Deciding to lease office space is an exciting step for your business. The way you choose and decide which office space to lease is important to ensure you avoid making big mistakes when leasing office space. You need to make sure that your office is productive for your team, to you and most of especially to your clients. You also need to make sure that the office you choose it will make you and your business grow and flourish.
Considering these factors in leasing office space will affect your business productivity and overall success. Below are some of the bigger mistakes to avoid in leasing an office space.
NOT ENGAGING A TENANT REPRESENTATIVE
You might think we are being self serving on this, but we have seen the mistakes businesses make that do not use a tenant rep. Considering that there is no cost to you, it does not make sense to not have one. The biggest mistake made by tenants in leasing office space is not engaging the services of a tenant representative; thinking it will cost them money. It doesn’t. A good tenant representative, like the ones we have at OfficeFinder, is invaluable in making sure you find the right alternative, negotiate the best possible deal and avoid costly mistakes. They do this every day and only get paid when you get what you want. And you don’t even have to pay them. It costs you nothing. Most Landlords hire listing agents and the tenant rep will share in that fee. If there is no tenant rep, the listing agent keeps the entire fee and you are on your own. Tenant rep services will save you money by making sure you do it right with solid information and advice.
The second biggest mistake made by tenants looking for office space is not allowing enough time for the process. Far too often tenants will not get started early enough and have to settle for less than they could have had otherwise. This applies to tenants who are looking for conventional space and not executive suite, virtual office space, or co-working space. Typically, a tenant can be in these spaces as soon as the next day or at least within the month. Tenants looking for conventional office space under 5,000 should get started 6 to 9 months prior to their move in date. Larger businesses should start at least 1 year in advance. This will allow enough time to find some good alternatives, negotiate the best deal and have any tenant improvements completed for an on time move-in. This is true even in a soft market. In fact, even more so since there will be many more possibilities to investigate.
Make sure you don’t rush into a decision, remember that this is a big step for your business. If the deals and negotiations did not match your plans, move on and try to look for other alternatives. There will always be a property that will perfectly suit your requirements. Sometimes, DIY is okay, but note that it is very time consuming and may take a lot of your time, time that you’d rather spend it to your daily operation and development of your business. Experts or tenant representatives are the best people to help you. They know the markets inside out and can assist you throughout the process, especially when it comes to negotiations. Viewing, choosing and negotiating when leasing office space can be a long process and time consuming. If you are unsure of what you are doing, your mistakes can get very expensive.
LACK OF COMMITMENT
Keep in mind that leasing an office space is a commitment. there will be a legal contract that will hold an agreement for given length of time. Leasing is a big responsibility, make sure that you study your business and you are “ready” to take new obligation to step up for this new stage of your business. Otherwise, it will just you may end up losing a lot of money on space you don’t need.
NOT UNDERSTANDING THE COSTS
There are more costs involved in leasing office space than just the rent. Many of these costs are quoted in different fashions so it can all get quite complicated when comparing alternatives. It becomes difficult to compare proposals on an apple-to-apples basis. In fact, it can even become difficult for an inexperienced tenant representative to decipher the various costs involved in comparing different office space alternatives. Moreover, be prepared for these: Monthly cost, service charges, maintenance costs, insurance and daily operating costs.
Don’t settle to an office that is going to empty your banks and put your business into debt and that will hinder its growth. Make sure you know all of the costs involved.
Evaluate all aspects of the office space you are interested in leasing. These will include geographical location, space layout and type of the building to insure a perfect fit for your business. Don’t forget to evaluate for safety, too. There are other factors to consider in deciding about the location. One of the important factors is it good for your employees; make sure it is close enough for employees to commute, near public transportation, restaurants and cafés are conveniently accessible for your team’s lunch break or a simple coffee breaks. Or if you don’t have a team yet, choose a location that has a good population for your potential resources. Evaluate the size of the space that will commit, it is always to good to have exact number of employees to get a large enough space for your team members and an extra meeting or receiving area for clients/visitors.
Another important aspect to consider are your clients. Remember, your office gives a first impression to your clients and it sends messages to them about your business. If you’re in a building that is falling apart, your client may interpret that your business is struggling. Other way, if you are spending extravagantly for your office, clients may think that you are just charging them too much and money just goes to a lavish office space. Safety of the building is also a big factor, make sure that your building has measures being followed for times of emergencies such as fires or earthquakes. Check if the building is guarded for the safety of everyone as well as your physical assets. Not considering these factors may just bring damage to your business rather than growth.
UNCLEAR LEASE TERMS
Make sure that provisions are clearly stated out in the lease. You don’t want to be surprised with the hidden charges, one example is that sometimes landlord will say that utilities are not included with what you have paid and you will need to pay extra for it since it was not officially specified in your lease. Take note that every office is lease is different, but frequently written in favour of the landlord. Think what office lease terms are best for you as a tenant, study the entire lease including rental rates, renewal options, rules and regulations, break clauses, etc. Know what you can customize it before signing a contract. Make sure to check what you’re allowed to do to the space without getting charged for damages.
We hope these tips could finding a great space for your business. Of course, there is a lot more to consider and a good tenant rep, like the ones we have at OfficeFinder, will help make sure you don’t make any big mistakes. Please contact us if we can be of assitance.
WHAT OTHERS HAVE SAID ABOUT OFFICEFINDER
We’d also want to share actual feedbacks and experiences of businesses who have taken advantage of using an OfficeFinder Tenant Representatives
“Our OfficeFinder rep did more than I ever thought that this free service would. I hope that this man gets a Raise. He really went above and beyond the call of duty. I thank him very much.”
-Elizabeth P – Phoenix, Az
“The amount of information I received and the professionalism of our OfficeFinder rep was astounding. His knowledge and understanding of what I needed was overwhelming. He will always have my business, and I have no need to recommend anyone else.”
-Chris V – Level 7 Productions – Los Angeles, Ca
“I have never rated anyone at this high of a level but Jeff, our OfficeFinder Rep is exceptional. I don’t know how he could exceed the level of service he has provided for us. I will not only recommend him to others, I will look for opportunities to recommend him.”
-Michael S – New Life Outpatient Center – Davenport, Ia
“Thanks for your follow up. Our OfficeFinder rep has been extremely helpful in assisting us to find the proper offices over the last several months. We are now in our new location and I frankly don’t know how we would have done it without him.”
-Jenny M- Xinify Technologies, Inc – San Ramon, Ca