Thinking of renting an office? There are a number of things to consider before leasing a fully furnished office, whether it’s for a few hours or for a long period. Is a professional lease, a 3/6/9 month commercial lease, a coworking space… best suited for your needs? There are many questions you will need to answer when it comes to leasing an office. It has a big impact on a company’s ability to succeed and the well-being of its employees. It is important to know what to look for in an office space before making a final decision. This is a step-by-step guide that will walk you through the process of renting an office.
Before you start leasing an office, here’s a list of things you need to know
Leasing a serviced office is intended to address a wide range of situations, including those that may arise in the course of doing business:
- relocating the company to a new site ;
- adapting to the changing needs of the company;
- Hiring new staff, expanding the office.
- change location due to a company restructuring.
If you are not careful, the office search process can be very time consuming. Before you begin your search, it is essential that you consider a few crucial points that will save you a lot of time.
1. Why do you need a professional office?
It is essential to understand why you are looking for a new office space. Each company’s needs are unique, and they are influenced by the type of business they are in (industrial, craft, commercial). This will influence your real estate search depending on whether you are experiencing an increase in activity or an evolution of your business model.
2. The surface area you want for your future office
It is essential to have a good understanding of the amount of space you need for an office rental. Consider the following factors:
- The total number of people who work for your company;
- the type of business events that will be held there;
- the areas you will need, such as conference rooms, training rooms, kitchens and quiet places to relax.
3. Dedicated budget
Consider the cost of renting an office when determining your budget.
- the cost of renting the office space on a monthly basis;
- the deposit for the guarantee;
- Taxes;
- Moving expenses and set-up costs to a new location;
- Any rearrangement costs.
4. Additional services you may need
To help you find the most relevant advertising, we will use the information you provide to narrow down your spending options. For example, do you need the following services:
- Does your office have a receptionist?
- Is there a phone line?
- Housekeeping service?
5. The location of your office
What you do for a living determines where you should locate your business. The advantages of living in the heart of the city (vibrancy, public transportation, nearby stores and restaurants, etc.) are obvious, but renting in the suburbs or even the country often requires a higher budget.
6. Rent or buy?
It makes sense to rent professional office space when you are starting a new business or when you need a fully equipped office space with additional services (meeting rooms, switchboard, cafeteria, etc.) If you live in an area where real estate investment is prohibitive, this is a great option for you. In case your business is really successful, you can consider buying your commercial location.
7. Is it necessary to use a real estate agent?
Using a real estate professional can help you avoid costly mistakes and save valuable time. They will advise you and help you find the right office rental for your needs. They will also save you a lot of money and time in the long run.
8. The essential documents to establish your rental file
Before visiting the property that will be rented, you must first compile your documents. At the end of your visit, you can hand them over to your landlord.
9. The ideal interior design
Do you need a facility with all the necessary amenities? You may also want to do the design yourself. There are a variety of installation options, and the price will vary depending on what you decide. The same goes for the pace of your installation: in a properly equipped space, your teams can get to work much faster.
10. When do you plan to move?
What is the estimated time frame for your company’s move? Have you considered the needs of your employees during this time? You may also need to hire movers depending on the size and weight of your office equipment. This will take time and money, so keep these factors in mind.
