Category Archives: Office Leasing Tips

6 Considerations When Selecting An IT Support Provider

flat rate IT supportAha! The big question “how do I choose the right IT support provider for my business?” At some point, every business will need IT support.

If you’ve found yourself musing over this, you are not alone. With the rapid and continuous evolution of technology, more businesses are in dire need of IT services. But, with so many IT service providers to choose from, each claiming to be better than the other, it can be quite challenging to find the IT service provider that is best for your business needs.

However, there are certain things to consider before choosing an IT service provider which can help make choosing the right fit for your business needs easier. I’ll tell you six things to consider when choosing an IT service provider. But, first, have you ever heard the term Managed Service Provider (MSP)?

What Is A Managed Service Provider (MSP)?

One of the ways to know a good IT company (or at least, one that will suit your business) is that it provides Managed IT Services. Managed IT Services typically refers to a series of IT solutions and services which allow you to delegate all of your IT-related tasks or needs (including maintaining and monitoring your IT system round-the-clock) to a Managed Service Provider (an MSP).

This is an excellent option, especially for businesses that can’t afford to hire a team of tech experts. But, the most important thing is finding an IT service provider that will get the job done and right. This brings us back to the six things to consider before choosing an IT service provider.

Let’s go!

1. Consider Availability

The last thing you need is an IT service provider that doesn’t show up on time, when you need it, or at all. Availability is the first factor to consider when choosing an IT service provider. You want to know if your preferred IT company can maintain and monitor your IT systems round-the-clock.

Ask the important questions:

    • How quickly can you reach your IT company either through email, call or chat?
    • What is the average response time?
    • How long does it take for them to resolve any issues?

Ensure that you have the answers you want, and if possible, authentic customer testimonials.\

2. Consider Experience

Another crucial factor to consider is the level of experience of an IT service provider. You want to be sure you are working with an IT company with a track record of success. Your IT company should offer access to a team of skilled and experienced technicians who can get the job done flawlessly anytime.

3. Consider Security

Perhaps, this is one of the most important factors in this list. Security is important to any business, and even the minutest breach can cost you a lot. You need to be certain that your IT service provider will monitor your network 24/7 to quickly detect any potential problems and solve them on time. You don’t want a situation where you constantly worry about malware, hackers, or viruses disrupting your business’ productivity. Your IT company should use top-of-the-line tools and technologies to secure your data.

4. Consider Your Budget

Of course, while you want the best IT solutions and services for your business, you also don’t want to break the bank while getting it. A good IT company will offer flat-rate IT support to suit your budget. If an IT service provider’s services are too pricey for your operating expenses, then it may be best to look for a more budget-friendly option. 

Note: A ridiculously cheap IT service provider may not be a good idea, as the quality of service may not be good enough to secure your data.

5. Consider Versatility

Look out for IT service providers that offer many different services and solutions to choose from. Instead of outsourcing other service needs (such as wireless services, virtual CIO services, VoIP business phones, hosted cloud services, mobile device management,  and more), hiring an IT service provider that offers all of these services helps you significantly cut back on operating expenses. 

6. Consider Scalability

It is very important to work with an IT service provider that prioritizes your business growth and success. This means choosing an IT company that completely understands your business needs, goals, and how to achieve them.

Final Thoughts

Hiring the right IT service provider is highly beneficial to any business. It takes away the unnecessary hassles of running a business and allows you to focus on the things that matter. So, if you are considering hiring an IT service provider, these six factors will help you figure out what to look out for to make the right choice.

Certified OfficeFinder SpecialistIf you are looking for office space that can provide you with the Information technology you need, we can help with our network of local pros. All at no cost to you. Contact us today to find out more. No obligation to request info. Give us a try. You will be happy you did.

 

4 Ways to Become More Productive at Work

Productivity is the heart and soul of a functioning workspace. If employees are to be productive at work, it could come down to the structure and setting of the office. Not just the location, but the layout of office furniture and equipment, the flow between employee space, and the overall feeling of the office.

Fortunately, there are resources out there to help boost a business’s productivity and make an office a place where employees want to get their work done. Keep reading for four tips and some advice on how to accomplish a more productive workspace.

1. Create Opportunities for Movement

The best way to stay focused during a long day of work is to acknowledge when you’ve hit a productivity wall and to take short, quick breaks to gain a new perspective on what you’re working on. Ergonomic furniture such as stand-to-sit desks encourages changing positions and moving throughout the workday. Standing desks can improve overall mood and vigor in not only the workplace but has been shown to carry through to out of work environments. You can build other opportunities for movement into your workspace, such as putting the copy machine on the opposite end of the room and having a central water cooler. Create reasons to stand and move about.

