The Essential Guide to Finding the Perfect Office Space

BusinesSuites
Office Space, Virtual Offices & Meetings Rooms
Find a Location at
businessuites.com/locations/
Phone: 1-800-261-0120
When you are looking for a location to “hang the shingle”, there are many obstacles
and elements that you have to consider before committing to a location. Your office
space is just as important to your business as your logo, slogan, website, and
everything else that makes up your corporate brand.
Success is much easier to achieve when
you have the right foundation.
If this is your first time renting an office, the process can be daunting. Luckily, there
are some simple steps you can take to make the transition a little easier. Check
out this short guide from BusinesSuites on how to find an office location that fits
your company and your vision.
Guide to finding a
perfect office space

BusinesSuites
Find a Location at
Phone: 1-800-261-0120
Assess What Your Company and
Your Clients Really Need
Finding an office space is similar to putting a puzzle together. Before you can see the
full picture, you have to look at the individual pieces. An office should accommodate your
company needs, your budget, and your business plan. Ask yourself the following questions:
What amenities do you need for your business?
You know your business better than anyone, so you know what tools and amenities you need
to operate. Examples include:
Janitorial
service
Business phone
service
separate from your
personal cell phone
Business-class
Wired, Wireless
internet
Printer,
Copier/
Scanner, Fax
Kitchenette /
refrigerator
Dedicated
Meeting
Rooms
STORAGE
for documents
and equipment
Front Desk /
Reception Area
Office
Furniture
Access to the highway or
public transportation
for your team and your clients
Utilities
These amenities will factor into the location you choose for your office space. Some may be
needs and some may be wants, but they all have to be considered when choosing a location.

BusinesSuites
Find a Location at
Phone: 1-800-261-0120
Have you considered your clients’
perspective?
When searching for the perfect office space,
it’s easy to forget about your clients’ wants
and needs. Ask yourself these questions to
address your clients’ best interests:
• What type of office environment do your
clients expect to see?
• What kind of work will you do with prospects
and clients in your office?
• What does your office need in order to leave
a positive impression on your clients?
And while it’s a tall task to adhere to all of your
clients’ expectations and preferences, keeping
an organized office is one that every business is
expected to meet. But let’s face it, that’s easier
said than done. Offices get busy, things can get
messy, and supplies and equipment can get a
little out of hand.
However, you have to keep your client in mind.
While it’s OK for you to work in environments
where things look somewhat hectic, it’s not
what your clients want to see when they step
through the door.
One simple solution to masking a cluttered
work environment is to have a separate area to
meet with clients that gives off the professional
feel of an executive office. For instance, maybe
you want to have a small conference room,
complete with a projector for presentations, and
a small kitchenette or refrigerator to offer your
client a beverage while discussing business.
Or perhaps your office gives off a pleasant,
organized atmosphere, but machinery like
copiers, printers, and fax machines interfere
with the professional look of the space. Having
a separate “printing / copying” room may be a
requirement in order to please your clients.
No matter what the need or want may be,
it is important to understand what your
client expects from your business’s overall
atmosphere. Ultimately, your clients are
the ones that have the power to make your
business a success.

BusinesSuites
Find a Location at
Phone: 1-800-261-0120
How much space do you need? What
do you need the space for?
The amount of space you need will depend on
the nature of your business. A financial planner
might get away with a single office, while
a tax firm may need a series of offices and
conference rooms. Also, be sure to consider
the current and future needs of the office space
based on expected headcount. There’s no
sense investing in a location that you have to
move out of in the first year because it suddenly
becomes too big or too small.
Furthermore, make sure you account for the
furniture and equipment needed to run your
businesswhenyouassessspecialrequirements.
For instance, if you have a team of phone
application designers, you may need a slightly
larger room to suit a team environment. If you
host board meetings and other events, you
may need a conference room that can support
a large table, chairs, buffet tables, and more.
The average square footage space per person
is figured to be about 150 sq. ft. – Keep in mind
this figure was calculated for businesses whose
employees work in cubical spaces with many
other employees.
As business owners, there are several resources
available to you to calculate the amount of office
space your business would need to function.
One such resource is the Space Analysis
Worksheet provided by Guidancebrokers.com.
This worksheet takes into account the exact
number of employees you have, common
workspaces, personal workspaces, and more.
However, if purchasing or renting a full-time
office with enough space for meetings, events,
etc. seems excessive for your business needs,
a shared office space may be a better option.
A shared office space is an arrangement
that allows multiple companies to share the
amenities, services and costs associated with
running an office. With shared office spaces,
each company may give up some amount
of privacy and “ownership” of the office in
exchange for lower costs. Shared amenities
typically include conference rooms, a kitchen/
cafeteria, reception services and janitorial
service. In short, shared office spaces are a
cost-effective way to have a professional look
and feel, without having to fork over a huge
percentage of your earnings to maintain that
atmosphere.

