What to Look for in a Small Office Space?

Looking for a small office space? Trust me, I've been there. The excitement of finally getting your own space mixed with the overwhelming feeling of "what the heck should I even be looking for?"

Here's the thing - choosing the wrong office can cost you BIG time. We're talking about wasted money, unhappy employees, and headaches you definitely don't need.

But don't worry. I've got your back.

Why Getting It Right Matters

Small businesses can't afford mistakes. Every dollar counts, right? Your office space isn't just four walls and a roof. It's where your team spends most of their day. It's where clients form their first impression of your business.

Get it wrong, and you're stuck with a lease that's draining your budget while your team suffers in an uncomfortable workspace.

Get it right? Your productivity soars, your team is happy, and your business thrives.

The Essential Checklist: What You MUST Check

1. Air Conditioning - More Important Than You Think

This one's huge. Seriously.

Is an AC system included in your contract? Do you have to buy and install one yourself?

It can save you tons of money if you don't have to buy one yourself. It'll save you even more if you don't have to install it and maintain it regularly. Imagine if it fails down the line? Who's paying for the repair?

If it's provided in your contract, is the maintenance included? Don't forget to put this in your checklist.

Is the AC system provided inadequate? It can kill productivity faster than you can say "office meltdown." People become sluggish and cranky when the temperature isn't right.

What to check:

• Is the AC unit provided and working properly RIGHT NOW?

• Ask about maintenance schedules. Is it provided?

• Who pays for AC repairs - you or the landlord?

• Can you control the temperature in your space?

• Check if it covers your entire office area.

Pro tip: Visit the space during the hottest part of the day. If it's uncomfortably warm then, imagine working there for 8 hours.

2. Office Cleaning - Don't Assume Anything

Here's what most people don't realize - cleaning arrangements vary WILDLY between office spaces.

Some landlords include daily cleaning. Others expect you to handle everything yourself. Some fall somewhere in between.

Questions to ask:

• Is cleaning service included in the rent?

• How often does cleaning happen?

• What exactly gets cleaned? (Common areas only? Your private space too?)

• Can you hire your own cleaning service if needed?

• Is cleaning supplies provided?

• Does the cleaner throw the trash out? What's the frequency?

• Is a trash bin even supplied? Can I supply my own trash been for my private space?

Trust me, you don't want to discover after signing the lease that you're responsible for cleaning restrooms shared with other tenants. Ugh ...

3. Furniture Situation - Desk and Chairs Included?

This is where things get interesting. Some office spaces come fully furnished. Others are completely empty.

Furnished spaces typically include:

• Desks for each workstation

• Office chairs

• Reception desk (if applicable)

• Conference table

• Storage cabinets

Questions to nail down:

• What furniture is included in the rent?

• Is the furniture in good condition?

• Can you replace furniture if needed?

• What happens to furniture when you leave?

• Are there additional costs for furniture maintenance?

Empty spaces give you more control but require upfront investment. Furnished spaces save money initially but might not fit your style or needs perfectly. Is there any flexibility in furniture arrangement? Will the landlord cover any cost if you want to buy your own furniture?

4. Windows - Curtains or Blinds?

Natural light is AMAZING for productivity and mood. But glare on computer screens? Not so much.

Check these details:

• Do windows have any covering at all?

• Are they curtains, blinds, or something else?

• Can you control the light levels?

• Do coverings provide privacy?

• Who maintains or replaces window treatments?

Some spaces have no window coverings whatsoever. Others have outdated, broken blinds that haven't been replaced in years.

Beyond the Basics - Other Critical Factors

Size and Layout

Small doesn't mean cramped. Look for efficient use of space.

Measure everything:

• Will your team fit comfortably?

• Is there room for growth?

• Does the layout support your workflow?

• Are there private areas for phone calls or meetings?

Location and Accessibility

Your team needs to GET to the office easily.

Consider:

• Public transportation access

• Parking availability and costs

• Safety of the neighborhood

• Proximity to restaurants, banks, other services

Internet and Technology

In today's world, reliable internet isn't optional. You'll need internet wherever you are, be it at home, in the car, dinning, or in the office, it's indispensable.

Check if Internet is provided, else ready a budget for monthly internet fees. 

• Does the landlord provide internet connectivity?

• Is the internet connection secured?

• What is the intended internet usage for?

• Is the internet shared or dedicated for you?

• Do you have control over the internet? Can you access and configure it?

• Is VPN connection allowed/blocked?

• Are some websites blocked that will impact your business?

• Do you have to pay additional fees on top of the rental to use the internet?

• Can you apply your own internet connection?

Red Flags to Avoid

Some warning signs should make you run:

• Landlord won't answer direct questions about included services

• No written agreement about maintenance responsibilities

• Spaces that feel humid or have musty odors

• Broken fixtures that "will be fixed soon"

• Neighbors who seem disruptive or unprofessional

Making the Final Decision

Here's my simple framework:

1. Visit during business hours - See how noisy it gets, check the AC, observe foot traffic

2. Bring a checklist - Don't rely on memory

3. Ask about EVERYTHING - Assumptions cost money

4. Read the lease carefully - Know exactly what you're paying for

5. Plan for growth - Will this space suffice within for the 1 or 2 years before your business grow?

Budget Reality Check

Remember to budget for MORE than just rent:

• Security deposits (usually 2-3 months rent)

• Maintenance Cost? (if not included)

• Utility bills and monthly costs (if applicable)

• Internet installation and monthly fees (if applicable)

• Furniture (if not included)

• Office supplies and equipment (if not included)

• Cleaning services (if not included)

The Bottom Line

Finding the right small office space isn't just about finding something affordable. It's about finding a space that helps your business grow while keeping your team happy and productive.

Don't rush the process. Ask tough questions. And remember - a slightly higher rent for a space that includes cleaning, good AC, and quality furniture might actually SAVE you money in the long run.

Your business deserves a space that works as hard as you do. Take the time to find it, and you'll thank yourself later.

Ready to start your search? Check out IKOON Office Space for quality small office solutions that understand what growing businesses actually need.

What's the most important feature in YOUR ideal office space?