Productivity is not directly correlated with time spent on tasks, so it’s important to make sure that you’re recalibrating and refuelling once in a while.

Ideally, you want a workspace that doesn’t confine employees to one spot and gives them the option to work in different locations, even remotely, if the business model allows for it.

2. Give Gadgets a Home

Smartphones and tablets can help you stay organized, but they can also be a big distraction and aid in time-wasting. The best way to avoid wasting time is to find a home for gadgets and leave them there.

We have so many screens competing for our attention. Consider putting them in a drawer. Try to keep them in their dedicated place while you do your work so that you won’t be distracted by a constant stream of notifications.

3. Keep Your Space Clean

If you’re sitting in a messy area thinking about how messy it is and how you should really clean it, you’re probably not getting a lot done. It makes it much more difficult to be productive at work.

Take a few minutes every day to organize your workspace. Throw out unnecessary items and maintain whatever organization system suits your style, so those extra distractions don’t build up.

In addition to cleaning or organizing your workspace every day, organize and prioritize a to-do list so that you have a clear idea of what you need to do, which have top priority and don’t waste time at the beginning of your workday trying to figure it out. At the end of the day, sit down and quickly write what you need to get done the next work day.

This helps you reflect on what you’ve accomplished during the day and how you can move forward to produce great work the next day.

4. Get Personal

Personalizing your space can increase your emotional connection to your work, but it’s important to not let the personal touches become clutter and to do this in moderation

Items that you don’t frequently use shouldn’t take up desk space. Add a productivity-boosting plant and keep a personal calendar to stay on track throughout the week.

Plants are fashionable these days and aren’t just for pretty social media photos. They serve a great benefit in the office, too. Make space feel more alive. Although not a traditional method of creating a productive workspace, their impact is not imaginary. Plants assist in creating an environment far more conducive to increased productivity, than traditional, sterile workspaces.

Having plants around the workspace helps produce cleaner air, and it motivates one to be more energetic and creative. Scientific studies have even been able to prove the positives of more greenery for the office. From reducing stress to increasing productivity and creativity, plants have been proven to improve it all.

Choose personal items that inspire you to be more productive. Keep a framed photo of your family, kids, partner, or pet on your desk. Let them be the ones that keep you motivated throughout your workday.

No one is the same. There is no single approach to office layouts, design, or functionality that suits everyone, espcially considering there are now 4 generations in the workforce. Having the flexibility to not be in the office during the entirety of the workday, having some plants and personal touches, and having a space to breath, be creative, and express oneself will make the workplace more productive, and helps everyone to be more successful.

If you are looking for the right office space to create a workplace to help employees become more productive at work, we’d love to help. It is what we do on a daily basis through out the US and Canada. Give us a try. No cost and no obligation. Let us know what you are looking for and we will get right on it.

 

How to Make Sure Your Business Gets Top-Notch IT Support

Top-Notch IT SupportIn the era of innovative technologies, no business can grow without quality IT support. However, the IT world is changing at lightning speed, making it more and more difficult even for large companies to keep pace with that constant evolution. Needless to say, small businesses often find themselves in a pretty complicated situation, trying to facilitate reliable IT support within their budgets. Unfortunately, the one-size-fits-all approach is not what can really work for smaller enterprises, all the more so, it is always more expensive.

No doubt, the dream of every business owner (including you) is to provide for their company top-notch IT support that can easily fit into the budget and deliver tailored solutions. Here you have it: an in-depth guide on how to make this dream come true – quickly and hassle-free.

Add Value to Your Business Through Outsourcing

Generally speaking, businesses have two options to get IT support – to build a dedicated in-house team or to outsource. Let’s start with the first option, an in-house team. We bet, having an armed squad of professionals right inside your building and at your full disposal sounds to you really great, doesn’t it?

Well, it does but only if you can afford to hire full-time staff, which the majority of small and medium companies cannot. Why not take a look at some figures and make the situation crystal clear? For instance, at Network London you can see a good infographic that compares costs for a wide range of IT services when using your in-house team or outsourcing. Not only outsourced IT services cost four times less than the in-house option but it also provides for higher performances.

Long story short, IT outsourcing significantly reduces your costs, at the same time boosting the quality of the service through implementing state-of-the-art software tools. Plus, it eliminates the risk of investing your hard-earned money in ineffective or wrong solutions.

Define Your Needs and Wants

To get the biggest bang for the buck, you should look for services that your company really needs – no one-size-fits-all recipe. The roster of IT services available is quite extensive and can vary dramatically from one provider to another. However, the best providers of IT support often have it all under one roof – a kind of one-stop-shop for everything you might be interested in.

