Common Mistakes Made when Renting Office Space

Common Mistakes Made when Renting Office Space.

Advertisements

Common Mistakes Made when Renting Office Space

Van Nuys Commercial Real Estate for Rent and Lease – Van Nuys, California

Oops
Mistakes People Do

There are a number of common mistakes made by businesses when they are selecting new office spaces. From new start ups to well existing corporations the mistakes made always seem to be the same ones. If you’re considering renting office space for your business, it’s important that you study the rental process so that when you’re ready for that new office space you have the basic understanding of how it works. These mistakes can cost you and your business a lot of money if you’re not careful, so make sure you are watching out for them as you begin the rental process. Many of these mistakes are common sense and with a little planning are largely avoidable.

Mistake #1:           Not giving yourself enough time

Give yourself enough time to plan the relocation or the opening of your new business. Not giving yourself time to shop around for spaces can result in unnecessary expense. The longer you wait to execute your plan to rent a space, the fewer options you are likely to have in terms of potential premises and this can then result in a loss of negotiating power. Like anything else in life, preparation always pays off in the end, and in this case, it can end up saving you thousands of dollars.

Mistake #2:          Not Planning for an Exit Strategy or the Future

 What happens if you have to leave the space before the end of the lease term? The rate that you negotiated for 3 years might not seem so great if you have to downsize. Negotiating a shorter term lease might have made the rent more expensive in the short run, but limited your downside expense in the longer term. Clauses that allow for subleasing can alleviate risk. What about if your business out grows the space? Can the landlord accommodate your need for additional space without you having to break the lease? This is something really important you need to ask before signing that lease.

 Mistake #3:          Picking the Wrong Location

What may seem like the right location might in fact not be. The choice of the location depends on your business. Is the geographical location ideal for the staff and the business? I have heard business colleagues comment on the fact that their offices are in the wrong place. Ensure that this mistake isn’t made with some thorough research into how the location will impact both the staff and the daily running of the business. Check transport, local traffic spots, the reputation of an area and so on. It’s better to be armed with all the relevant information before committing.

Mistake #4:           Misunderstanding Insurance

Anyone renting office space will need to carry renter’s insurance that will cover their inventory, equipments, files, machines, computers and whatever else is stored in the office space. Make sure that the your Renter’s insurance policy works together with the lease you’re signing otherwise you might not even be fully covered. Some office rental leases will cover certain types of damage, such as those caused by the building itself being in disrepair; others cover absolutely nothing and leave all insurance costs up to the renter. This means that before you buy a renter’s insurance policy, you’ve got to examine your lease paperwork and see what coverage, if any, is offered – and whether you think it’s good enough.

Choosing office space is a crucial decision that can make or break a business so make sure you take your time, get the right advice and shop around to get the best deal possible.

The Idea of a Virtual Office

Van Nuys Commercial Real Estate for Rent and Lease – Van Nuys, California

small office in van nuys
A Virtual Office a Good Idea

For many new small business owners, a home office makes the most sense. Being able to work from home is an appealing concept for women today. The cost of starting a business is relatively low and women can feel more fulfilled knowing all the hours they put into work are to build their own business instead of someone else’s.More than 60 per cent of people who start a business are now doing so from home. From fashion design, IT and catering through pet care and arts/crafts to accountancy and legal services – you name it – it’s being run as a business from someone’s home. Most cities and towns will allow you to run a business out of your home as long as you meet certain criteria. A major benefit of using your home as your business location is that you won’t waste any time commuting and you won’t incur additional costs to rent an office space. The IRS also offers significant tax deductions for a home office used for your business.

But there is also drawbacks to working out of home. A major drawback of working from home is that you can never truly leave work. Also, many types of businesses aren’t suited to a home location. The advantages of moving out of your home office boil down to increased professionalism, more space to work and unlimited growth potential. Of course, with any advantage come a few disadvantages, but nothing that can’t be overcome. For some people, the chance to move into commercial premises provides a more professional outlook, greater scope for expansion and the room to accommodate permanent staff.

For some businesses, such as lawyers, accountants, insurance brokers, & classes, most clients either want, or need, to come in for face-to-face appointments. Other businesses, such as advertising firms, may be able to service their clients while hardly ever meeting them in the flesh. Before you move out your home office, read on to learn about the pros, cons, and factors to consider when moving to a retail space. There will be lifestyle and financial changes to your business if you choose to do so. You probably considered these factors when you decided to start a home-based business, but you will have to consider them again. If you can afford the move and want to expand your business to a larger clientele and higher production rates, then moving to a commercial location will definitely accomplish that goal.

