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Entries Tagged as 'Office Rental'

Office Space Hoteling Reservation Systems: A Rapidly Emerging Trend

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Perhaps you have heard the term Office Space Hoteling or read an article somewhere in a business journal. This rapidly expanding trend is allowing offices to save space and maximize productivity? It is part of a new office space trend, the Agile Workplace.

Why Join the Trend of Office Hoteling?

If you have a traditional office, walk through the space at any given time and look at all the empty desks. Some people may be telecommuting that day. Other people are out at meetings, visiting clients, department meeting, making sales pitches, and all the other tasks required to make your business a success. Other workers are away on travel to take care of business for your company or gone on a well-earned vacation or away on necessary medical leave. What a lot of wasted square footage you are paying for every month. when you pay rent. Office hoteling can save you tons of money by reducing all this empty space.

What Makes Office Hoteling Work?

Work is no longer just a place, but an activity. However, everyone needs the support of an office with a copy machine, may be support staff, fax machines and a workspace or conference room as needed. And you probably realize a few spots simply won’t work as an agile workspace. For example, the support staff and maybe a high level executive. Those employees need to have dedicated workspaces.

To ensure a worker has a space when needed, a office hoteling reservation system should be in place. When a worker klnows they will need to be in the office, they check into the reservation system with their unique login. They choose an available work space of the kind they need and provide the amount of time they expect to use the space. It is pretty simple and relatively easy to executeon a company wide basis. Different systems allow various means for checking on available space, but the office hoteling reservation system you put in place should be easy to identify vacant spaces and input their reservation.

The worker then goes to their selected workspace and gets right to work. The workspace should have an up to date computer, legal pads, pens, and other handy tools.

Once the employee has performed all the necessary tasks, they neaten the workspace for the next person and go log out of the office hoteling reservation system. It’s as simple as that. Once an employee logs out of  the desk space, another employee can log in and choose that space is they wish or any other available location.

Promote An Agile Workplace and Save Money

Not only will employees feel free to work where they need to work, but as the business owner, you will benefit in a big way. Studies have shown that 40% to 70% of employees work away from their desks in many industries.

Rent is calculated on square footage. If you are paying for even 30% too much square footage, you are throwing dollars to your landlord for nothing. By downsizing the office and changing to a non-traditional setup for all workspaces that make sense not to be dedicated to just one employee, you can reduce your overhead in a very noticeable way. One surpirse you may receive is that employees will be happier and more productive, knowing they can work from where ever they feel they can be more productive.

Up next: Creating an Agile Workplace Using an Office Space Hoteling Reservation System

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By: James Osgood

Agile Workplace , Office Hoteling , Office Rental , Office Space , Office Space Design

A Few Things to Consider Before Signing an Agreement for Office Space for Lease

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Renting office space can be exciting and overwhelming all at the same time. In some of those anxious moments, it can easy to get caught up in all the excitement and sign a lease agreement that has unfavorable terms.  Since the success of your business largely depends on the right rental terms, you’ll want to check out a few important details whenever you are considering office space for lease.

The type of lease that’s being offered can make or break your business, as some could result in your paying large additional charges you weren’t prepared for. The common types of commercial leases are:

  • Percentage lease, which involves you paying a base rent in addition to a percentage of your monthly sales (retail leases)
  • Net lease that includes base rent and a nominal charge for taxes and insurance
  • Double net lease that requires you to pay rent in addition to the entire cost of taxes and insurance
  • Triple net lease which mandates that you pay rent, taxes, insurance and maintenance fees
  • Fully serviced lease or gross lease in which the landlord pays for additional expenses and then passes them on as a “load factor and increased from a base year.”

When choosing a fully serviced lease, it’s important to understand what the load factor and base year means. It is essentially a way to calculate the total monthly rent when a tenant has usable square footage in addition to common areas. For example, a business could occupy space in a building where stairways, restrooms and entryways are common space. In this instance, the load factor covers the expense associated with maintaining these areas, spreading them evenly among all who use them. The base year is the year in which you must pay for any excess expenses over the amount for that lease year. You have to be careful that the base year is current or in the future when signing a lease.

Although you may be offered a deal for signing an extended lease, if you’re a startup or growing business, you should be leery about doing so. That’s because you just might find the needs of your business change a great deal over the first couple of years. For this reason, you should consider a short-term lease that’s between one and two years if you are a brand new company.

It’s also a good idea to ask about initial improvement allowances, remodeling or redecorating when signing a lease. Most long term leases will include a tenant improvement allowance. Make sure you know if that is on a rentable or useable square footage bases. It can make a difference of 15% or more. You may choose to build cubicles, add new carpeting or paint the walls once you settle in, so you need to know if this is something that’s allowed. Many times, minor modifications are allowed as long as the structural integrity of the building is not altered in any way.

When it comes to choosing the right office space, the terms of a lease are every bit as important as the location. Your best bet is to have an Office Tenant Representative on your side. There is no additional cost to you, so it is a no lose situation. You will save money and avoid costly mistakes. To find office space with exactly the right terms for you, contact us today.

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By: James Osgood

Office Leasing Tips , Office Relocation , Office Rental , Office Space , Office Space Negotiations , Tenant Representation

Unconventional Office Space is a Hot Trend that is here to Stay

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There used to be a time when renting an office was an exercise in visiting virtually identical office space locations in various buildings. Cubicles dominated the seating arrangements for the workers while enclosed office spaces denoted the domains of company executives. Recent trends in commercial office space rentals are showing this setup to quickly become antiquated.

Companies that wish to portray an image of being in step with the times, and perhaps even thought leaders in their fields, will do well to take a cue from this trend that now favors the more unconventional office setup. If you are in charge of organizing your business’ next office accommodations, what should you look for?