It’s up to you whether to opt for a full package that includes all conceivable and inconceivable services, from app and software development or database management to customer service and IP telephones and communications. Other commonly outsourced areas are infrastructure design and management, IT, technical and helpdesk support, email hosting and replication, as well as cybersecurity testing and management, to name a few.

When IT Support Is Really Top-Notch

As soon as you compile the list of services you need, you can start looking for a decent provider. Do not rush to conclusions and do not strike a deal until you are sure, you’ve found your perfect fit. With a plethora of different IT service providers out there, it might be challenging to estimate the quality of each of them. To give you a hand, here are a couple of words on what you should consider top-notch IT support.

To start with, do not settle for less than a dedicated account manager – a person who will know every little detail which is significant to you and your business. There is nothing worse than being unable to quickly solve an issue just because no one seems to be in charge of this particular field or question. The next thing is how fast your every issue can be addressed – make sure that picking up a support call is a matter of seconds for your future provider. Although the great bulk of issues are usually solved remotely, keep in mind that some problems will seek an onsite visit and you do not want to wait for ages – an hour or so for a big city is awesome.

Do not forget that even though IT services largely rely on state-of-the-art software and tools, people are still the main driving force. Look for a team of seasoned IT engineers certified in Microsoft or Apple technology and well-versed in all aspects of their work including network administration.

When it comes to office space, failures and shortcomings within your IT infrastructure not only negatively affect performances and productivity (read revenues) but also dwarf your chances to grow. Before you commit to relocation, check to make sure the communications infrastructure will meet your needs. On the other side, quality and reliable IT systems make a strong base for staying ahead of the competition and reaching your goals in a faster and more advantageous way.

Certified OfficeFinder SpecialistAnd if you are looking for office space, we can help with our network of top local tenant reps. They will make sure you avoid costly mistakes, like poor infastructure. Contact us today for mor information on how we can help. No cost or obligation.

 

 

4 Ways To Create A More Productive Work Space

After hiring a couple of employees and renting an office, it seems that you’ve done your part, but that’s not entirely true. Although you’ve done what’s necessary, it doesn’t hurt to go the extra mile by helping your employees settle in on their jobs and create a productive work space. After all, once they adapt to the business, their productivity will soar.

More productivity means more work done, and more work done means more money for the company. 

The best part is that you don’t necessarily have to guide them each step of the way. Creating favorable working conditions would be more than enough to help them become more comfortable, and that’s what this guide is all about. Below are four ways to breed productive employees through improving their workspace: 

1. Incorporate Natural Sceneries

You may have heard from somewhere or someone before that greeneries and natural light can improve your mood, and yes, it’s true. Humans have a desire to connect to nature, which is why a study has found that even just a minute with nature can lead to a feeling of relaxation, which may increase productivity. 

While it’s true that nature itself can lead to relaxation, there are other ways to make the workspace much closer to nature, and that’s by getting air filters that eliminate pollution. Of course, you can buy some plants and place them in your employees’ desks, but if you find a custom filter that pretty much does the job, there’s no need to bother with buying greeneries.

2. Provide Proper Equipment 

Surely it must be evident that one of the best ways to improve productivity is by providing the proper equipment. Employees may feel disheartened knowing that the business they’re working for cannot provide them with the necessary tools for the job, resulting in less productivity. 

The pieces of equipment you’ll need to prepare to differ according to what business you run. For most office jobs, employees must have their own desks and gadgets such as computers or laptops. Other than working equipment, you also have to consider buying equipment that brings comfort such as ergonomic chairs. 

3. Mind the Temperature 

Electrolytes, a compound that serves as energy for the body, deplete much faster in hot conditions. On the other hand, excessive coldness can lead to discomfort and even vulnerability to diseases. In other words, the temperature must be perfect. You can either use air conditioners during hot climates or heaters during the cold weather. 

4. Introduce Colors to the Office 

Is there a feeling of relaxation when you see the color blue all around you? Do you feel a sense of excitement when you’re surrounded by red walls? That’s probably because colors can affect a person’s mood, just like nature. 

For that reason, it’s a good idea to paint your office walls with a color that improves productivity, but which color? You may have already guessed it, but red is an excellent color since it keeps the heart pumping, which might be necessary to employees if they somehow feel bored during work hours. Blue is also a great alternative as it exudes a calming atmosphere, which can help your employees focus on their tasks.

