots of space. You may not be able to afford or fill them yet, and the rent adds to expenses. The general new office setup requirements imply that there should be around 150 square feet of space between workers.
Another item on the new office requirements list has rooms where workers mingle, like meeting rooms, a kitchen, a bathroom, recreational areas, etc. Beginner businesses should start with a medium-sized or bigger office for expansion and a flexible layout design.
The best new office spaces are the ones on higher levels. Being on the top floor opens up the office, boosting productivity. Higher floors also provide lots of natural lighting and breathtaking views.
If you are on the busy streets of New York, your new office setup checklist should include noise cancellation. Sound-proof windows are a professional choice.
3) Cost and Budget
Office owners pay the national average for renting an office at $38.22 per square foot. Most renters pay an average cost of $8 to $23. Before you settle your rent, consider the number of existing employees and location. Larger cities offer offices at premium prices, so evaluate your current financial situation.
Those looking for office space can consider mortgage loans, too, like insurance loans, construction loans, traditional bank loans, and conduit loans. So, the average rate for an office building would be 3.8%.
Utilities like electricity, heating, cooling, and WIFI are imperative to a smooth-running business, and the average total cost is $2.10 per square foot in commercial buildings. You pay minimum for a 700-square-foot office space is $200 to $1150 per month.
Those looking for office space should note the state and local tax requirements if they own a business. Depending on the business scope, small businesses get hit with income and employment taxes. Some cases are eligible for self-employment tax, like up-and-coming businesses, property tax, medicare, etc. If a business gets profit, that will be taxable each year.
4) Lease Terms
Landlords impose leases because they guarantee rental income for their investments. Commercial leases usually last three to five years, but they are negotiable.
Renters can make a deal with their landlord for a renewal option that allows a lease to apply for a specified time. Extending or terminating a contract is based on what the participating parties agree to.
You and your landlord will agree on termination clauses when renting your future office. This clause allows parties to terminate an agreement without breaking the contract under early or mutual termination.
Once the landlord allows the use of the rented space in a spoken and written agreement, you can adapt the space based on your needs without damaging it.
5) Technology Infrastructure
The office space business will advance if you provide employees with advanced working tools. No business is efficient without reliable, high-speed internet.
Businesses pay extra attention to data protection. This means installing security, passwords, keeping employees’ accounts in check, and antiviruses. You will need a prompt and responsive IT team to wire the infrastructure and quickly power up your business.
6) Environmental Considerations
Those that need office space should choose an energy-efficient environment. The office should be well-insulated with balanced temperatures. It should have air conditioning, humidification, and ventilation. Give back by implementing recycling and waste management. Ask your employees to clean up after themselves, or hire help to remove waste daily.
Your office should also implement sustainable building practices. This means keeping your paper-form documents to a minimum, using eco-friendly kitchen and bathroom cleaning items, etc.
7) Legal Considerations
Zoning codes are permits that protect property values and control land uses. The laws include usage and issues with parking, building appearance and features, waste management, and noise regulation. Building codes are rules that keep your offices safe, like plumbing, electrical bonding, air sealing, fire blocking, etc.
The office owner is responsible for paying commercial property insurance and liability insurance. Property insurance is for businesses that occupy whole buildings or have expensive equipment. There’s also the office insurance policy called business renters insurance that commercial properties impose on office owners.
Other responsibilities of the office owner include fixing roof leaks, air-conditioning, and hiring help. Office owners also have business liabilities, like mortgages, income tax, loans, and other debts.
Some states require every new business to have ADA compliance. Every company must allow access for people with disabilities to safely and easily enter and navigate the office space.
8) Parking and Commuting
Check the parking area costs before settling in your new office and search for parking garages or street options. The best way to design office space headquarters is to place them near transportation stations. Near a subway or bus station is key for employee efficiency and accessibility.
An eco-friendly business encourages biking and walking to work, hence the investments in bike tracks and designated pedestrian areas. A business garage can free up space for your employee’s bikes, scooters, motorcycles, etc.
Implementing a shower is a good idea if your business requires long hours. Some employees pull all-nighters so they can use the showers in the morning to freshen up.
9) Community and Neighborhood
Your new office checklist must include amenities employees use, like a kitchen, meeting rooms, desk spaces, recreational rooms and office bathroom essentials.
Give back to the community by organizing volunteer activities. Other community involvement opportunities include collaborating with a local non-profit organization, hosting events, market discounts, charity donations, sponsoring community events, and more.
