For startups, having their own office is like the cherry on top. Many think this comes normally, but actually it’s something every business earns and has to work for. Although office space depends on the type of business, the most common mistake is to choose an inappropriate and overpriced place which can do a disservice to the company and cause more costs. So here is some advice on how to do it right.
Plan Ahead
Good and responsible planning is the basis for success, and in this case for being able to afford and have the office space that will help you develop your business even further. As a growing company, you have to be ready for growing, but you also have to have financial projections in check so you can afford the new office space when the time comes.
Set the Location
Dream big, but have reasonable expectations. Don’t choose the location because it’s in a hip and up-and-coming neighborhood, but find the one facilitating a little bit of everything. This means that you have to consider your employees and clients at the same time in respect of public transport, busy roads and parking spots. Also, choose more respectable parts of town with low crime rates and social venues. If you do decide to go to the city center, make sure that it will be more an asset than disadvantage to your business when it comes to your activities and budget.
Negotiate the Lease
There’s always more you can negotiate out of a lease agreement than what’s already stipulated. So try to have as many benefits as possible. For example, the lease is usually signed for a period of five or more years, which can be restricting for a small growing business that can look for a bigger place in a year or two. Going beyond the budget and leasing a bigger space could create financial problems, so try to negotiate a shorter lease period.
Make Sure the Place is Adaptable
The last thing you need is to move into a place that’s on the brink of collapsing or one in need of too many repairs. You need an adaptable place which can be embellished and decorated to your taste and needs, without any bigger infrastructural problems. It’s always a good idea to have a handyman with you when scouting for a new office, in particular someone who might do the adaptations themselves and could advise you on the state of a piece of real estate.
Choose the Right Size
Size is another important issue since not only will you have to move your employees, but also all the necessary equipment for work. Depending on the type of activity your company does, consider the space organisation and meeting the basic needs of your employees like enough bathrooms, a kitchen, separate premises, and of course enough room so that the office is not too crowded and chaotic since this could affect negatively on the productivity. You wouldn’t want employees to get in each others’ work or personal space, nor to make it difficult for them to move around the office or conduct business conversations publicly in front of everyone.
Furniture and Equipment
Make sure that you see the new office before buying furniture and equipment, as well as that your budget planned for a purchase of that scope. If you have your own furniture and equipment that you have to adapt for, use storage services to store it away so it wouldn’t be damaged during adaptation of the new office, or if possible you can protect it with covers and cardboard.
The Business Must Go On
The relocation mustn’t influence everyday business activities. If you hire removalists to take on this challenge and help you with this task, you can devote the majority of your time to your business. Obligations to your clients, associates and customers have to be fulfilled in time and with outmost quality during the move, without any negative effects to your company. So plan a work schedule that will facilitate this extraordinary situation and talk to your employees about possible temporary changes and expectations you have of them. You can always expand without moving if the current conditions are suitable for the scope of work you have. Also, designate persons responsible for supervising the adaptation of a new place and making sure that all works stay within the budget.
The most important thing you can do is be patient and analytical in order to avoid any extra expenses and prolongation of the relocation period. Moving to a new office is a big deal for a startup, so you’d want it to go smoothly without disturbing the employees and their tasks, and without affecting your service or products and obligations to your clients. With just a few predefined steps and measures you can do all that and soon enough you’ll be giving a toast to new beginnings in your first office.
Leila Dorari
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