Wrapping Up 

No matter how high the pay is or how nice you are to your employees, you can’t guarantee that they’ll become much more productive. What they need is a good productive work place, one that suits their needs and provides them with comfort. While it’s not an easy task, this guide should make it less complicated. However, remember that great things aren’t free, so don’t be afraid to invest in your business and your workforce. 

Certified OfficeFinder SpecialistAnd if you are looking for office space wher you can creat a productive work space, we can help with our network of local tenant reps. Contact us today to find out more. Our services are free to you! No obligation either.

How To Handle And Organize Important and Sensitive Documents

There are numerous sensitive documents, files, and information that every single business should keep in a secure location. These documents earn the name “important and sensitive” because these items should not be distributed widely due to security concerns.

As most people are aware, it is essential to protect your sensitive data from falling into the wrong hands. All of this information could cause serious repercussions if a third party accesses it, so it is important to take precautions. With the way that technology is moving, businesses need to make sure that they are doing everything that they can to protect their clients.

Common Behaviors that Put information at risk

Security breaches, identity theft, and insider threats can put sensitive documents and information at risk, but common human behaviors and insecure tools can make it easier for hackers to get your sensitive data. Some of the practices are:

  • Employees attach and send sensitive documents in plain text From the office using a web-based personal email address.
  • Staff downloads sensitive data to the public to communicate with business associates and access and use data on tablets.
  • Staff members upload, temporarily save and transfer sensitive documents in plain text from a laptop to a common USB drive.
  • Employees upload sensitive data to the public, enabling other workers to access then use that information from different mobile platforms.
  • After registration with Dropbox, workers transfer a range of huge datasets containing sensitive business details to the software without the employer’s consent.

How Do You Handle and Organize Sensitive and Important Documents?

In a world where information is king, there are bound to be loads of important and sensitive documents that require keeping in a secure location. We all have our ways of organizing, but how do you handle and organize sensitive and important documents?

Control Access to the Sensitive Documents

To control who can view and who cannot view Documents of a sensitive nature you need to make them accessible only with the use of passwords which are to be made available to employees only on request and one at a time.

Employee Training

Training your employees is necessary to retain an effective workforce. The best-trained employee is one who understands the basics of your company’s policies. These guidelines help create a standard of behavior for all employees to adhere to. Make sure all new employees are trained in handling and organizing important and sensitive documents to ensure the appropriate use of company property.

By implementing a policy of identifying sensitive documents, reviewing them with new hires, securely storing them, and monitoring login attempts for inappropriate activities, professionals like Contract Hound assert that your business can reduce risks associated with unauthorized access to documents containing sensitive information.

Make Use of Confidential Waste Bins and Shredders

Confidential waste bins and shredders are an excellent way for businesses to protect their documents from prying eyes. When used correctly, confidential waste bins and shredders can help your business in various ways, from saving time to improving security. Having a confidential waste bin to dispose of the vital material is an asset in your organization’s security policy.

Lockable Document Storage Cabinets

Another common office supply that you might not have heard of is lockable document storage cabinets. Lockable document storage cabinets are just what they sound like. They are a box that you can lock and store fragile files or paper documents in. These are better than regular file drawers because they are more protective and secure. Another common use for these boxes is to store important documents containing Social Security numbers or personal information.

Ensure Secure Delivery of Confidential Documents

The passing on or delivery of documentation can never be taken lightly. There should always be a degree of security in place to prevent the documents from ending up in the wrong hands. Not only would this be extremely embarrassing for the company, but it could also mean that sensitive details become public and also put information at risk. For this reason, it’s important to ensure you have the relevant service or system in place to move and organize such essential paperwork.

We all know how important it is to be able to organize and secure your files from prying eyes. Taking the time to create a good system will make your life easier in the long run.

To wrap it up, all important documents and records usually come from various sources. Be it your organization, customers, or employees who leave them behind. In this post, we have discussed how to handle this sensitive information to keep them safe.

Certified OfficeFinder SpecialistAnd if you are looking for office space that is secure, we can help with our network of local tenant reps. Contact us today to find out more. No obligation and our services are free to you!

 

You’ve Signed the Lease, Now What?

signed the lease, now what?Every good business is bound to expand at some point when things start falling into place. At this stage, you might need to relocate to a new office space that can accommodate all the employees. You’ve signed the lease, now what? Making this move can be very intimidating, especially if it’s your first time and you’re going away from your current locality. For one, having to stop the normal operations to cater to the move and letting all your clients know can be a demanding process.

