Enter Office
15 March 2025
Key criteria when picking office premises so you don't pay dearly later.
Choosing an office for a growing business is not simply a matter of finding an attractive address or an acceptable rent. A decision made without enough evidence can lead to a shortage of seats, unexpected fit-out costs, inefficient operations or another move far sooner than planned. This guide helps businesses assess premises against real workplace needs and the total cost over the lease term.
1. Forecast headcount before defining the area
Start with current headcount, recruitment plans and the expected working model over the next 24–36 months. Include fixed and flexible workers, visitors, contractors and teams expected to grow quickly.
The right area cannot be determined by one square-metre-per-person ratio. Allow for meeting rooms, collaboration space, pantry, storage, IT, reception and circulation. If the inputs are unclear, Workplace Consulting can translate headcount and operating requirements into a practical space programme.
2. Distinguish leased area from usable area
The area stated in a lease may differ from the area that can actually be planned. Columns, service cores, corridors, floor shape and common-area factors all affect efficiency.
Request a dimensioned CAD or PDF floor plan.
Confirm leased area, usable area and how management fees are calculated.
Review floor shape, column positions, glazing and escape routes.
Do not compare two options on rent per square metre alone.
3. Test the layout before signing
A floor plate can appear large enough yet fail to accommodate the required workstations, meeting rooms and support areas. Before committing, carry out a Test Fit to assess capacity, circulation, functional zoning and room to expand.
A Test Fit can also expose constraints early: poor daylight, inconvenient columns, escape-distance issues, difficult pantry drainage or insufficient air-conditioning capacity.
4. Calculate total occupancy cost, not rent alone
The workplace budget should include every cost required to open and operate the space throughout the lease:
Rent, management fees, parking and taxes.
Deposit and advance-payment cash flow.
Design, fit-out, loose furniture and equipment.
Air conditioning, power, data, security and fire safety.
After-hours working, building fit-out fees and reinstatement.
Operation, maintenance and energy.
Premises with lower rent can ultimately cost more if major technical upgrades are required.
5. Assess location around employees and clients
The best location is the one that supports how the business operates. Review typical employee travel times, public transport, parking, nearby amenities and convenience for clients or partners.
For businesses competing for talent, the journey to work and overall building experience can directly influence attraction and retention.
6. Review technical infrastructure and fit-out conditions
Power capacity, backup generation and distribution-board locations.
Central air conditioning, operating hours and overtime charges.
Fire-safety systems and restrictions on alterations.
Internet infrastructure, server-room options and cable routes.
Floor loading, clear ceiling height and suspension capacity.
Fit-out rules, material delivery and registration lead times.
Ask the design-and-build team to survey the site before finalising the budget so that risks are identified before handover.
7. Examine lease terms and expansion options
Beyond rent, review lease length, rent-free fit-out period, escalation, renewal, signage rights, repair responsibilities and reinstatement obligations. A fast-growing company should also consider first rights over adjacent space or a phased investment plan.
8. Use a weighted scorecard
Score each option from 1–5 across location, space efficiency, whole-life cost, technical infrastructure, brand image, lease terms and expansion potential. Weight the criteria according to business priorities to keep the decision objective.
Checklist before signing an office lease
Agree a 24–36 month headcount plan.
Define the space programme and required functions.
Verify drawings, usable area and common-area factors.
Complete a Test Fit for the preferred option.
Survey power, air conditioning, data and fire-safety systems.
Build a combined rent, design, fit-out and operating budget.
Review fit-out, renewal, escalation and reinstatement clauses.
Compare all options using the same scorecard.
Conclusion
The right premises must support current operations, planned growth and the available investment. Completing Workplace Strategy and Test Fit before signing reduces risk, improves budget control and creates a stronger foundation for design and fit-out. Request a consultation with Enter Office to assess a property before making the commitment.