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Finding the right office space is a big step for small businesses and legal professionals. It's about more than just getting a new address. The right office can help your business grow, make your team more productive, and show your clients you're professional. Here's what you need to think about when choosing your first office:
First, consider what your business needs in terms of space. For most small teams of two to four people, one office will be enough for everyone to work together. But, it's important to think about the type of work you do.
If your team includes roles like sales reps, who might be on the phone a lot and create noise, alongside accounts workers who need quiet to concentrate, you might need to think differently. In cases like this, two smaller offices or a single office in a business centre with access to breakout rooms and meeting rooms you can book might be a better fit. This way, you can ensure that everyone has the right environment to work effectively while still having the flexibility to grow without moving offices immediately.
Where your office is located is very important. City centres are great for being close to other businesses and clients, but the suburbs can be a good choice too. For example, in Birmingham, areas like Edgbaston, Hall Green and Solihull offer a quieter setting but are still close to the city's business activities.
When picking a location, keep these things in mind:
When thinking about transport and accessibility, it's worth considering an office in the suburbs. For many, reaching the city centre can be a challenge, particularly because most city office buildings lack on-site parking.
The suburbs often offer more space, making it easier to provide parking for your team and visitors. This can also mean less traffic congestion compared to city centres.
Being close to motorway links in the suburbs can widen your recruitment pool, allowing you to attract talent from further afield. While good public transport links remain important, the added benefits of suburban locations, like easier parking and less congestion, can make them an attractive option for your first office.
The services and facilities your office provides can make a big difference. Things like cleaning, fast internet, and postal services make every day work easier. Having a kitchen and places to take breaks is good for your team's happiness. You'll also want to have meeting rooms for discussions with clients and team meetings.
Check with your office provider to ensure all features and facilities you need are included in the rental agreement. Not all contracts are equal, with some providers offering a mixture of self-serviced, part-serviced and fully serviced agreements.
The business world can change quickly, so it's good to have a flexible lease. Look for a contract that lets you adapt as your business grows, so you're not stuck in a space that doesn't fit your needs anymore.
Standard leases for an office rental in the UK are generally 12 months long, with exit clauses ranging from a month to six months. However, some providers may be willing to offer shorter-term contracts or early exit options, although the monthly fee for these will generally be higher.
When it comes to costs and budgeting for your office space, it's essential to dig deep into the details. Beyond the rent, service charges, and utility bills, check for potential hidden costs that could catch you off guard.
If the office provider offers parking, ensure this is included in your agreement to avoid unexpected hefty fees.
Inquire about the costs of hiring meeting rooms if you'll need them, and check whether office furniture is provided or needs to be rented separately.
It's also wise to understand the costs associated with ending your agreement, such as cleaning and refurbishment expenses. Additionally, scrutinise the exit clauses of your contract carefully to ensure you're not locked into a commitment that doesn't align with your business's future plans.
Being thorough in this area will help you budget effectively and steer clear of financial surprises down the line.
Make sure you understand all the legal stuff, like health and safety rules, insurance, and any laws specific to your industry. While things like fire safety are generally the office provider's responsibility, depending on the size of your business, you may need to appoint a fire-warden or first-aid-trained staff member.
Your office should be safe and legal, not just for you but for your employees and clients too.
When it's time to decide, compare different options carefully. Visit a few places, use checklists to compare them, and don't hesitate to ask for professional advice. Most office providers will be very happy for you to view the office two or three times before making your decision, so don’t hesitate to ask if you want to have another look around before committing.
At the same time, remember that office agreements should be a long-term commitment, so don’t let a sales representative make you feel pressured into signing on the dotted line if you have any doubts. Your final decision should be based on good information and what feels right for your business.
Choosing your first office is a big decision, but with the right information, you can pick a place that supports your business now and in the future. Take your time, consider all the factors, and choose a space that feels like the right fit for your team and your goals.