However, with the right strategy, your first step towards a new life in business shouldn’t be intimidating. Once you have everything sorted out, you can contact one of the companies specialized in this field to come and take care of all the packing and transportation. But before you start moving, our friends at Colorado Springs Movers, LLC suggests that you should sort out these tasks:

Assign a Move Leader

The first, and most important step, is to assign someone the responsibility of being in charge of oranizing and completing the move. This will entail a great deal of time and whoever is doing it should have there regular work load reduced to ensure they have the time to do a thorough job coordianting the move.

Insure Your Things

The very first thing you should look to sort out is the insurance cover of all your things, from furniture to computers to other machines used by the business. Make sure to have both moving  insurance and business insurance. It will go a long way in giving you peace of mind as you try settling into the new environment.

Take an Inventory

It is important to take the time to take a complete inventory of your furniture and equipment. This will allow you to plan the locations of the items in your new space and determine if you need to buy anything else.

Schedule Movers

Now that you’ve sorted out the factors above, you can then schedule the movers. Of course, you’ll interrupt the normal operations within your business in one way or another. You will end up having some of your employees working at the office for only for a few hours within the move week. You need tobe awayre of this and make appropriate arrangements.

The objective is to cause as little inconveniences as possible. One way of meeting this goal is by planning the relocation process during low seasons, if possible. For instance, some companies experience a reduction in business during the festive months. If yours falls under this category, then that would be the ideal time to make the move. It’s also wise to make your customers aware as early as possible so they can make plans as well.

Telecommunications & Internet

In this day and age telecommunications and Internet are critical factors to the functioning of most businesses. Check out your options. If you are going to make a change, this is a good time to do it. Make sure and check with your provider of choice how much lead time they need to ensure you are up and running on day one. The last thing you want to happen is to move and not have the connections you need to get to work.

Janitorial Service

The janitorial trash collection service is dependent on the lease agreement. Some buildings have this covered in the monthly rent while others require that every business owner takes care of their waste. It is, therefore, important that you check your lease beforehand.

Change Your Address

Your mail address is another crucial factor, and most people end up forgetting about it. As such, some of your parcels might be delivered to the wrong address for the first few days or weeks, and that’s something you’d want to avoid. Make sure you edit all your documents, social media details, and other online platforms immediately. Also, you can go the extra mile and inform your clients through your social media pages or through email and text messages.

Conclusion

Whether it’s your first time moving offices or not, there are several factors that you should always keep in mind to make this process smooth. For instance, it’s recommended that you choose a day that will cause very little inconveniences to your customers. Also, sorting out the necessary insurance covers and trash collection services will give you an easy time to settle into the new environment. Once you’ve moved everything to the new location, changing your address should be the priority.

Certified OfficeFinder SpecialistAnd if you have not found that perfect office yet and are looking for office space, coworking or traditional, we can help. Contact us today to find out about our no cost service.

4 Ways To Make Sure Your Business Has Plenty Of Working Space While Coworking

A new workstation setup can affect a employees’s performance and mood. That is why when choosing workspaces for your employees, you need to ensure that they feel comfortable in the area. The working environment needs to create a positive ambience, influencing the work performed by the employees in a good way. Having plenty of working space in the office to move freely and comfortably can also help boost the productivity of employees.  

Many businesses choose to build or rent small offices for their employees. Some companies also take advantage of using coworking space to optimize the cost of operating their businesses. Jeremy Ellis from Launchpad says that the prices of coworking space is around $600 per month since the start of 2020 despite the rise of many companies adapting to new normal and remote working practices.

Individual’s and team space within a coworking space tend to be small, so how can you ensure that the small space is maximized for your employees? Here are four ways you can increase the working space of your business: 

1. Choose The Right Furniture 

Some coworking spaces aren’t fully furnished, and you need to buy furniture for your workforce. This is an excellent opportunity for you to choose furniture pieces that are compact yet functional. It’s important that you know the total office area before buying any furniture to maximize the space.  

Aside from that, it would be best if you considered the needs of your employees when buying furniture. Do they need a desk with drawers? How much storage space does each employee need? Are you planning to have a common area for meetings? Choosing the right furniture will not only complete the working spaces for you and your employees, but these will also be critical in making the room look more significant, professional, and functional.  

2. Go Paperless 

Documents and other different papers fill up storage spaces in any office quickly. If you want to clear up significant space to store other items or convert it to an additional workspace, you should consider going paperless.  

By going paperless for business, you won’t have any more problems with consuming resources and money on documents. Not only will you be able to cut down on paper costs, but you will also eliminate the clutter in your office. That means no more filing folders and files everywhere! There will also be no need for mailing the papers or hardcopy files. The time you save by going paperless for business can give you more time to do more important things like running your business, improving your marketing strategies through an online system, and cultivating a desirable work culture. 

