How to find the perfect office

WHAT TO LOOK FOR…
If your firm is quickly outgrowing your space or if you’re just wondering whether there’s a better deal out there, then read on.

In this article Diane Sumner discusses issues when considering leasing office premises including 15 point checklist to get you started.

Start planning early
If moving is not an option, but a necessity, get the process started as soon as possible. It can take 4 months to a year to get from initial planning to moving day.

Consult key people
Before you look for outside help, talk to the heads of all your internal departments to assess their needs. Once you’re ready to consult an expert, recognise that an agent may not be enough. Designers can help determine the actual amount of space and layout needed.

Wish List
Be prepared to be asked basic questions such as how many employees, how many private offices, meeting rooms, and which groups should be near each other.

Prepare a budget
Be realistic about what the costs are. Research the market and find out what rental costs are and what incentives are available.

Location, location, location
Location might be your hardest decision. In addition to size and budget, keep people in mind. Consider staff and access to motorways & bus routes. Also cross-reference that with the locations of clients and suppliers to start your search.

No harm in looking
Follow these steps even if you’re not sure you want to move. The only way to leverage the landlord in your current space is to be considering a shift. He may be prepared to upgrade your existing premises to keep you as a tenant.

The key to negotiating the best lease agreement, in the right location, is to define and understand your spatial needs and wants at the outset of your search. There are a variety of issues that should be considered prior to starting the office location decision process.

“Malcolm & Sumner listened to our needs and grasped the concept of our ideal office model. Using the curve shape of the building to advantage, we were able to achieve our ideal office layout and provide a circular flow. Everyone can see each other and feel part of the group.”

- John Appleby , Principal
Ladbrooks Solicitors

We have included a 15 point checklist to help you to evaluate your premises.

Features Best 3 features of current space, worst 3 features Most important features wanted in new space Site Location & Accessibility Geographic location Motorway access Site access Timing Occupancy date Time line for decision making process Lease length & options Lease length – 3, 6 or 9 years Expansion, extension, termination adjoining space Budget / Costs Rental & operating costs Incentives, rent holiday Fit-out costs Moving costs Growth projections 3 years 5 years Employees Number & Future growth Sizes of offices and work areas Natural light Special needs / storage Layout Type Offices vs. open plan Work areas Storage Office and Warehouse space as a % of total space

Work areas Types Sizes & Equipment Special electrical / data needs Amenities Parking – number on site, total required and cost Toilets / shower Staff area, tea-bay Food outlets Day care Service Systems Voice / Data HVAC (Air-conditioning) Lifts Hours of operation, after hours needs Security Building Security systems Secure car-parking Neighbourhood General Feel Age of the building Spacious or efficient Lighting / ceiling height Quality of materials, fittings Identity & Image Signage Visibility Quality of building Location in building & on floor View Building and floor size Can the view be built out?

“We are very pleased with the outcome. The building is excellent and our offices are light & bright. We have provided an ergonomic environment and our staff love it.”

- Gordon Lamont , Managing Director (Former)
Canon New Zealand Limited

You’ve probably been talking to realtors and they’ve suggested various options. How do you weigh up the pros and cons when comparing buildings? Which one offers the most when considering your criteria? Which one offers the best value for money?

Malcolm & Sumner have developed a series of discussion papers. These are available free on request. Two of our most popular are:

• ARE YOU LEASING THE RIGHT SPACE?
  7 KEY POINTS TO CONSIDER…
  …A detailed discussion paper looks at 7 key categories to help you evaluate new premises.
• MOVING OR UPGRADING YOUR OFFICE SPACE?
  PLANNING A FIT-OUT
  …A detailed discussion paper to help in the shift-stay decision plus a 17 point guide to what’s involved in organising a fit-out.

Reprinted with the permission of Malcolm & Sumner.  Further useful resources can be found HERE!