Tips and tricks for finding the right office premises

1. Define your needs

The first step should always be a thorough needs analysis. Among other things, the following questions should be addressed:

• Number of employees: How many employees will be working in the new office?

• Required work areas: What work areas are needed for which activities (e.g. office tasks, storage, customer service, workspaces)?

• Facilities: What additional facilities are required (e.g. meeting rooms, kitchen, parking spaces)?

• Location: What location is ideal for the company, employees, as well as customers, suppliers, etc.?

Tip: Consider your company's growth

Plan ahead for growth and consider options for future expansion. Fast-growing businesses may quickly require larger premises. If expansion areas are available in the building, a time- and energy-consuming move can be avoided later on.

2. Plan your budget

Create a budget plan and consider what your company can afford. The following cost items should be included in the budget:

• Office rent

• Additional costs related to office rent

• Deposit

• Renovation or remodeling costs for the office premises

• Costs for furniture and equipment

• Moving costs

• Possible insurance costs

3. Choose the right location

The choice of location can be a crucial role for the success of your business. Important aspects to consider include:

• Accessibility of the location by public transport and car

• The surrounding infrastructure (e.g. restaurants, shops, banks)

• Proximity to customers, suppliers, and partners

• Ease of access if you need storage space

• The applicable tax rate

Viewing and assessment

When viewing office premises, the following points should be taken into consideration:

• The condition of the premises

• The structural features

• The layout of the rooms

• The lighting conditions

• Ventilation and indoor climate

• Room acoustics

• Technical facilities (e.g. internet connection, power outlets)

Important: There are legal requirements that must be taken into account to ensure health protection.

5. Negotiations

Before signing an agreement, it’s important to carefully negotiate the rental terms. Key points to consider include:

• The rent amount

• Additional costs (e.g. utilities)

• Duration (fixed-term or open-ended)

• Notice periods

• The possibility of subletting

• Renovation and maintenance clauses

• Carefully review the agreement and ensure that you fully understand all the important terms.

Tip: For tax and liability reasons, it makes sense to lease the office in the name of your company, not as an individual. If your business were to fail, you could be held personally liable for a long-term tenancy.

6. How to set up your office

Our work environment plays a crucial role in our well-being and productivity. Both the design of the workspaces themselves and the surrounding environment have a measurable impact on factors such as motivation, concentration, and stress levels. Pay attention to the following points:

Ergonomics

• Adjustable desks for all employees

• Large desk surface with enough space for essential items

• Comfortable office chair with proper seat height

• Screen at eye level

Lighting

• Sufficient natural and artificial light

• Glare-free lighting with a pleasant light color

Organization and storage

• Tidy workspace for better concentration

• Sufficient storage with shelves, cabinets, and file folders

Colors and decoration

• Light colors and natural materials for a positive atmosphere

• Plants and decorations for a cozier feel

Personal touch

• Individual design to represent the company and each employee

7. Additional tips and conclusion

• Start searching for new office premises early to avoid stress.

• Make sure to bring all important documents to the viewing, such as your needs analysis and a list of desired features.

• Don’t hesitate to ask questions, such as about the building structure, building services, and additional costs.

• Consider seeking professional assistance if necessary.

• Check the condition of the building and reach out to existing tenants to get their opinion.

• Look at other tenants and see if there are any synergies with your business.

• Ensure the building matches your company's image.

Finding new office premises requires careful planning and preparation. However, with the right approach, you can find the perfect space for your business and contribute to its success.