Setting Up Shop: What to Consider When Choosing Your Office – Arkansas Business Online

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When youre on the hunt for startup office space, the number of factors surrounding the search for a suitable working environment can make the process daunting.

You need to satisfy your startup business current needs while also looking to the future, making sure that wherever you choose is cost-effective and good for team morale, as well as accurately reflecting your brand image.

A good location helps build trust with your clients and enhances your brand image.

Choose a spot that stands out for positive reasons like attractive surroundings, accessibility and commute time.

You want to leave a good impression on visitors and offer a good daily experience for employees. Consider the state of roads and traffic flows, security and access to other facilities like restaurants and fitness centers and the availability of adequate parking.

Unfortunately, a lot of times some of the older properties which might be very nice physically, they can be under parked,'' said Mark Bentley, managing director and principal broker for Colliers International Arkansas. So thats an issue. Youve always got to have ample parking to provide for your employees.

Location can be dictated by the needs of your company. For example, you may also be setting up a distribution center or some other off-site facility and will want your main office close.

Maybe a business owner wants the location to be near him, since hes making all the decisions, or maybe he wants it near where the majority of his employees live for their convenience.

Theres a laundry list of things to be considered there, but location is one of those decisions you really want to make thinking long term, said John Martin, principal and vice president of brokerage for real estate firm Newmark Moses Tucker Partners.

Naturally, youll need to provide employees with access to basic welfare facilities but there are other factors.

Sufficient parking, including wheelchair accessible spots, or an adequate number of power outlets, can play a major role in employee happiness.

If your company has a lot of meetings make sure you have conference space to spare. If you intend to use your office to meet with clients, you will want a comfortable waiting or reception area.

Do a head count and consider how many bathrooms would be adequate. Think about a comfortable kitchen setup and breakroom and space that can be used for company functions that enhance unity.

Make a list of must-have items versus a list of those youd like to have.

Consider not just if the space is adequate now but if it is flexible enough to accommodate growth. Maybe 1,500 SF is enough now, but a successful young business might find it needs 3,000 SF in just a couple years, Bentley said.

I often look for opportunities for them to grow with the building were moving them into, Bentley said.

Of course the price has to be right. You dont want to bankrupt your business before you start with a weighty lease. Make sure that terms dont slow your businesss growth in other areas.

Think about costs like parking, internet access, utilities, furniture, potential maintenance and other bills hidden in the operation.

Avoiding calculating cost per person and focus on how much youre willing to spend overall on a monthly basis.

Remember price, availability and variety of available spaces vary depending on your location needs. Plan at least three to four months before making a move. Being deliberate can keep you from jumping into a space that looks good up front only to learn its inadequate later.

Its your companys home, so make sure your office suits your companys culture.

Your office should have the space to accommodate breaks and group activities while also making a positive impression on visiting clients. Appearances do matter.

What is the nature of your business? Does your office need to accommodate any heavy equipment? Is there room to stock essential supplies and provisions?

You dont want to end up with cramped spaces, inadequate lighting or substandard break space and facilities that can harm productivity. Find space that motivates your staff and embrace the image and reputation you want to build when choosing your office.

Dont rush to sign a lease even after inspecting the space and confirming it is a good fit for your business. As much as you desire the place, dont sign before reading all the terms and clarifying any cost implications of each clause and beware of hidden charges hidden in the fine print.

Finding representation and expert help for this process is a smart move, if feasible, Martin said.

Having an accountant, having an attorney, having a realtor, people who have been through it, done it, understand it, so when those types of things are presented to you youre not sitting there wondering what all this means, Martin said.

Consider the lease period. Moving your business from one place to another can negatively affect profits over time, Bentley said.

Calculate the total costs of moving your business to the new space and factor in the cost of renovations and installations. If at all possible, work a tenant remodel allowance into the deal, Bentley said.

What they find is not going to be perfect and theyre going to need to do some remodeling, he said. Each tenant really needs to produce a nice remodel allowance from the building landlords, otherwise you cant get done what you need done to the space.

As the traditional, cubicle-and-desk setups give way to more organic, versatile and free flowing spaces, communication, collaboration and harmony become just as important as schedules and resources.

When considering your dream office, consider the primary factors your employees feel are most important. One size office space does not fit all.

Its fluid, Martin said. The environments always changing. So now were kind of more in the environment of open office spaces, particularly on the corporate side.

Think about the value of open space to collaboration, flexible space to accommodate teleworking, hoteling allocating certain office space to certain employees during certain times of the week and activity-based design that allows space to be set aside for specific uses via private enclaves, shared desk spaces, open tables, conference spaces and cafes.

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Setting Up Shop: What to Consider When Choosing Your Office - Arkansas Business Online