Your new office business can get some recognition if you collaborate with community resources. This means joining webinars, local workshops, interactive courses, zoom calls, and making numerous connections.
10) Future Growth and Expansion
The potential for expansion is definite for all businesses. This means communicating with the community and outside, building a relationship with your audience, creating a safe and comfortable workspace, upgrading services, keeping up with trends, etc.
A business will grow through implementing business development opportunities, like competitive analysis, reaching out to clients, market research, and client relations. Some offices include online developments, like web design, amazon selling, virtual assistance, and app access.
Your new office business must withstand or perform under a rising workload called scalability. It refers to an organization or network that maintains performance even when tested by large operational demands. This also means scaling to a new location if that enhances business efficiency and streamlines all processes.
11) Business Image and Branding
Signage with proper business branding is an effective way to increase profits. Signs help increase brand awareness, make your business image easier to spot, and remind users about your awesome services.
Building an online presence is crucial for customer perception. Since audiences navigate online, having a website or app is useful. If you market your product regularly, you are always near the customer’s perception. The same goes for billboards, setting comment sections, and customer support.
Your new office should align with your business values. Present a product that respects the values you preach. Aligning business values means supporting eco-friendly options, like selling an organic product.
12) Office Culture and Work Environment
A friendly workspace will keep your employees efficient while increasing revenue and employee satisfaction. This will also contribute to creating a work-life balance that is highly important for productivity.
Encourage your employees to collaborate and help each other become faster and more efficient. Work on creating a good office culture and atmosphere. This keeps employees happy and increases their efficiency.
13) Building and Landlord Reputation
Building a good reputation is easier than keeping it. Establish regular and proper communication with your landlord and be responsive to issues regarding their property. Hire building maintenance and security teams to maintain and secure the property. This will show the landlord their property is cared for and well-maintained.
The earned reputation will be reflected in the business. Ensure that you are building a solid base for your business. Build strong relationships with your clients, develop an unmissable presence, keep things organized, and keep industry people within your close circle!
14) Invest In Quality Furniture
Quality furniture, like good chairs and desk space, increases productivity. There are plenty of options to shop for furniture online and in stores. Save time by checking out the shop’s office furniture guide online!
15) Upgrade the Office Exterior
An office’s exterior is just as important as the inside. Showcasing your business is vital. Ask a professional for help with your office exterior design, like the signage, windows, decorations, etc.
16) Safety and harassment measures
This factor covers prevention and reaction measures, from workplace harassment training videos to actions taken when a report is filed. People want to feel protected in their workplace. If a culture is developed that makes anyone feel uncomfortable, this can affect the quality of work produced and can take a hit on the workforce’s morale.
In 2016, the Equal Employment Opportunity Commission reported over 6,000 harassment cases filed, resulting in up to $40 million of non-litigation output for victims. That troubling statistic has caused higher tension for workers looking out for harassment. The most significant way to prevent such behaviors is by implementing measures that denounce it and fostering a system that justly punishes inappropriate acts regardless of age, gender, and race.
Protection also falls under the right to refuse work if the worker feels unsafe. Ensure your office recognizes this right if there are calamities, sketchy circumstances without the proper gear, etc. Action can be taken if the office doesn’t understand this despite the worker having a cause.
17) Work-life balance
A Mercer survey has shown that most employees across multiple industries value work-life balance, especially if they are parents. These working parents make up 80% of those who strive to have a healthy balance when considering their career options.
Providing such a thing by giving benefits and a forgiving timeframe of work has been shown to boost productivity and increase the likelihood of workers sticking with a company for longer. It works hand in hand with ensuring that employees get proper compensation.
After all, spending hours on projects and overtime without much incentive can lead to dissatisfaction and lower motivation. Providing offset hours and flexible options can help establish a working habit that is more beneficial for both the company and its employees.
18) A conducive environment
Aesthetics have been shown to affect much more than just how good your company site looks. Having a good appearance by incorporating plants, natural airflow, and pleasing architecture has proven to do wonders in helping productivity levels in the office.
Choosing the right color scheme, installations, and furniture can significantly lessen employees’ stress and encourage more work and collaboration. Research from the Karolinska Institute revealed that those with psychologically demanding jobs placed aesthetic value above ergonomic factors regarding what was important to them in their workplace environment.
The health and well-being of employees can be greatly improved with something as simple as a thoughtful change in lighting and placement of art pieces and desks.
With those in mind, you can genuinely create a more welcoming workplace to everyone and make things more efficient in the long run.