As exciting as renting a new office space is, it's important to do your research and find a space that can help your business grow. An office space can bring awareness to your brand, create a sense of legitimacy for your business, and increase the productivity of your team.
In this post, we share 12 tips for First time renting an office so you can make informed decisions and take the next step for your business.
Tips you should know when renting an office for the first time
The first step is to decide whether you really need an office space or not? How will the office impact your workflow and team collaboration? Benefits of investing in physical office space can include:
- Mail delivery – Providing customers with a reputable business address will be much more professional than a home address or post office box. It will also allow you to separate your personal and work lives.
- Search engine optimization – Brands with physical addresses can verify their listings on Google and show up on Google Maps and local search results.
1. Estimate the space you need
Space requirements may vary by company, industry, and geographic location. While corporate companies may be interested in floor spaces that can accommodate up to 500 people, small to mid-sized companies and startups may benefit more from shared offices with forms such as seat rental or private office space with a smaller area.
Consider how many people are on your team and what your growth projections look like. How many square meters of space will you need per person? In what work environment will your team thrive? How is your business expected to grow during the lease period?
2. Ask about included amenities
Renting a modern office space means evaluating what amenities are included in the cost. Providing your team with a functional space and modern amenities can make all the difference.
For example, G Office offers a long list of benefits to customers, including:
- Optical Cable Internet
- Fully equipped working space
- On-site management
- Printer/Scanner/Photocopier
- Meeting room upon request
- Services for receiving and forwarding letters and parcels
- Free coffee, tea, filtered water and candy
3. Compare different types of offices
There are many different types of spaces when it comes to offices. From co-working spaces to traditional offices, entrepreneurs can choose from a variety of office layouts.
- Traditional office – Suitable for large-scale businesses with a large number of employees and need to ensure the security of private information. This type of office will often require businesses to spend a lot of money to operate.
- Full service office – For individuals or groups of up to 15 people. Private offices give teams space to grow and change, making them ideal for new teams, geographical expansions, freelancers or those just starting out.
- Dedicated desk (Fixed seat) – Similar to a coworking membership, dedicated desks offer flexibility and affordability, as well as the security of locked filing cabinets and dedicated desks in shared private offices.
- Virtual office – Not a physical workspace, but very useful for remote workers who need a professional business address and location for mail and deliveries – as well as access to cubicles meetings, day offices or lounge passes upon request!
4. Explore the neighborhood
It is important that you choose an office location that is easily accessible to your employees, partners and customers. Is there public transportation nearby? Does the office have parking? Your group may also appreciate a location with nearby cafes and restaurants to choose from.
Because G Office has a system shared office for rent, virtual office with 5 branches located in prestigious buildings in the central area of Ho Chi Minh City, so members can rent offices in prime locations right in the heart of District 1 at only half the cost. with similar office providers.
For example:
Building Hado Airport Building has easy access to the airport. On the other hand, we also have branches in buildings such as Vincom Center, Cao Thang Mall Located in a complex building with shopping, dining and entertainment areas on the first floors of the building.
In addition, G Office also has an office at Rosana Tower and Saigon Trade Center Located in front of the main roads of District 1, extremely convenient for traveling as well as accessing food stores, cafes or restaurants.
5. Avoid legal pitfalls
When renting a commercial office space, be sure to carefully review the terms of your lease. Pay closer attention to the length of the contract, when it starts, and whether there are renewal options.
Also, does your rent include service fees, taxes and maintenance costs? What is a deposit and what conditions must be met for it to be returned? What common areas are included in your rent?
6. Consider your budget
Don't choose an office space that will put your business in debt. Deciding on an appropriate budget will give you peace of mind. That being said, investing in your company and your dreams is a necessary part of growing your business.
Remember that amenities, maintenance, taxes, mail service, furniture and other factors need to be considered when deciding on your office space budget.
7. Look for flexible terms
Read your office lease from top to bottom. In addition to the criteria you set for your ideal office space, you'll want to pay attention to any flexibility in the leasing process.
For example, an office space company may offer you a rent discount for signing a long-term contract (such as a one- or two-year contract). This level of flexibility can be crucial to ensuring the viability of a growing company.
8. Personalize your space
If you plan to spend most of your week in the office, why not make an effort to design it to your liking? At the beginning of the week, the space will bring you a feeling of optimism and excitement.
We've seen people put up posters and photos of their family, write inspirational quotes on the walls, and even bring in furniture from home to make it more comfortable. How will you customize your space?
9. Watch your business grow
A single office may be enough to start a small business, but if you're growing quickly, you also need to keep scalability in mind. How many new team members are you adding each month or quarter? Do you hope to grow even more in the coming year? As you choose a suitable space for your team, remember to keep the near future in mind as well as your current state.
10. Learn about building security and maintenance features
Safety and security should be the number one priority for any member of your team. No matter where you work, you and your team members will feel protected.
Ask about security measures in place. Typically, these will involve keycard access, security cameras, and various safety procedures in case of an emergency. You should also ask about how the building is maintained – it's a good sign if technical or mechanical problems are resolved as soon as possible so as not to affect your daily work.
11. Nurture your company culture
One of the best things about working in an office is the community you build with your colleagues. Not only can they inspire you to work harder, but they can also make work less dry and boring.
Talk to your team about what values are most important to them and start building your corporate culture around those values. What are the essential things to keep in mind? What drives your every action? Culture is what differentiates a generic business from an established company.
12. Respect other people using the space
You will most likely be sharing your floor with other businesses and professionals, so get to know them but also respect their privacy and space. If you have a meeting in an open space, try not to be too noisy. Avoid interrupting them if they appear to be focused on their work.
Over time, you will develop relationships with those around you and that can be a wonderful feeling. You never know – they could become your next business partner or customer!
Conclude:
Renting an office space for the first time can be challenging, but with a few tips and basic knowledge, you can make the process easier. Research carefully about important factors such as location, cost, and amenities to choose the right office. Always negotiate and agree on terms clearly before signing a contract.
At the same time, always listen to the opinions of your predecessors to learn and avoid unnecessary mistakes. Wishing you success in renting an office and growing your business!
