Seven Common Mistakes When Choosing a Flexible Office

Choosing the right office space for your business is one of the most critical decisions you will face as a business owner. Everything from the office layout to its location will impact your employees on a regular basis. Whether you’re starting a business or moving into a new office, it is important to select the right space for your team.

Avoid these common mistakes and find an office that you and your employees will love.

1. Failing to Accurately Define Your Requirements

When looking for your new space, you’ve probably determined how much square footage you need and how much you want to pay each month. But there are more requirements that you might not have considered.

If your company offers employees the option of working from home, you might not need as much space as you would if everyone is required to be in the office. When looking for a new office, consider the needs of your staff.

• How often do they come into the office?
• ‌Is there an opportunity for some employees to share work spaces?
• ‌How often do different teams host meetings in the office?
• Is there a need for flexible offices?

‌‌Answering these and other questions will help you understand how much space you need and how your space can be configured. If you have many teams hosting concurrent project meetings in the office, you might look for a space that has multiple conference rooms or small areas where teams can meet without disturbing other employees.

To find the right fit, survey your team before you start your search to answer these and other pertinent questions that might impact your new office space.

2. Not Factoring in Unexpected Costs

You’ve likely budgeted for your move, including the deposit, the rent, utilities, and other costs, but smaller costs associated with a new office can impact what you end up paying. When drafting your budget, it’s best to consider additional costs such as capital expenses like IT setup, furniture, and design. Also consider legal costs, including those associated with setting up the lease and operating costs.

If you find yourself in an older office without energy efficient windows and other design principles, it will likely be more costly to operate. Factor these features into your search.

3. Committing to a Long-Term Lease

Many landlords make a long-term lease attractive, often offering a discounted rate for one year or multiple years for signing a 5-10 year lease. While these deals may seem appealing, they limit your flexibility. If you find yourself in a situation where you have to downsize, upsize or move your office, you may be unable to break your lease.

Additionally, you will be stuck paying the fixed amount listed in the lease for its duration. If the market cools off and rental rates drop, renegotiating a better price or finding a less expensive space will be out of the question. Your company might also decide to offer coworking spaces but find that such use is prohibited by the lease. Read it carefully before signing.

4. Failing to Adapt to New Norms

Many businesses are realizing the benefits of letting employees work remotely or offering more flexibility to employees. If many of your employees work from home at least occasionally, your office space needs will likely be different.

‌You may be able to utilize hot desks or shared spaces rather than committing to a large number of cubicles, offices, and work spaces. But these needs should be balanced with those of employees who work in the office. You may have a need for multiple meeting spaces so teams can meet concurrently without being displaced.

If you still have clients coming into the office, it should be welcoming and professional, and there should be spaces that accommodate private meetings. Your office setting should also contribute to the overall work environment. It should be a place that makes people excited to come to work and makes new employees want to join.

5. Prioritising Cost Over Location

You may be drawn to an office in one location because the rents are more affordable. But this could cause some resentment with your current employees. If they end up with longer commutes and limited access to their preferred amenities, it could lead to lower job satisfaction.

When looking for a new office, assess the location in addition to the cost. Consider amenities that are conveniently located within walking distance like cafes, shopping, and walking trails. Figure out accessibility from public transportation.

Also consider the safety and security of your employees by asking the following questions:

• Is the office in a safe neighborhood?
• ‌Is the parking lot well lit?
• ‌Will employees be able to safely walk to their cars or public transit stations in the dark if they are working late?

Ask your employees what they prefer in an office location before signing the contract. You might not be able to find a space that pleases everyone, but aim for one that is beneficial to most of your staff.

6. Skimping on Amenities and Benefits

Offering on-the-job perks to your employees is a proven way to attract and retain talent. If you’re trying to save money on your new office, you may not be open to locations that offer fitness studios, lockers, showers, bike racks, and manicured outdoor spaces.

Having these amenities in place can enhance the desirability of your company by contributing to employee morale.

7. Accepting Your First Office

You might be tempted to wrap up your office search by signing a lease at the first office in your price range. By doing so, you could be missing out on a more desirable location at a comparable price. Today’s market for office space has many different options that can work for your company.

Each office has its own style and atmosphere. Tour different offices to see what amenities and layouts may be more appropriate for your business.

Make Your Search Easier

Using a platform like Rubberdesk makes it easier to find and tour office space, and the platform offers easy comparisons. Conduct side-by side comparisons of amenities, rental prices, and locations and find an office that is perfect for you and your employees.