Things to consider when you need a new office
The nature of a business is such that once established, it cannot stand still, regardless of the degree of success. Business must look for new ways of development, and the main goal of this movement is to increase income. And in most cases, this involves increasing jobs.
Even at the stage of creating a business, the question arises of searching for commercial real estate, namely premises that are planned to be used as a company office. And you need to independently determine the parameters (area, layout) of the required premises.
But there may come a time when previously purchased or rented premises do not meet the needs of the company. In the case of renting, you can contact the owner, with whom you could agree on expanding the rented area. Let’s imagine that the outcome of communication with the owner is unsatisfactory. And then you have to look for a new premises. Depending on the business development strategy, the task is to open new branches or find an office that will have a larger area or a different layout.
Purchasing office space makes you its owner, which gives you the opportunity to change the layout yourself.
If there is a large area, you can organize isolated rooms for those employees whose work requires silence and increased concentration. In this case, partitions and various soundproofing materials can be used. In a similar way, you can design an archive, warehouse, etc. Renting provides significantly less room for maneuver in the context of organizing space.
However, the reason for changing office premises may be the banal need to change location, for example, to a more prestigious area, or to a place with better transport links, with a denser population of clients, etc. But be that as it may, it will be necessary to carefully monitor the real estate market, carefully studying, among other things, relevant news. Now there are a lot of opportunities for this - the Internet, many real estate agency websites, message boards and news portals.
Systematization of information
When considering potential options, first of all you need to pay attention to the following parameters: location of the office, its cost, especially in relation to other offers. It is important to take into account the company’s planned income and the corresponding budget that is planned to be allocated for renting or purchasing premises. At the same time, it is highly desirable that the change of office does not negatively affect the performance of the company. Sometimes it will be more reasonable to choose a less prestigious premises, which will be characterized by a lower cost, which will make it possible to allocate more funds to advertising or to improving the quality of the company’s products. And, of course, it is imperative to conduct an in-depth analysis of the company’s needs. In this context, the most important factors will be the following:
Office location.
Of course, an office located in the center of a locality provides more opportunities. The center, as a rule, has good transport links and denser traffic of potential clients. It is easier to get to such an office for both the company’s management and its employees, as well as clients and partners. The only downside is the increased cost. If the company has a broad specialization or the constant growth of clients and partners is important for its development, then it makes sense to think about purchasing an office in the center.
Area and layout of the premises.
A large staff requires premises that have an appropriate number of service and utility rooms. At the same time, you always need to plan, in addition to workspaces, also the quantity and size of the necessary furniture. Planning approaches may vary significantly. From the classic office with separate rooms to the now fashionable open-space concept, which is generally believed to promote team unity. However, it should be taken into account that such an atmosphere is not optimal for every employee - sometimes a noisy open office space does not allow one to achieve the required level of concentration and, accordingly, perform work with sufficient effectiveness.
Equipment and communications.
Effective office work is impossible without adequate technical support: office rooms and telephone lines in the required quantity, an Internet channel with sufficient bandwidth. Plus, uninterruptedly functioning electrical, ventilation and fire systems, security systems, etc.
Comfort level.
One of the important conditions for achieving the required performance, as well as maintaining a positive atmosphere in the team, is to ensure comfortable working conditions. All employees must have access to personal space and a separate work area. In addition, it is also recommended to design rooms for relaxation and eating. It is also important to provide the required number of parking spaces near the building in which the office is located.
Competitors nearby.
In general, competition promotes more efficient business development. However, in practice, not all competitors will use fair methods. For example, there may be attempts to lure your clients using various, sometimes very dubious, methods. At the same time, the mere fact of the proximity of competing companies will create some confusion in the heads of your clients, who will begin to wonder about finding a more profitable option. As a result, working with such clients will become characterized by increased labor intensity.
Making a decision to purchase or lease commercial real estate today is one of the important moments in the development of a company, so this issue is discussed with the participation of the management team. At the meeting, it is necessary to analyze a variety of scenarios and discuss the positive and negative aspects of each option. It is necessary to formulate and present to management all calculations and wishes, listen to counter-proposals, and make corrections if necessary. You also need to discuss the possibility of involving real estate agencies.
Before working with any agency, you need to study the information about it in detail. At a minimum, read the reviews, and also make inquiries among friends and acquaintances. After a decision has been made regarding the choice of an intermediary, it is necessary to set a task for the agency in as much detail as possible about what kind of real estate is needed and for what purposes. Of course, you will also need to personally go to view the objects of interest. Paying special attention to the condition of the premises, whether repairs will be required, etc.
In addition, it is important to check with the agency about previous tenants. Especially regarding the type of their activities and reviews about them. If we are talking about a dubious business or, even more so, about scammers, you need to seriously think about whether it is worth renting or buying premises that have a negative reputation. Once a short list of the most interesting objects has been compiled, which must fully meet your requirements, the next step is to request a commercial proposal to the owners of these objects. Once specific numbers are obtained, a more detailed financial analysis can be carried out.
Negotiations and conclusion of an agreement
After the work has been done, the negotiation stage begins. At this moment, it is not necessary to make a final choice; you can work on several objects simultaneously, since during the negotiations many important parameters of a potential transaction are clarified. Namely: is it required to pay a deposit, is it necessary to make a security deposit, etc. In addition, during the negotiation process, property owners may make certain concessions, which can also affect the choice.
Once you have these details figured out, you will have enough information to make a final decision. But first, it is necessary to hold a meeting at which, together with management, develop a plan for expenses for renting or purchasing an object, for repair work and subsequent maintenance, etc. Next, taking into account the layout of the premises, it is necessary to draw up a plan, according to which the seating arrangements for employees will subsequently be organized. Based on this plan, you can begin designing finishing and design work in the rooms. At this stage, negotiations also take place regarding who exactly will have to do this - you or the owner.
If your case involves a lease rather than a purchase, it is important to understand that there are many subtleties associated with the law, and therefore it is necessary to engage a qualified lawyer who specializes in such cases. Who should ensure that the contract is drawn up as professionally as possible and taking into account your interests as much as possible. But before concluding an agreement, you must receive from the property owner not only the title documents for the object, but also a technical plan, statutory legal documents. the person who owns the object. Analyze the situation with utility bills - what are they, are there any debts.
Well, the last step is to draw up a deed of transfer of the property. Which should reflect the following information: the current state of the premises; if there are any defects or breakdowns, they must be mentioned. Because after you move out, the delivery of the property will be carried out precisely according to this act. After the paperwork is completed and you have officially become the owner or user of the property, you can begin repair work or finishing in accordance with the previously adopted plan. After that, all that remains is to begin a new stage in the development of your business in a new premises. With new goals and perspectives.
