The Office Search Strategy: How to Find Your New HQ
If we’ve learned anything over the past few years, it’s that our environment is critical to our success. A well-chosen office space can enhance productivity, boost employee morale, and help create a professional image for clients and partners.
Still, the task of sourcing and moving into the ideal workspace can be daunting. That’s why we’ve put together this comprehensive guide designed to help you navigate the flexible office search process, from identifying your business's growth plans to securing the ideal workspace.
Happy office hunting!
1. Define Your Business’s Growth Plans
Before diving into the search for a new office space, it’s essential to have a clear understanding of your business’s growth trajectory. Consider your company’s long-term and short-term goals: Are you planning to expand your team rapidly? Do you foresee steady, incremental growth? Could market changes mean downsizing?
Understanding your growth plans will help you determine the size and type of office space you need.
Project Future Needs: Estimate the number of employees you expect to hire in the next one to five years.
Consider Business Expansion: Think about whether you might need additional space for new departments or project teams.
Evaluate Remote Work Policies: Determine how flexible working arrangements will affect your need for physical office space. You may find you need less square footage than you think, as some of your workforce may be logging in from the home office.
2. Make a List of Office Needs
Once you have a clear vision of your business’s growth plans, it’s time to make a detailed list of your office needs. This list will serve as a blueprint for your search, ensuring that you focus on spaces that meet your specific requirements.
Location: Decide on the preferred location based on proximity to clients, suppliers, and public transport. Think about how you use the office and where you conduct most of your business and consider the convenience for your employees as well.
Space Requirements: Determine the amount of square footage you need, considering workstations, meeting rooms, break areas, and storage. If you don’t have a precise figure in mind, don’t worry; when you begin touring or speaking with workspace providers, they’ll be able to determine what will work best for your team.
Amenities: Identify essential amenities such as high-speed internet, parking, security, and access to communal areas like kitchens and lounges.
Budget: Establish a budget that includes rent, utilities, maintenance, and other associated costs. Some of these will be offset if you choose to take space in a flexible or serviced office, but it’s good to have an idea of how much you can spend.
3. Navigate Search Websites
With your list of requirements in hand, you can begin your search online. There are numerous websites dedicated to office space listings, offering a variety of options to suit different needs and budgets.
Popular Search Platforms: Utilize platforms like LoopNet or Instant Offices to browse available office spaces.
Filter Your Search: Use advanced search filters to narrow down options based on your specific criteria, such as location, size, price range, and amenities.
Read Reviews: Check reviews and ratings of the office spaces you’re interested in to get insights into the experiences of other tenants.
Pro-Tip: If you have an ideal location in mind for your next HQ, take a stroll around the neighbourhood and take down names of any office buildings you like the look of!
4. Schedule Tours
After identifying potential office spaces, schedule tours to visit the locations in person. Tours provide an opportunity to assess the office environment, ask questions, and visualize how your team would fit into the space.
Plan Your Visits: Organise tours during different times of the day to observe traffic patterns, noise levels, and lighting conditions.
Prepare Questions: Compile a list of questions to ask during the tour, including inquiries about lease terms, maintenance policies, security features, and the flexibility to make modifications. Read our helpful Workspace Tour Guide to make sure you’re making the most of your visit.
Take Notes: Take photos and jot down first impressions during each tour to help you compare options later.
5. Engage Agents and Brokers
If navigating the office search process feels overwhelming, consider engaging professional agents or brokers who specialise in commercial real estate. Both traditional commercial property firms and boutique agencies have dedicated flexible workspace teams, experts who can advise and guide you on what you and your team truly need in an office, as well as streamline the search process and negotiate favourable lease terms on your behalf.
6. Evaluate Lease Terms
You may have found your dream office, but before you finalise your decision, carefully evaluate the lease terms of the office spaces you’re considering. Understanding the lease agreement is crucial to avoid unexpected costs and ensure the space meets your long-term needs.
Lease Duration: Consider the length of the lease and whether it aligns with your business’s growth plans.
Flexibility: Look for options that offer flexibility, such as the ability to expand or downsize as needed.
Hidden Costs: Be aware of any additional costs, such as maintenance fees, utilities, and insurance. A trustworthy provider won’t try to slip anything past you, but it’s always a good idea to check, then double check, the lease agreement.
7. Make Your Decision
With your new HQ found, questions answered, space visited, and terms agreed, it’s time to make your decision. Balance your budget with your team’s requirements to choose a workspace that best meets your business’s needs, both now and in the coming months and years.
The office search doesn’t have to be a slog. Approach the process with a clear understanding of what your team needs to succeed, then simply arrange tours, ask the right questions, and double-check that lease agreement. In no time, you’ll be situated for success in your new HQ. And if you thought getting your key fob was the end of your hassle…just wait until move-in day!
Let us make the office search simple. Learn more about Grafter’s luxury flexible workspaces, ideal for teams of any size and industry. Get in touch today.