Finding the right office space can be exciting, but it can also take up time and disrupt your daily workflow. However, with the right approach, the search for an office can also be a rewarding experience. Here's how:
How to Find the Right Office Space
The first step is to define clear criteria. When searching for an office, three main criteria play a central role:
- the size
- the location
- the budget
How many square meters should the office be? Where should it be located? And how much should the space cost monthly? These are the essential questions to ask yourself when looking for an office. To answer these questions clearly, it's important to pay attention to some details. We've compiled the most important ones and created a checklist. Here we go!
Size
Central Question: How many square meters of office space do you/your team need?
✓ How many people will work in the new office?
✓ What should the room layout look like?
✓ Do you need conference rooms, a kitchenette, common areas, or phone booths?
✓ Do you need storage, archive, or warehouse space?
✓ Are freight or other elevators required for your work?
✓ What technical prerequisites must the office meet(e.g., fiber optic internet or high-voltage power)?
✓ Are you looking for furnished spaces, or will you bring your own furniture?
✓ Are you already equipped, or do you want printers, internet, phones, etc.,provided?
✓ Should it be a private office, or are you looking for a single desk/islandwithin a larger space (e.g., coworking)?
TIP: For a private office, the standard calculation is usually 8-10 m2 per employee, and for an open-plan office, it's 12-15m2. You can find the official guidelines on the Federal Institute for Occupational Safety and Health website.
TIP: One option is to rent a large space and sublet parts of it initially. In this case, you just need to ensure that the lease contract allows subletting. It's usually difficult to apply for this right retroactively.
Location
Central Question: Where should the office be located?
✓ Which location suits your startup?
✓ Who are the neighbors? Are there potential synergies?
✓ Is the office easily accessible by public transportation?
✓ Are parking or delivery options relevant?
✓ What about the infrastructure? Does the area offer interestinglunch options for employees?
✓ Does the location need to be representative?
Budget
Central Question: How much can you afford to spend on the office monthly?
✓ What is your monthly budget?
✓ Do you want to rent short-term or long-term?(Short-term rentals are generally more expensive)
✓ Does direct renting pay off, or would you prefer subletting?
✓ Is there a need and budget for structural changes?
✓ Have you included the commission and deposit in your calculations?
TIP: If you haven't planned the commission into your budget, it's advisable to inquire with the broker beforehand whether the offered office spaces are commission-free or commission-based.
TIP: Startups often obtain office offers from real estate agents. Unlike residential properties, commercial properties are not subject to the recently introduced bestseller principle. Traditionally, if an office space is successfully brokered, the landlord covers the broker's commission. Therefore, you won't have to pay a commission. However, in sought-after locations, the brokerage commission may be demanded directly from the tenant. This can cost up to 3 monthly rents.
TIP: Watch out for additional costs and heating costs! A careful check pays off!
Who's Searching?
Strategically, it makes sense to designate one person as the main point of contact. Ideally, someone with experience in commercial real estate. The search is most efficient when all decision-makers agree on the requirements. Clear communication saves time and potential disappointments!
Still have questions? You can reach us here.