Aside from that, uploading to the cloud is also one of the effective ways to store private information. This is also essential to protect the confidentiality of these materials. Make sure that the passwords are given to people who are allowed to access the documents.

3. Choose The Right Layout 

The first factor that you need to consider when thinking about maximizing office space is the layout. You need to think about your office design and make sure that all of the furniture pieces that you will be using will fit into the allotted area.  

One of the best tips to use when arranging your office layout to maximize the space is to place furniture on the edges of the walls. It would be best if you aim to have an open space concentrated in one area to make the small office space look less confining. You can add an area rug in the middle area to avoid a cluttered view. 

4. Provide Enough Storage Space 

Having enough storage space is one of the best ways to keep everything in the office organized and to avoid clutter. When choosing an office storage space, you should consider the needs of your business and your employees. You must provide your employees with lockers so they can place their personal items on these cabinets. It’s also a good idea to give locks so they can keep private things safe.  

You should also choose the appropriate storage space for every item that needs to be kept. There are file cabinets for documents, and there are also cabinets or boxes to store some office supplies. To keep everything organized and reduce the clutter, it would be helpful to use labels to keep everything in the right place.  

Summary 

There are plenty of ways to maximize office space without breaking the bank. By staying organized and providing the right furniture and storage space, you create a lot of working space for your employees even when you have a small office. Aside from that, it would be best if you consider going paperless so you won’t have to stack and store paperwork that uses a large amount of space in the office. Maintaining a small office space and maximizing the area will help you reduce business costs while increasing your employees’ productivity

And if you are looking for office space, coworking or traditional, we can help. Contact us today to find out about our no cost service.

 

 

6 Things To Qualify You to Lease Office Space

6 Things To Qualify You For Renting Out Office SpaceFor some, it would seem that property owners lease office space to just anyone. Not so.  Even if the office space has been vacant for more than a year, most landlords follow a qualification system.  

Ordinarily, this process involves assessing credit statements, background verifications, tax returns, or examining references. Even so, your financial reports aren’t the only valuable documents property owners go over before deciding to lease your office space. How landlords perceive you is also critical. 

In case a property owner feels you’re an unstable tenant, you’ll most likely lose the contract. So, to gear you up on your next meeting with a landlord, here are six things that a 2020 case study by Uxbridge business park found that you may need to do to qualify for renting an office space. 

1. Furnish a Solid Business Plan

Do you have a brand-new company? Furnishing a solid business plan to the property owner is fundamental to demonstrating your business knowledge to the landlord. You can also give a background on the company budget, expected sales, competition, etc.  

It is better to include details such as when you forecast your company to be productive and break even. As a future tenant, your target is for the property owner to believe in your company the same way they will trust your tenancy.   

2. Submit Thoroughly Completed Form

In case the landlord provides you the lease application form, submit it after filling out all the data completely. It may sound straightforward, but often some company owners neglect to complete it. If you want to avoid leaving a wrong impression, submit a thoroughly completed  form to guarantee your application is on top of the file.  

3. Enlist a Credible Tenant Advisor

Enlisting the services of a reputable tenant representative (like the ones we have at OfficeFinder) and/or a lawyer can prove to property owners you’re serious about renting an office space. Having professional representatives to help you deal with landlords will ensure you’ll be able to talk about every crucial detail in your contract and avoid costly mistakes.

What’s more, they can help you shorten the negotiations with the property owner and avoid lengthy proceedings. Also, tenant advisors are familiar with the real estate market since they do this day in and day out.

4. Provide Statements of Assets & Liabilities

For property owners to see your company as a qualified tenant, provide your bank statement showing your assets and liabilities. This statement will show the landlord if your company has adequate assets or cash to pay off your lease after factoring in your debts. 

Furthermore, property owners want to see if your assets and cash can cover your entire lease in case of a business failure. Handing over an impressive statement of assets and liabilities will ensure your deal will end positively.  

5. Display Stable Credit History

It’s common for companies to experience late payments on loans or credit card statements. In case this happens to you, this is the time to change and clean your habits. For property owners see you as a steady tenant, you need to demonstrate you’re financially stable. And as proof, this will require exhibiting strong credit and financials.  

If you’re planning to apply for any loans, begin with the application already so you can show sufficient cash flow to cover your lease. You can also provide these other standard requirements: balance sheets, tax returns, cash flow documents, and other notices from your bank indicating your financials.

6. Be Ready to Relocate Soon

Finally, if the space you’re eyeing is in a popular and hot office location, see to it you can relocate immediately. Most often, landlords lease prominent locations fast. In case you chance upon an area you feel is right for you, focus on securing the place to prevent another company from renting it.    