BusinesSuites
Find a Location at
Phone: 1-800-261-0120
Is a Virtual Office an option? Or do
you need a full-time workspace?
Perhaps having a full-time office space isn’t a
necessity for you, your business, or your clients;
in which case, a virtual office space may be the
perfect solution to your needs. A virtual office
includes some set of business services, like a
mailing address or phone answering service,
but does not include a dedicated, private office
space.
If your business often receives important mail,
or if you ship and deliver products, having a
“mail only” service may be the answer to your
needs. This service gives you a local address,
and makes it easy for you to drop off and pick
up items that you need mailed or have received
by mail, rather than using a home address.
Maybe your business requires you to meet with
clients in short increments each month, but all
of your other work can be done from a home
office. A virtual office space can include certain
amenities like conference room hours, or an
on-demand day office. This may be a good
solution because you can show your clients a
professional atmosphere, but you don’t have to
worry about all of the expenses that a full-time
office can incur.
If you employ multiple people, meet with clients
regularly, or need a full-time office in order to
get work done, a virtual office is probably not
the best option for your business. However, if
you require only minimal amenities or prefer
working from home, a virtual office may be a
viable solution to your workspace needs.

BusinesSuites
Find a Location at
Phone: 1-800-261-0120
What is your budget?
Of course, a great location means nothing if you cannot afford to pay for
it. It’s important to translate your needs and wants into a budget that you
can afford. This can be difficult when there are so many things to consider.
Keep these three things in your mind as you try to clarify your budget.
1) Write things down, even if you don’t have numbers.
Make sure you document your decisions about what is important for your
office. As you look at different options, you’ll need to make sure you know
what is and is not included in the pricing you see. If you have things written
down, you’re less likely to sign up for something that you’ll later regret.
2) Think about up-front costs vs monthly expenses.
Setting up an office can require significant up-front investments in
remodeling, furniture, equipment and service activation. Different office
space options may vary in terms of how much money your business needs
to spend just to get started. Make sure you know what you’ll need to spend
before you ever start working in your new office.
3) Don’t devalue your time.
It can be tempting to take a “do it yourself” approach to setting up and
managing your office in order to save money, but don’t assume that your
time is free. As a business owner, your time is best spent running your
business, not running your office.
Next, let’s move on to business location. What should you consider during
a search for the best office space?

BusinesSuites
Find a Location at
Phone: 1-800-261-0120
Find a Location That Meets Your Needs & Expectations
Regardless of industry, each company has a unique way of accomplishing their
business goals. When assessing which location is best for your business, try to find
a place that will make you and/or your team the most productive.
How your location may influence your productivity
Great views
Some find it inspiring, while
others find it distracting
In-town vs.
out-of-town
What is the proximity of your office to your
home, your clients, and your employees?
Overall environment
Do you feel ready to work when
you get there?
Corner office
Maximum exposure that
comes at a price
Accessibility
Restrictive access to your office
(e.g., security measures) or the
ability to walk right in
Proximity to
similar businesses
May draw in new clients, or it may
drive them to your competitors

BusinesSuites
Find a Location at
Phone: 1-800-261-0120
The location of your office is important in the decision process. When
choosing an office space, you must take into consideration:
Accessibility
Other businesses/
attractions in the vicinity
Safety & security
Accessibility is important for everyone involved
– your clients, your employees, and yourself.
Your office should be in a location that is close
to current and prospective clients to allow
them easy access to your office for times that
visiting the office is necessary. Typically, a good
practice when choosing an office location is to
find an office space near a major highway to
provide an easy – and quick – commute, and
simple directions that are easy to follow.
For current clients, a dramatic increase in the
commute to your office location may cause
them to be unhappy or terminate their services
with your business completely. However, your
location should also be in an area that will
attract new clients. If you own an interior
design business, for example, your prime office
location would do well in a city/urban area,
rather than a rural community. Before choosing
an office location, keep in mind your current
clients, and be sure to research the area’s
demographic information to determine potential
new buyers or clients.
Other businesses and attractions in the area
could be a make-or-break factor when choosing
an office space. The presence of a competitor
in the vicinity of your prospective office location
is something to consider. Moving into the same
area could increase your business – if your
competitor is doing well, there could be a high
demand for your services in the area. However, if
your competitor is popular within the community,
matching their reputation – or superseding
it – can prove difficult. Also, consider other
businesses in the area as potential partners, or
as complimentary services.
Be aware of the area directly outside of the
potential office space as well as the surrounding
area and the community. Do you feel safe
there? Would you and your employees feel
safe if you were working or leaving the building
late at night? Do other businesses close early,
or are they open late? Your office will be holding
some valuable equipment and information.
Does the building have the necessary
security measures to keep your property
secure? Assessing the area is beneficial to
your brand, your employees, your clients, and
yourself. An area with a high crime rate, or a
location that is not properly secured can put
you and your employees in danger, dissuade
prospects and clients from visiting, and can put
your property at risk of theft or damage.
Consider what security options are available
at the location. Minimally, you want to have
sufficient lighting in both the parking lot and
around the building as well as an updated
security system. Other security features you
may want to consider are:
• Security guards on the property
• A coded entry
• Security cameras
• Vicinity to emergency services (police,
fire, ambulance)
When choosing an office space, the area
outside your office can be as important as
the area inside. Having a professional interior
with all of the amenities does little when the
location isn’t ideal for your business. Research
the area, the local businesses, the population
demographics, and the security features at
the location before leasing an office space. It
never hurts to be thorough with your research
when you are making a huge decision with your
business.

