Finding the right office starts before you ever step inside a building. Use this checklist to make your office search more focused, efficient and productive.
Whether you’re relocating, expanding or simply realizing your current office no longer fits your business, searching for office space can quickly become overwhelming. There are countless properties, locations, floor plans and lease options to consider. And while touring properties is an important part of the process, the most successful office searches start with a little preparation.
Before you schedule your first tour, take the time to answer these 10 questions.
1. How Much Space Do You Actually Need?
Start with your current headcount, but don’t stop there. Consider how many employees regularly work in the office, how many work remotely, and whether you expect your team to grow during the next few years.
Think beyond individual workstations, too. Do you need:
- Private offices
- Open work areas
- Conference rooms
- Break areas
- Reception space
- Storage
- Collaboration areas
- Training or multipurpose space
The goal isn’t to find the largest office you can afford. It’s to find a space that works for the way your business operates today while giving you reasonable room to grow.
2. Where Should Your Office Be Located?
Location is about much more than an address. Think about where your employees live, where your clients are located and how easily people can get to your office.
For businesses in Houston and San Antonio, convenient access to major highways can be especially important. A location that is easy for employees to reach can make a meaningful difference in the daily experience of your team.
Consider:
- Employee commute times
- Proximity to major highways
- Client accessibility
- Nearby restaurants and services
- Proximity to airports or other business destinations
The best location is the one that makes sense for the people who use your office most.
3. What’s Your Realistic Budget?
Before you start touring, establish a budget, but make sure you understand what that budget actually includes.
The advertised rental rate is only one part of the cost of occupying office space. Depending on the property and lease structure, you may also need to account for operating expenses, utilities, parking, tenant improvements, furniture, moving costs and other expenses.
Understanding your total occupancy budget early will make it much easier to compare properties accurately.
4. When Does Your Current Lease End?
This is one of the most important questions to answer before beginning your search. Don’t wait until your lease is about to expire to start looking.
Give yourself enough time to:
- Evaluate your current space
- Determine what you need next
- Tour properties
- Compare options
- Negotiate lease terms
- Complete any necessary improvements
- Plan your move
Starting early gives you more choices and puts you in a stronger position throughout the process.
5. What Does Your Team Actually Need?
Your office should support how your employees work, not simply provide desks. Think about how your team uses the office on a typical day. Do employees need quiet spaces for focused work? Conference rooms for meetings? Areas for collaboration? A comfortable place to take a break?
If your workplace model has changed in recent years, your office requirements may have changed with it. Before touring, identify the features that are must-haves, nice-to-haves and not necessary.
That simple exercise can save a lot of time.
6. What Do Your Clients Expect?
Your office is also part of your customer experience. If clients regularly visit your office, consider what impression the property and surrounding area create.
Ask yourself:
- Is the building easy to find?
- Is parking convenient?
- Is the entrance professional and well-maintained?
- Are there comfortable spaces for meetings?
- Is the location convenient for the clients you serve?
You don’t necessarily need the most expensive building to create a professional client experience. A well-maintained office in a convenient location can accomplish a great deal.
7. How Important Are Building Amenities?
Amenities can make an office more convenient and enjoyable, but they shouldn’t become a checklist of things you don’t actually need. Consider which amenities would genuinely benefit your employees and clients.
Depending on the property, these might include:
- Conference facilities
- Tenant lounges
- Coffee or refreshment areas
- On-site food or convenience options
- Secure building access
- Parking options
- Outdoor spaces
- On-site property management
Prioritize the amenities your team will actually use.
8. Who Will Manage the Property?
This is easy to overlook when you’re focused on the space itself.
But once you move in, your relationship with the property management team can have a significant impact on your experience.
Ask:
- Who handles maintenance requests?
- How quickly are issues addressed?
- Is property management on-site?
- How is building security handled?
- Who should tenants contact when they need assistance?
A great office isn’t just about what you see during a tour. It’s also about how the property is operated after you sign the lease.
9. What Will You Need to Change?
Once you find a property you like, think about what needs to happen before you can move in.
Will the space need:
- New paint or flooring?
- Additional offices?
- Updated lighting?
- New conference rooms?
- Branding or signage?
- Furniture?
- Technology or cabling?
Understanding these requirements early can help you evaluate properties more realistically and avoid surprises later in the process.
10. What Do You Want Your Office to Look Like Three Years From Now?
This may be the most important question on the list. An office lease is a long-term commitment. Your business shouldn’t choose space based solely on what it needs today. Think about where you expect your company to be several years from now.
Are you hiring? Expanding into new markets? Bringing more employees back into the office? Changing how your team works?
Your future plans should influence the size, layout, location and flexibility of the space you choose.
Turn Your Checklist Into a Shortlist
Once you’ve answered these questions, you should have a much clearer picture of what you’re looking for.
Create three categories:
Must-Haves
The things your office absolutely needs.
Nice-to-Haves
Features that would improve the workplace but aren’t deal breakers.
Deal Breakers
Things that would immediately eliminate a property from consideration.
Then use your list consistently when you tour. Instead of asking, “Do I like this office?”, ask, “Does this office meet the needs we identified?”
That shift can make your search much more productive.
The Right Office Is About More Than Square Feet
The best office space isn’t necessarily the biggest, newest or most expensive option.
It’s the space that works for your employees, your clients, your budget and your business goals.
Whether you’re searching for office space in Houston, San Antonio or another Texas market, taking the time to define your needs before you start touring can help you make a more confident decision.
Ready to start your search?
Hartman Properties offers office space in established Houston and San Antonio locations, with professional property management and amenities designed to support today’s businesses.
Explore available office space or contact Hartman Properties at 713-400-1000 to find a space that works for your business.