When there are one or more groups wanting to secure a specific office space, landlords typically favour the able, ready, and eager to move party quickly. Remember, property owners avoid wasting time on clients who are not aware of their requirements.  It’s best to know your office space needs, electrical requirements, and zoning needs so you’ll have an idea if the location is a good fit for your company.  

Final Thoughts

As an entrepreneur, one of the significant decisions you have to make is whether to purchase a property or rent an office space for your business. If you’re starting your firm and working on a limited budget, it might be in your best financial interest to lease office space.  

Please note that it’s essential for potential clients to know you have an office they can physically visit. Showing customers you possess an office space is a huge step in establishing your company. Moreover, demonstrating to property owners, you’re ready to rent will help you get that office space faster.  

If you need help finding office space to lease, whether conventional or flexible space, we can help. Contact us today for a no-obligation discussion on how one of our tenant representatives can help.

5 Tips For When Negotiating for an Office Space Rental

5 Tips For When Negotiating an office space rentalOffice Space Rental is one of the significant expenditures of a rising company. It makes sense then that negotiating for an acceptable lease is a challenging yet necessary process one has to take. Take note that there are several approaches you can adopt to obtain the best deal without undermining your finances or slowing down your business.  

Regardless if you hired a tenant broker, do your research on the space you want to rent. Are there other companies eyeing the property? How long has the place been empty? These are aspects that can significantly impact your negotiation process. 

And since there’s no such thing as a standard lease, you will find below five tips when negotiating the office space rental you want.  

1. Settle Length of Lease Period (Term)

Property owners or landlords are usually amenable to grant long-term leases. In a way, this condition can be beneficial; however, it’s normal for the company to adjust. When this change happens, you’ll find yourself stuck in a lease with either a sizeable or small space for your business.  

As a tenant, aim to negotiate a short-term contract with extension options. For instance, seek a two-year deal with a two-year extension option instead of a four-year agreement.  

2. Manage Rent Hikes

When it comes to office spaces, it’s unusual to find fixed rent with long-term contracts. Typically, property owners expect yearly increases based on rate hikes found in the Consumer Price Index (CPI). 

If the landlord requires rent hikes, see if you can arrange for a fixed CPI rent increase. For example, your monthly rent is $7,000 a month. Your second year will increase to $7,200 per month, then $7,400 a month on your third year.  

3. Explore Hiring a Tenant Broker

Yes, it’s common to come across stubborn landlords with unreasonable requests. If you’re in this tight situation, you may want to look for alternative office space to rent.  

A credible tenant broker, aka tenant representative, can help your company search for available spaces or industrial developments like the Gloucester business park. These professionals can give you a background and help you understand the dynamics of the market. Moreover, they can help you discover office spaces that satisfy your standards, set up viewings, and go with you to see these properties.  

Tenant brokers likewise help their clients draft offer letters and deal with property owners so you can obtain a sensible lease for your company. 

4. Discuss Office Space Improvements and Repairs

Meanwhile, please note that some contracts will include clauses that state tenants must reinstate premises to their primary condition. 

See if you can modify the provision to say that you will return the office space in the same state at the start of your contract as a tenant. This condition excludes devastation by fire that isn’t the responsibility of the tenant and usual wear and tear.  

Furthermore, if the property requires upgrading or enhancements, who is responsible for these repairs? Suppose you want fresh carpets, new paint colours, or re-arrange the layout of the office area. Take note that many leases state that tenants can only modify the property with the property owner’s consent.  

Request for a provision that allows you to render alterations with the landlord’s permission and that consent will not be unduly conditioned, hampered, or delayed.   

5. Be on the Lookout with These Provisions

Lastly, be on the lookout for these one-sided clauses that strongly favours property owners:

  • The property owner restricts potential assignment or subletting 
  • The property owner expects the tenant to settle tax escalations stemming from the property sale 
  • The property owner has the right to rescind the contract at the landlord’s convenience 
  • The property owner rents the space ‘as is’ to waive compliance with the Americans with Disabilities Act or any environmental laws.   
  • The property owner demands a personal guarantee of the principal shareholders of the business 
  • The property owner transfers to the tenant additional operating expenses such as repairs, insurance fees, and building taxes.

Final Thoughts

Keep in mind when negotiating an office space rental, it’s best you carry a definite understanding of what you’re willing to consider and what you can propose. It is also best to have a tenant representative working on your behalf. Always document everything in writing when clarifying lease details that you don’t understand. While this will make the process longer, it will provide you legal protection in cases some of your negotiated terms get excluded in your contract. 

