Finding the perfect office space for your business is an exciting yet challenging task. While photos and descriptions can give you a general idea of a space, nothing beats an in-person tour. Visiting potential offices allows you to see the environment firsthand, get a feel for the layout, and ask critical questions that will help you make an informed decision. To help you make the most of your visit, here is a checklist of what to look for and ask during an office space tour.
1. Overall layout and flow
As soon as you step into the space, pay close attention to the layout and overall flow of the office space. Is the space open, or does it have private offices? Are the common areas well-positioned, and do they feel inviting? If you value collaboration, look for open areas and flexible workspaces. If privacy is essential, check for soundproof offices and meeting rooms.
During your visit, imagine your team working in the space. Visualize where departments will be placed and how easily employees can access key areas like meeting rooms, break areas, or restrooms. The flow of the office can significantly impact productivity and employee satisfaction.
2. Natural lighting and ventilation
Lighting has a profound effect on the well-being of the employee’s productivity. When touring the office space, notice how much natural light filters in and whether the windows are adequately positioned to light up key work areas. A bright and airy office creates a positive atmosphere, whereas poorly lit spaces can lead to eye strain and fatigue.
In addition to lighting, check ventilation and air quality. Is the space well-ventilated? Does it feel stuffy or fresh? Good ventilation and access to fresh air are essential for maintaining a healthy and comfortable work environment.
3. Condition of the building and office space
Inspect the overall condition of the building and the office space itself. Are the floors, walls, and ceilings in good shape? Look for signs of wear and tear, such as cracks, stains, or outdated fixtures. Check whether any repairs or renovations are needed, and inquire if the landlord is willing to address these issues before moving in.
The quality of the building’s common areas, like lobbies and elevators, can also influence your decision. A well-maintained entrance or lobby creates a positive first impression for clients and guests.
4. Amenities and infrastructure
Consider what amenities and infrastructure are available in the building. Are there conference rooms, break rooms, or on-site fitness centers? Does the office have a reliable internet connection, and is it equipped with the necessary technology to support your operations? Depending on your needs, you may want a space that offers on-site parking, bike storage, or proximity to public transportation.
Inquire about the availability of shared amenities, such as kitchens, lounges, or even event spaces. Access to these can add value and convenience for your team. Make sure the office has adequate power outlets and cabling to support your equipment.
5. Security and safety features
Safety should be a top priority when evaluating potential office spaces. Check for the presence of security systems like CCTV cameras, keycard access, and alarm systems. Is there a security guard on-site, and are the emergency exits well-marked and easily accessible? Inquire about the building’s fire safety systems, such as sprinklers and smoke detectors, and ensure they meet local regulations. If your business handles sensitive information, it’s crucial to confirm that the office space offers the necessary privacy and data security measures.
6. Noise levels and acoustics
Noise can be a major distraction in the workplace, affecting concentration and productivity. During your tour, listen for ambient noise from neighboring offices, the street, or common areas. Consider whether the space has good acoustics or if additional soundproofing might be required. If you anticipate frequent phone calls or meetings, ensure there are quiet rooms or phone booths available.
7. Expansion potential and lease flexibility
It’s important to think about your company’s future growth when choosing an office space. Ask if there’s an option to lease additional space in the building if needed. Check if there are adjacent offices that could become available, or if the landlord offers flexible lease terms that would allow you to scale up or down as your needs change. Flexibility in the lease terms can be a big advantage, especially for growing companies or those in rapidly changing industries. Make sure you understand any restrictions on subleasing or modifications to the space as well.
8. Location and surrounding area
The location of your office can influence everything from employee satisfaction to client impressions. Evaluate the surrounding area: Is it safe and accessible? Are there restaurants, cafes, gyms, or parks nearby? A vibrant neighborhood can enhance work-life balance and make your office a more attractive place to work. If you rely on foot traffic or client visits, visibility and proximity to key business hubs are crucial considerations. For employees, easy access to public transportation, parking options, and amenities like banks or fitness centers can make a significant difference.
9. Cost and lease terms
While touring the office, keep in mind the total cost of occupying the space. Ask about additional expenses such as utilities, maintenance fees, and parking costs. Understand the lease terms, including the length of the agreement, rent escalation clauses, and any hidden fees.
It’s also helpful to know what is included in the lease. For example, are cleaning services provided? Is internet included? Having a clear picture of all costs and terms will help you make an informed financial decision.
Touring an office space is a critical step in the decision-making process. By paying attention to these key factors—layout, lighting, condition, amenities, safety, and more—you can make an informed choice that meets your business needs. Take your time during each tour, ask plenty of questions, and visualize how your team would function in the space. Choosing the right office environment can positively impact your company’s culture, productivity, and long-term growth.