BusinesSuites
Find a Location at
Phone: 1-800-261-0120
Understand Your Lease Agreement
When you have found a favorable location, the next step is to review the lease agreement. It is crucial
to recognize that commercial leases are quite different and more complex than residential leases.
The lease for your office may include a set of amenities or options that you will not have to pay for out
of pocket. If certain amenities aren’t included that your business requires, you need to determine the
cost of covering those amenities on top of a lease. Some inclusions for the lease may be:
Security:
It is important to choose a
location where your clients
feel safe. Some security
features to consider are
an on-site security guard,
surveillance cameras, security
gates, or an on-call officer.
Office Staff:
Your lease may include
a secretary or personal
assistant that works for the
entire set of office suites, or
you may have to hire one on
your own.
Furniture:
Similar to office equipment,
certain office suites may
include desks, tables, chairs,
etc. that are needed to run
your business.
Utilities, Property Taxes and
Common Area Maintenance:
Some leases require you to share the
building operating expenses, and they may
even require a “true up” at the end of each
year if expenses are higher than projected.
signage Options:
Can you put a sign in the
window or on the door? If
it’s a shared office space, will
other businesses do this, too?
Will you be listed in a building
directory?
janitorial Staff:
Does the office provide
janitorial services, landscape
maintenance, pest control,
etc.?
Mail Services:
How will you go about collecting
mail? Is there a designated
mailbox at the office or a
mailroom you can rely on? Some
office suites require you to
receive mail at the post office.
Office Equipment:
Fax machines, printers,
computers, and more may or
may not be included with your
office space.
To ensure the office is worth your investment, review the lease thoroughly to understand
the terms and agreements as well as included amenities stated in your contract.

BusinesSuites
Find a Location at
Phone: 1-800-261-0120
What kind of time commitment
are you prepared to make?
Most conventional office leases require a term
of three or more years. If you’re just starting out,
you probably need as much flexibility as possible
in case you need to adjust your business plans.
In that scenario, a non-traditional leasing model
might work better for you.
Virtual offices and business centers typically
require an average commitment of 3 months, but
there are business centers that offer a month-
to-month contract with fully-furnished offices.
Sometimes these office spaces include perks
like a cafeteria or lounge as well. With a little
bit of research, you can rent an office space
with the amenities your business needs without
carrying the burden of a long-term contract.
Compare Rent Prices to
Find the Best Office for You
How does the rent rate for your desired office
compare to other locations? When you consider
the amenities, location, value, and budget, make
sure you are not sacrificing necessities for a
lower rent. Use the Office Expense Worksheet
attached to the end of this guide to determine
which office space will give you the most value
for your money.
What Can You Learn from This?
Digest all of the information in this guide,
and then ask yourself, “What can I take away
from this to better my office search?” The
most important takeaway is to recognize the
difference between business necessities and
wants, and using what you’ve identified to guide
your search.
Explore your options thoroughly before making
a decision, and don’t disregard options like
shared offices or virtual office spaces. Read
over the lease carefully to ensure that everything
is included in the contract, and the terms and
agreements are fair. Also, remember to choose
the office space that makes you feel good to be
at work.
Happy office hunting!

BusinesSuites
Find a Location at
Phone: 1-800-261-0120
Rent Worksheet
The Rent Worksheet is a resource created to assist you in your search for the perfect office
space. Organize your locations at the top of the rows, and record your information at each location
in the columns. Using a simple scale of 1 to 5 in the top part of the worksheet, grade each of
the services, amenities, or equipment listed in the column headers. For instance – while visiting
Location 1 – you are pleased that there are furnishings provided, but they are of an outdated
style that doesn’t suit your brand’s appearance. In this case, you may grade this section as a ‘3’.
While it is a plus that the office comes pre-furnished, you may end up having to purchase different
furnishings that complement your brand.
The bottom half of the worksheet is similarly laid out, however the information recorded should
be quantitative. For instance – at Location 2 – be sure to ask the landlord if there is a setup fee
you would have to pay upon moving in. If there is, record that amount in the corresponding column.
If not, mark the section as non-applicable or as included in rent cost.
Location 1 Location 2 Location 3
Address
Grade the following items on a scale of 1-5, 5 being the best 1 being the worst.
Meets Space Requirement
Commute Time /
Accessibility
Safety & Security
Amenities Onsite
& Nearby
Equipment & Supplies
Furnishings Provided
Total Score

BusinesSuites
Find a Location at
Phone: 1-800-261-0120
Location 1 Location 2 Location 3
Fill in and cost information for the following.
Base Rent +
Operating Expenses
Equipment (copiers, prin-
ters, etc.)
Phone Service
Internet Service
Office Support
Setup Fees
Janitorial/Maid
Service Cost
Utilities Cost
Total Cost

The Essential Guide to Finding the Perfect Office Space

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The Essential Guide to Finding the Perfect Office Space