Whether you are looking for your first office or whether you are relocating an established business, when it comes to viewing new premises it’s important to ask the right questions, so you end up in a place that perfectly suits you.
At Rombourne, our experienced team are ready to meet and greet potential new clients, conduct tours of our serviced office space, and answer all their questions. So we know exactly the types of things that prospective tenants could – perhaps should – ask.
Here’s our guide to what to ask at an office viewing, so you ensure the location, amenities, and contract terms meet your business needs.
1. Lease Terms & Flexibility
This is probably the most important area to ask about. If you are about to sign a lease, you need to know exactly what you are signing up to; what the terms are, what the minimum contract period is, if there is a break clause, whether early termination is possible, and what your obligations are.
For a conventional lease, it’s a good idea to seek legal advice before signing on the dotted line.
At Rombourne, we offer clients a licence, which is much more flexible than a conventional lease, in terms of length of commitment.
2. What’s The Cost?
You need to know how much you will pay every month (or whenever your rent is due) as this will be a significant business overhead.
Also, remember to ask what else is included, such as utilities, internet, or business rates. If they aren’t included in the rent, how much will they cost on top, or do you need to source these and pay for them independently?
With serviced offices like Rombourne, you get one bill that includes all the services you sign up to (such as reception and call answering, utilities and broadband options) which is very convenient for our clients.
3. What Does The Office Space Look Like?
There’s office space and office space! You need to know how versatile that space is. What is the square footage? Can you get a plan of the space, so you can work out what (and who) will fit where?
Also, be sure to ask what furniture is included. Will you need to provide all the desks and chairs or are they part of the package? Can the space be customised, or do you have to stick to the décor?
At Rombourne, for example, we provide all the office furniture, and clients can discuss options for their own design and branding elements within their office space.
4. Location, Location, Location
Where the office is based is important. You might need to be near good transport links (such as the motorway and high-speed rail services, Rombourne’s serviced offices benefit from).
You may want to be near amenities such as parks or a gym for your team to use; perhaps hotel accommodation is important for visiting clients and suppliers.
5. What About Access?
Always ask about access to the offices. Can you get in 24/7 (if this is important to you). What security is provided if you have staff working late? Are there alarms, or CCTV?
Find out whether the building is fully accessible, with lifts and ramps fitted.
6. What Other Facilities Are Available?
As well as the offices you are planning to rent, find out what else is available, such as kitchen, meeting rooms or breakout rooms.
Remember to ask if the office is climate-controlled, with air conditioning/heating.
7. Safety & Maintenance
All buildings need a level of maintenance, so ask how this is dealt with and whether you have any responsibilities in this area.
Ask if there is a maintenance team and if they are on-site. How do you get hold of them? Who does the cleaning and how often? When do the bins get emptied? What about recycling facilities?
8. Building & Surroundings
Remember to ask a few questions about the building, how old it is and when it was last renovated. Check, too, if there are any planned building or renovation works which might disrupt you and your team.
If there are other businesses on site, you might like to ask what they do, as you could find opportunities to network, or to source new clients and suppliers.
9. Noise & Environment
It’s perfectly OK to ask about noise levels. The last thing you want is to move to a new office only to find yourself disrupted by noise pollution.
10. Is Parking Available?
Check if there is enough parking for staff and visitors, and whether this is free or needs to be paid for.
You might want to know, too, if there is storage or racking for bikes, and charging points for electric vehicles.
Conclusion
Moving to a new office is a big step, so it is important to take the time to ask the right questions, so you fully understand the space, the terms, and whether it’s a good fit for your business. And at Rombourne, we are always happy to answer all your questions.
If you’d like to view any of our offices, and chat to our friendly staff, we have offices in Bristol, Cardiff, Newport and Swindon. Please get in touch with the team to find out more.