It’s essential to study your lease carefully. The contract can possibly contain numerous details you’ll not understand. When faced with this kind of scenario, highlight each unclear point, and discuss it with your tenant broker or the property owner.  

Certified OfficeFinder SpecialistOur tenant representatives at OfficeFinder do this day in and day out for their clients. Contact us so we can connect you with one in your area. There is no cost for their services and no obligation to request info.

 

What To Know When Renting Office Space Following The Pandemic

What To Know When Renting Office Space Following The PandemicMaking decisions about renting office space is more challenging because of the impact of coronavirus or COVID-19 pandemic. Many people are asking how the current health situation affects office leasing and businesses at large. Is work-from-home the latest trend? Or will the new normal open more opportunities for commercial property owners? 

In this article, you’ll learn the essential things about renting office space following the pandemic.  

Health And Safety Protocols Compliance 

In the ‘new normal,’ property owners are mandated by governments to comply with all health and safety protocols set in place to protect the public. Future tenants are also advised to do the same.  

In order to find tenants, office operators are taking this seriously. As an example, our friends who have Offices in Manbre Wharf, have fully implemented health and safety protocols to ensure that tenants are safeguarded from the threats of COVID-19. Everywhere else in the world is having to do the same. 

So, what are the general health and safety protocols when it comes to renting offices? 

Here are the details of the scope of health and safety protocols involving renting office space and other commercial establishments that you should know before renting office space: 

  • Risk Assessment: Assessment of environmental, health, and safety risks, which tackles the responsibility of landlords and property owners when creating rental policies and agreements. 
  • Management And Reporting Of Cases: It tackles the responsibility of landlords and property owners to report any case of COVID-19 during the period of lease to concerning health and government authorities. 
  • Implementation Of Guidelines: Once health and safety guidelines are fully explained to tenants, landlords and property owners should do all means to monitor full compliance. On the other hand, tenants, particularly office or business owners, must make their employees aware of the policy.  

Social Distancing In Offices 

Before the strike of COVID-19, many office layouts and designs have open plans, which aimed to promote good collaboration, better communication, teamwork, and cost-savings. However, the current pandemic forces everyone to maintain physical distancing or what is called “social distancing” to keep people safe from one another. 

The US Centers for Disease Control and Prevention (CDC) suggests that people practice social distancing by maintaining at least a six feet distance between individuals. Because coronavirus is highly contagious, employee desks must be spaced wide apart, and possibly each employee should have an individual cubicle to avoid getting infected.  

Renting Additional Office Spaces 

It is now impossible to fit employees in offices as pre-COVID-19 having the same number of people in the same square footage. Business owners either need to set alternating work schedules for their employees by creating an Agile Workplace or lease additional office space, which means additional overhead cost. 

Here are some benefits of renting additional office spaces following the pandemic: 

  • Be able to resume peak business operations to attain higher productivity and revenue as compared to last year. 
  • Help businesses recover from low production and sales because of temporary closure or sluggish business operations during the peak of COVID-19.  
  • During the new normal, renting extra office spaces is a better option than compromising the health of your employees and facing legal consequences due to negligence. 

Corporate Culture Adjustments 

Workplace culture greatly transcends in your office. Corporate culture is highly reflected by the office layout and structure because collaboration, open communication, and promoting productivity are readily seen through open plans. However, there must be some adjustments following the pandemic, which means less worker density, fewer meetings, and less social get-togethers.  

When renting a new office space, you may need to also make some adjustments to your previously planned corporate culture. Here are the challenges you might face when adjusting to corporate culture when renting office space following the pandemic crisis: 

  • Recruitment: It will be a challenge to attract new talents, but the virtual world can decrease the burden of hiring new employees. Final face-to-face interviews are still possible in office buildings following the health protocols, such as installing hard, transparent plastic dividers between the interviewers and the job applicants. 
  • Office Design: Designing and modifying existing workspaces can be difficult. Supporting the established culture and following the new health and safety protocols poses a challenge to everyone. For this reason, your architect and interior designer should work together to come up with the best solution designed for your business needs. 
  • Co-Working: While co-working has been a trend and major contributory factor to the office market recovery, the new health protocols that accompany COVID-19 may have an adverse effect on co-working businesses. Co-working companies may diminish following the pandemic, so venturing into this work setting is not advised. 

Conclusion 

Renting office spaces nowadays can be more challenging than ever. All future tenants must comply with existing health protocols, like ensuring social distancing and wearing of personal protective equipment, like face masks. Business owners would likely need to rent additional office spaces and make the necessary corporate culture adjustments to be productive and realize business goals. Let us know if we can help you find new office space. Contact us today!