Leasing office space can be an exciting step for many businesses. Investing in bigger or better office facilities may represent an important milestone for your organization, and it will provide you with the capacity you need to scale up your operations. However, the process isn’t free of challenges – and, as you choose an office space to lease, safety should always be a top priority.
Ensuring that your new office is safe and compliant not only protects your employees but also shields you from potential legal liabilities. In this guide, we’ll take you through eight essential checks to help you lease office space safely.
Fire Safety
Fire safety must be the starting point when leasing a new office space. While you may not be an expert in fire safety standards and procedures, partnering with local authorities and fire services can help you better understand how safe your shortlisted building is when it comes to keeping your employees safe from fire.
To add an extra layer of safety, make sure that the building complies with local fire codes. This includes checking the availability of fire extinguishers, smoke detectors, and sprinkler systems. You should also ensure that fire exits are clearly marked and accessible.
Despite these measures, it is important to carry out comprehensive risk assessments and take further measures to address the unique risks of the building or of your field of work. For example, within your business, your employees may have to use chemicals or equipment that increase fire risk. In this case, consider implementing more specific measures.
Regardless of the type of business you run, be sure to involve your employees in your fire safety efforts: brief your team about the fire evacuation plan, and conduct regular fire drills to keep everyone prepared.
Structural Integrity
The building’s structural integrity is crucial for the safety of everyone who will work there. However, examining a building to identify structural issues requires an expert eye. Because of this, you should consider hiring a professional inspector to evaluate the building for any structural damage or weaknesses. This includes checking the foundation, walls, and roofing materials.
While viewing the building, take some time to look for any signs of wear and tear or any potential hazards like cracks or water damage. If you decide to lease a building with minor problems, be sure to address any findings promptly to prevent future issues.
Chemical Safety: Watch Out for Harmful Chemicals
When leasing a new office space, it’s important to be aware of potential chemical hazards that could affect health and well-being. Here are some critical chemicals to watch out for:
- Asbestos: This fibrous mineral, used in buildings for insulation and fireproofing, can lead to serious respiratory illnesses when disturbed. Conduct a thorough asbestos inspection, especially in older buildings, and ensure proper removal if found.
- Lead Paint: Common in buildings constructed before 1978, lead paint can cause poisoning if its dust is inhaled. Check for lead paint and seek professional removal.
- Radon: An odorless, tasteless gas that can seep through foundations, radon is a leading cause of lung cancer. Regular testing and remediation are vital if high levels are detected.
In case asbestos accidents have happened, or you suspect that illness cases in your office are due to asbestos, contacting an asbestos exposure attorney can help clarify landlords’ responsibilities.
Indoor Air Quality
Poor indoor air quality can wreak havoc on employee health and productivity, sometimes leading to what is known as Sick Building Syndrome. If not promptly addressed, this can lead to a cascade of health problems, including respiratory and skin issues.
These can prevent your employees from giving their best at work, and can end up compromising their mental and physical well being. In turn, your reputation as a quality employer can suffer!
To prevent this, start by ensuring that the office space has a proper ventilation system and that your employees can benefit from quality lighting. Check the HVAC system for maintenance records, and service or replace air filters as needed. Additionally, consider using air quality monitors to identify areas that might require extra attention or improvement.
Accessibility Compliance
Accessibility isn’t just about following laws – it’s about creating an inclusive environment for all employees. This can help you access a much greater talent pool and also improve your reputation as a quality employer who cares for the needs of employees.
To start making your workplace more accessible, make sure that your office is compliant with the Americans with Disabilities Act (ADA) if you’re in the United States or equivalent laws in your region. This includes wheelchair-accessible entrances, restrooms, and workspaces.
Be sure to make your workplace accessible to individuals with different types of disabilities, and focus on making your website and virtual interfaces accessible too!
Investing in accessibility showcases your company’s commitment to inclusivity, which can yield fantastic returns in terms of reputation, productivity, and profits. If you are unsure how to get started, an accessibility expert can provide all the guidance you need.
Security Measures
Keeping your office space secure protects your team, data, and assets. Inspect the building’s security measures, like surveillance systems and secure entry points. Don’t just look at main locations, like conference rooms: evaluate areas like parking lots or stairwells for adequate lighting.
If you have found that the security levels in the building could be improved, consider implementing access control systems and ensure that emergency contact numbers are accessible to all employees.
Pro tip: When it comes to making your workplace more secure and comfortable for all, your employees can provide valuable insights. Be sure to keep your communication channels open and be receptive to feedback and suggestions. You may find problems that you didn’t think of – and, by fixing them, you can promote better office life for all!
Legal Compliance and Insurance
Before signing a lease, make sure you understand all legal requirements and have the necessary insurance coverage. If you are struggling to navigate the legal environment, engage with a knowledgeable attorney who can help you review lease terms. An expert can help you also better understand the clauses related to safety and repair responsibilities. Ensure your liability insurance covers potential incidents within your office space to add an extra layer of security!
Prioritize Safety for Peace of Mind
Leasing office space is a commitment that requires you to not overlook safety checks to protect both employees and your business’s future. By following these essential guidelines, you can navigate potential hazards, ensure compliance, and create an ideal work environment. Remember, a safe office space reflects a responsible and forward-thinking organization that values its team’s well-being!