Top Floor Spaces are Hot Properties

In the past, spacious top floors were reserved for large law firms and investment companies. Starting in New York, commercial landlords discovered that breaking up these large spaces would attract a bevy of companies that either dealt with an artistic or exclusive clientele.

The draw here was the use of a second elevator, which clients interpreted as a private access, or a private staircase that only clients were permitted to use. Artistically-minded clients appreciated high ceilings, skylights and breathtaking views. One supermarket chain discovered that top floor offices with some of these unique features impressed their visitors, particular if they came from Europe.

Modifications to the Open-plan Design

If a top floor property is not to your liking, choose an open-plan design instead and then modify it. Writing for the International Review of Industrial and Organizational Psychology, researchers note that there is an ongoing move toward an evolving office. It is largely based on the open-plan design but takes into account the importance of collaboration between workers.

Strategically placed hubs of interaction combine functionality with the opportunity for unscheduled collaboration. Researchers also determine that a departure from a layout of strictly individual work spaces actually result in cost savings. The experts greatly encourage the setup of hot desks, which allow workers to collaborate in pairs or small groups as needed. The desks are set up for phone, light and computer connectivity.

Creature Comforts save Money and Increase Productivity

Reviewing the work spaces of trendy companies that are taking their fields by storm as well as those that are established as industry leaders, the Harvard Business Review discovered that their offices spaces supported productivity by cutting down on unwanted interruptions.

When you have the ability to control the office space and make changes, you can head off likely interruptions to your workers’ productivity before they occur. For example, an attractive screen in front of the delivery entrance makes the appearance of the delivery driver less disruptive for workers who are not in charge of receiving deliveries. Add natural light, energy-efficient appliances as well as green office space considerations, and you know that you will save money even as you increase productivity.

OfficeFinder is committed to put its tenant representatives to work on your behalf. We will work tirelessly to find you the type of office space that is exactly right for your company. Contact us today to discover how you can enhance your brand with the right space.

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By: James Osgood

Office Relocation , Office Rental , Office Space , Office Space Design

Renting a Green Office Space Can Increase Competitiveness

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Going green at the office is a topic that has been in the news since 2007. Yet more and more companies are going beyond environmentally-friendly employee behavior and are extending these attitudes into office space rental considerations. The University of Berkeley discovered that that the development of an active environmental policy actually has a positive impact on a company’s competitiveness in the marketplace. How can you benefit from this trend when it comes to finding the perfect office rental for your company?

Green Construction Cuts Down on Operating Costs

The cost savings associated with already installed active solar collectors are not negligible. They greatly decrease the amount of money your company spends on daily electricity. When your targeted office building also falls into the passive solar collection category, you know that its positioning will greatly decrease the need for daytime artificial light usage and winter heating expenditures. A central atrium is a big plus when you look for an office that receives natural light from all sides.

Green Landscaping Reduces Water Costs

When you rent office space, the overall operating costs of the property are built into the square footage price Choose a green building that has environmentally friendly features, which extend to the choice of landscaping. While a nicely manicured landscape provides excellent curb appeal and increases the suitability of the building as an office address, the choice of exotic flora can greatly increase the water costs. Pick an office building that uses native plants in its landscape, which cuts down on the watering cost significantly.

Green Office Space Reduces Employee Absenteeism

Whether you have 10 employees or 100, the absence of even just one worker creates a drain on your company’s productivity. A study by the City of Seattle proves that a decrease of indoor pollutants has made it possible for one company to reduce its absenteeism rate by 40 percent. In addition, productivity went up by 5 percent. When you combine the use of green building technology with the choice of environmentally friendly cleaning supplies and companies, it is clear that this is a result your company could imitate.

OfficeFinder, LLC employs a staff of highly-trained tenant representatives who can help you find the right green office space that suits your company’s size and needs. Contact us today to find out how we can help you find the perfect office rental.

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By: James Osgood

Green Office , Office Rental , Office Space

Get Away from the Kids by Trying a Summer Rental of Office Space

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So summer is here, and the “livin’ is easy,” right? Not really. Unfortunately, the living is only easy if you’re not trying to work out of your home office in the midst of a house full of kids on summer vacation. While the idea of starting a business in your home was a great idea in the silence of winter, the distractions are many and your ability to concentrate is evaporating as fast as your patience in the summer heat.

What can you do? We suggest that you try out the rental of office space for the summer. Fortunately for you, there are an increasing number of small office alternatives out there, and we can help find the right one for you.

One cost effective option is coworking. In this scenario, the office setting is generally sparse and functional, and the focus is on community and collaboration. While there will sometimes be conversations going on around you, it’s easier to listen to music on your headphones and tune them out when none of them is tugging on your sleeve to get your attention as your children are while you’re trying to read this blog. You might discover, like many who use this type of setting, that the positive working energy of the people around you can help focus your own endeavors. You can arrange to try it out for a couple of months without making a long term commitment, in order to see what this low cost option has to offer. You could well discover that you’re even more productive in this setting than you would be on your own at home, even in the silence of winter.

If you fear you would still be distracted by the conversations and coworkers around you, you can always try an executive suite for the summer. These are individual offices with shared utilities, receptionist and meeting space. In this scenario you would have a room to yourself, allowing you all the privacy and silence you need to get your work done. Again, it’s perfectly possible to negotiate a few months’ trial period, which would get you through the summer months of chaos at home.

If you are ready to find out more about these appealing options, contact us today to discuss your particular needs, and we’ll find you a place where the work space, if not the living, is indeed easy.

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By: James Osgood

Coworking office space , Flexible Workspace , Home Office , Office Rental