Renting a professional office: which lease and which location to choose?

Rental cost

Rental cost is one of the main criteria for choosing an office. It depends on a number of factors, such as location, standard, space, contract duration, and negotiating terms. Usually, the better the location and standard of the office, the higher the rental price. However, it is not always worth paying more for a prestigious address or a modern building if it does not translate into better quality work or more clients. That's why it's worthwhile to carefully analyze the company's needs and financial capabilities and compare the offers of various offices on the market.

Location

The location of the office is important for the comfort and efficiency of work and for the image of the company. When choosing a location, consider such aspects as:

- availability of public and private transportation - the office should be easily accessible for both employees and customers, partners or suppliers. It is worth checking the parking possibilities in the area and how far away is the nearest bus stop, streetcar or subway station.
- distance from the city center or other strategic points - an office located in the center of the city or near important institutions, offices or courts can be advantageous for companies that frequently cooperate with them or need quick access to information. However, such a location may involve a higher rental cost, more traffic and noise, and parking problems.
- The nature of the neighborhood or area - the office should fit the company's profile and industry, as well as its clients' expectations. Some companies may prefer offices in modern office buildings or technology parks, others in intimate townhouses or villas, and still others in lofts or factories. It is also important that the office be located in a safe and quiet area that will not put employees or equipment at risk of theft or damage.

Standard

The standard of the office is another important factor that affects the cost of the lease and the comfort and efficiency of the work. When evaluating the standard of an office, attention should be paid to such elements as:

- the technical condition of the building and premises - the office should be in good technical condition, with no visible damage or defects. It is worth checking whether the building has adequate electrical, sanitary, ventilation, and air-conditioning systems, and whether they are efficient and suitable for the company's needs. In addition, the office should be well insulated and lit to ensure proper temperature and working conditions.
- Equipment and furnishings - the office should be equipped and furnished in a functional and aesthetically pleasing manner, according to the company's requirements and preferences. It is worth checking whether the office has the right quantity and quality of office furniture, computer equipment, telephones, printers, photocopiers, scanners, fax machines, projectors, interactive whiteboards or screens. In addition, the office should have the necessary office accessories and supplies, such as paper, pens, staplers, hole punches, binders or folders.
- Arrangement and decoration - the office should be arranged and decorated in a friendly and professional manner that will reflect the character and culture of the company and create a positive work climate. It is worth taking care to properly divide the space into individual and team work areas, conference and client meeting rooms, social and leisure areas. In addition, the office should be decorated with elements such as plants, paintings, posters, diplomas, or awards that will highlight the company's identity and successes.

Size

The size of the office is another important aspect when choosing premises. It should be adapted to the number of employees and the type and scope of the business. When choosing the size of the office, consider such issues as:

- the number of workstations - the office should provide each employee with enough space to work and to store documents and equipment. It is usually assumed that the minimum area per workstation is about 10 m2. However, it is worth remembering that some positions may require more space due to the nature of the work or the need for confidentiality.
- Number of conference and meeting rooms - the office should have an adequate number of conference and meeting rooms for training, presentations, negotiations or recruitment interviews. The conference room should be large enough to accommodate all participants and equipped with the necessary multimedia equipment. The meeting room should be intimate and comfortable to create a friendly atmosphere for discussions with clients or partners.
- Number of social and rest rooms - the office should have an adequate number of social and rest rooms for coffee, lunch or relaxation breaks. The social room should be equipped with a refrigerator, microwave, electric kettle, coffee maker and dishes and cutlery. The relaxation room should be equipped with a sofa, armchairs, a coffee table and a TV or radio.