The 5 most important things to consider when choosing your next office space

Choosing a new office space can be an opportunity or a fiasco: It can impact everything from employee wellness and efficiency to uptime and information security.

Staying within budget is priority #1, but within that is a long list of needs and wants to sort through. Here are five areas to consider as you start planning your big move.

1. You aren’t choosing the office space you need now

It might be a year or more before you move, and the new lease could last five years or more. So start by reviewing the company’s medium and long-term plans. For example:

• What are the recruitment targets?
• Will you need room for new equipment?
• Are there plans to expand into one or more locations?

Over the next few years, the workforce is expected to move toward a more dynamic and agile business model. Remote work, flexible schedules, and the freelance workforce have already led many organizations to rethink their office needs.

2. How much room do you need?

A typical rule is 125 to 225 square feet of usable office space per employee — less for an efficient workspace, more if you want roomier offices.

You’ll also need to factor in things like file and equipment storage, meeting spaces, and common areas. A calculator (like this one or this one) can help you get a better sense of the square footage you’ll need.

Whether you’re aiming for modular, open-concept, or traditional, consider how a new office setup can shift workplace relationships, reshape office dynamics, and affect productivity.

3. How do you pick a good location?

Employees and clients can have the biggest influence on what makes a “good location.” In some ways their needs are the same:

• It should be easy to get to. Whether people are likely to drive, take transit, or bike, look at common routes and the parking situation.
• People should feel safe when they’re on site. This is particularly true if people work shifts or overtime, or if your business operates outside a typical 9-to-5 workday.
• Your new ‘hood should fit your overall image. An address can create an impression on its own — find a storefront that fits your brand.

Each group also has its own needs. Being near customers may require a high-traffic area. Or it may be helpful to be close to hotels, an airport, or the interstate.

Employees appreciate being close to amenities: Morale tends to be higher when workers have access to things like restaurants, services, and outdoor areas. Their commute also matters, especially if they need to move between offices during the day.

Remember to find out about potential new neighbors. Being close to service providers could be a boon, but would putting your office down the road from your closest competitor be awkward or clever? Scope things out ahead of time, so you won’t be caught off-guard.

4. What are the signs of a well-managed building?

Finding a space that enables success is all about the details — from a predictable maintenance schedule, to an effective green cleaning program, to reliable communication.

A building’s infrastructure can also make or break your business. First of all, the environment has a direct impact on employee wellness. But imagine the headache of a slow broadband connection or unreliable phone service.

The critical factor in all of this? A conscientious property manager. If they aren’t paying attention or getting things done, the whole building will suffer — and your company with it.

Speak to other tenants as well as current vendors:

• Does the property management company have strong, positive relationships?
• How well is the company staffed? Beware if the property manager changes regularly or often seems overwhelmed.
• How do they respond to feedback? Are they accountable when changes are needed?

Since you’re thinking long term, what are they doing to respond to current building management trends? If the property manager isn’t on the same page, you could be the one left trying to close the gaps.

5. Will the building’s security cut it?

Nobody wants to risk vandalism or theft, but for data protection, personnel safety, and privacy you may need more than a lock on the front door.

Offices rely on technology, visual ID, and security staff — or a combination — to keep their spaces secure. To help confirm your basic security needs will be met, find out:

• What are the overall protocols for the building?
• Are common areas, such as parking and the lobby, secure and well lit?
• Do other tenants in the building increase the risks to your company?
• How is the building protected — at all hours of the day — and who’s responsible for equipment and access?

Having a strategy as you kickstart your search will help you focus; feedback, compromise, and a lot of legwork will help you find the right balance. To help your move go as smoothly as possible, give yourself lots of time: You won’t need to rush your due diligence, and you’ll have plenty of buffer for renovations and upgrades. Happy office hunting!