Fast Facts: Choosing the
Right Size for Your Leased Office Space.
"What
size office are you seeking?" Knowing how to
respond to that query will make all the
difference in the effectiveness of your search
for commercial space to lease and your
satisfaction with the office that you’ll spend
many hours inside conducting business.
Leasing an office which is too small can make
you and your employees feel cramped, increase
ambient noise levels to near-intolerable, and
reduce productivity and employee satisfaction.
On the other hand, a space which is
significantly too large, beyond predicted
near-term growth factors, will result in many
extra footsteps during each workday, excessive
rent for unused square footage, and give the
employees in the workspace a feeling of
loneliness rather than the comfort of feeling
part of a team.
To select the right office size for your
business, consider at these factors:
-
Executive Offices: These offices are those
which need doors that close for executive
privacy, usually those which house upper
management. Determine how many executive
offices you need based on the number of
people who require this type of space. As a
general yardstick, between 150-300+ square
feet should be allocated to each of these
offices.
-
Reception Area: Depending on the type of
business you operate, you may need a lobby
or waiting area in the front reception
space. To determine the size of this area,
consider the average number of people who
may be waiting and allow space for seating,
tables, lamps, and green plants. You’ll want
your front office employee to have plenty of
space to provide a professional first
impression to those entering your office
space. If you plan to place equipment such
as copier, fax, and other items needing
space for both the hardware and the person
operating it, take this into consideration.
Provide plenty of walking space around any
equipment, furniture, and seating to prevent
a feeling of crowding.
-
Meeting Space: Do you hold small meetings in
your office frequently and conduct large
meetings rarely? If so, consider saving
money by locating nearby meeting facilities
which can be rented only as needed. If,
however, you hold large meetings frequently,
it may be more cost effective to choose to
lease an office space with at least one very
large meeting room. Also, consider how many
meetings may commonly be scheduled
simultaneously. If necessary, select a space
with several meeting spaces, but you can
save rental charge if you can schedule
meetings so that fewer meeting areas are
needed. Since the square footage taken up by
conference rooms is calculated into your
lease fees yet the space may be used
infrequently, it can be wise to avoid
excessive conference spaces.
-
Useable Square Feet per Person: If your
employee workspace is open plan using
minimal partitions or desks separated by
space only, you should plan for 90-125
square feet per employee for desks, filing
cabinets, and other necessary furnishings. A
closed plan requires more square footage of
useable space per person for comfort, on
average 125-200 square feet is needed for
comfort. Take into account that you also
need traffic areas for personnel and client
circulation. Crowded walkways can lead to a
sense of walking over one another and even
result in accidents.
-
Community Areas: Every office space needs a
space which can be used as a break area or
lunch room so that employees can safely
store bag lunches in a refrigerator, provide
a place for coffee service, and allow those
who like to save money by avoiding
restaurant lunches have a space to eat.
Estimate the size of this area based on what
conveniences you plan to provide such as
microwave, water cooler, coffee machine,
sink, tables, and chairs. You may also need
a common area for shared equipment such as
copiers, paper shredders, and other common
office hardware.
-
Sanitary Facilities: You’ll need to take
into account restrooms if those are inside
your leased space.
-
Growth Factor: Look at your company’s plan
for future grow and the lease period. Do you
expect to grow significantly during the
lease lifespan? If so, you’ll want to allow
for space in which to grow since there can
be stiff penalties if you need to relocate
before you lease period has expired. Keep in
mind that moving is an expensive proposition
since business cards, letterhead, signage,
advertising, and other associated costs
really add up and if proper planning can
prevent an unnecessary relocation, it is
well worth the time to carefully consider
the future.
-
Seek Professional Advice: Choosing a
qualified, experienced office locating
service and seeking the advice of seasoned
commercial real estate professionals can
ensure that you choose the perfect office
that is right-sized. Each business is unique
and a trained professional can best assess
your specific requirements. While you should
use guidelines to do pre-planning, listen to
the advice provide by your professional
leasing advisor.
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