Office Space On Your Terms

 

signing office lease
Before You Sign the Lease

Before signing on a lease, it’s always important to know what you’re getting yourself into. By carefully reading the lease entirely can help straighten out any probable problems before they happen. For first-time renters, signing on the dotted line is often thought of as just part of the rental process. The excitement that comes with a new office space sometimes surpasses the responsibilities that go with renting an office. Before signing that lease, it is important to read the fine print and be aware of what your landlord expects of you, as well as what you can expect of your landlord. Make sure you review the lease carefully for requirements relating to often overlooked polices such as guests, parking, pets, and painting. Here are some other things you might want to be aware of before moving in:

– As soon as you sign, you’re stuck…….at least until the term of the lease ends. Many people think that just because you’re not buying the space, you can bail out if things don’t go right for the business. But that’s wrong, a lease is a contract, a legal commitment. So take a second look and inspect the place, know what you getting yourself into before you move in and realize you actually need more space or that the building is not so safe at night.

– Second thing to consider is know exactly what is the tenants responsibilities. Before signing the lease, make sure you have actually inspected the unit you will be moving into. Make sure there are no damaged areas or safety hazards. Inspect all window and door locks to make sure they are in working order. If anything needs to be fixed, make sure it is taken care of before you move in, or have it added to the lease (in writing). Make sure any pre-existing damage the landlord isn’t going to fix, for example, stained carpets, broken blinds, or stained walls, are written into your lease agreement as “pre-existing”. If these damages go undocumented you can end up losing your security deposit or even charged for those damages when you move out.

– Security Deposits is another major thing to educate yourself on. Many landlords and rental agencies will charge what is called a security deposit. This deposit is usually equal to one or two month’s rent and is refundable if certain conditions are met upon moving out of the rented space. The purpose of the deposit is to ensure that rent is paid on time, and to cover unusual repairs that may be needed when a renter moves out due to damage caused by the renter. So be careful and document any and all repairs requested from the landlord as well as any repairs done by you.

– More importantly, what are the terms of the lease? If you expand rapidly, is there a provision for breaking the lease at minimal expense? If you later downsize, will the lease allow you to sublet the extra space you don’t need? Before signing any agreements, check out the landlord, too. Discuss the terms before requesting a lease and make sure the landlord spells out each party’s obligation prior to signing the lease agreement. Leases are written by the developer and/or their lawyers so most are tilted slightly in their favor. If some things seem unfair do not hesitate to have a lawyer review or ask for clarification from the landlord.

– The last and most important fact is that there’s too much space around for the number of active businesses. For the first time in many years, tenants are in demand. For every business that closes, another space comes onto the market. So now as a tenant its your chance to negotiate better terms for your lease. Ask for a shorter term. Don’t get tied up in a long term lease, that down the line if your business doesn’t pick up you will still be responsible for the remaining months. You’ll also want to factor in and negotiate rent increases over the term and renewal options so that you are not unexpectedly hit with a rent increase without warning from your landlord – something that can quickly compromise you cash flow and margins.

Finding the Perfect Office Space at the Perfect Price

Small offices, in van nuys
Perfect Office

Finding the perfect office, in the perfect location, and at the perfect price can be time consuming and can also have a huge impact on your business.  It is an exciting time in the growth of any business whether it is a new start-up or an expanding company looking for improved premises. Fortunately, with the large quantity of offices available  on the market, combined with the multitude of fantastic resources that allow for easy searching, ‘finding any office space’ can now be transformed into “finding the perfect office space”.

The office you choose will be one thing you will need to consider but what kind of businesses that surrounds that office is what really is important.  However, location is important even if you are not looking to pick up passing clients because we all want to give off the right impression to our clients and visitors. Whether a business wants to enjoy a remote location or be in the heart of a vibrant city, location is of great importance.

First impressions are made in the first ten seconds of meeting someone. This is also true when it comes to walking into a building. Business premises need to always look professional, clean and organized otherwise clients might get the wrong idea if things appear to be disorderly and untidy.

Instead of jumping in feet first and taking the first available office space, businesses should to take their time as the right location can make or break a business.  It is easy to feel overwhelmed and emotional when trying to figure out where you are going to spend all of your time and a lot of your money. When you know what you want, it’s too easy to jump over important steps in the search process and land yourself with a space that looked great at first, but fails to meet your needs.

After you have found the perfect office you will need the perfect price to go with it. Many tenants fall into the trap of believing that since they have signed a long term lease they are locked in. Let me tell you if you haven’t already heard, everything is negotiable, especially in this market we are experiencing now. Landlords are desperate for tenants and they’ll do anything to keep from losing an existing one.

The key to negotiating a better lease is to find other office space for lease. . You have to know what other options are available to you and what the rates, sizes, amenities, access and availability are for comparison before negotiating.

Look at the cost of the lease, and determine whether it is a total cost for the property or if it is on a per-square-foot basis. If the cost is per square foot, inspect the property to see if it has space you can’t use, and ask that the landlord removed it from the cost calculation. Check for any clause concerning rent escalation over the course of the lease. Ask that landlord add an escalation clause to prevent unexpected increases.