Finding the right office is a tough job. To decide if the workspace you’re viewing is right for your business, you need to consider so many things. But fear not, if you're equipped with the right questions, success is just around the corner.

A well-planned office space plays a crucial role in the success and productivity of any business. Therefore, whether you're a startup CEO, an entrepreneur, a freelancer, or a head of a well-established company, finding a suitable office space should be a priority.

To help you make informed decisions and find a dream office for your team, we have prepared a comprehensive guide to questions to ask commercial estate agents when touring office spaces, providing valuable insights and tips along the way.

What Questions to Ask When Viewing a Commercial Property? Based on Office Type

We all know that there is a variety of office types you can choose from based on your vision, goals, and future plans, therefore, it's essential to know what questions to ask based on that specific office type.

Serviced Office Tour Questions

1. What services are included in the serviced office package?
   
   Look for answers mentioning services like reception support, mail handling, IT infrastructure, and cleaning services. A favourable response would indicate a comprehensive package that caters to your business needs.
   
   
2. Is there flexibility to expand or downsize the office space?
   
   Favourable answers should include provisions for easy expansion or downsizing within the same building or a network of locations, allowing your business to adapt as it grows or changes.
   
   
3. Are there any additional costs for using shared amenities?
   
   Ideal responses would clarify if shared amenities, such as meeting rooms or communal spaces, are included in the office package or available reasonably, ensuring cost transparency.
   
   
4. Are there security cameras installed in common areas and entrances?
   
   A favourable answer would highlight the presence of security cameras, emphasising the commitment to maintaining a safe and secure office environment.

Questions to Ask During Co-Working Offices Viewings

1. How is the co-working space designed to foster collaboration and networking?
   
   Look for answers mentioning open layouts, communal areas, and networking events that promote interaction and collaboration among co-workers.
   
   
2. Are there any membership or access restrictions?
   
   A favourable answer would clarify any membership tiers, access limitations, or options for dedicated spaces, ensuring you choose a co-working space that suits your business requirements.
   
   
3. What additional perks or benefits are offered to co-working members?
   
   Ideal responses should highlight additional benefits like free coffee, networking opportunities, access to professional development workshops, or partnership schemes with local businesses.
   
   
4. Are there any additional costs or usage restrictions for specific amenities?
   
   Favourable answers should provide transparency about any additional costs associated with using specific amenities, such as conference rooms or printing facilities.

Questions when visiting Managed Offices

1. How is the managed office space maintained by the provider?
   
   Look for responses emphasising the provider's commitment to regular maintenance, cleanliness, and prompt resolution of any issues that may arise.
   
   
2. Are there any limitations on customisation or branding within the space?
   
   Favourable answers would outline any flexibility in customising the office to reflect your brand identity or making modifications to suit your business needs.
   
   
3. What level of support is provided by the management team?
   
   Look for answers highlighting a responsive management team offering assistance with administrative tasks, IT support, and other necessary services.
   
   
4. Is there a dedicated maintenance team available on-site?
   
   A favourable response would indicate the presence of a dedicated maintenance team readily available to promptly address any maintenance or repair requests.

Touring Sublet Office Spaces? Ask These Questions:

1. What is the duration of the sublet office agreement?
   
   Look for clear answers regarding the duration of the sublease agreement, ensuring it aligns with your business's needs and provides the desired level of flexibility.
   
   
2. Are there any restrictions or approvals required from the primary leaseholder?
   
   Favourable responses would clarify any restrictions or requirements for subletting, ensuring a smooth and hassle-free arrangement.
   
   
3. What happens if the primary leaseholder terminates the lease?
   
   Ideal answers should clarify the course of action and any provisions to minimise disruption if the primary leaseholder terminates the lease agreement.
   
   
4. How responsive is the landlord to maintenance requests or other concerns?
   
   Look for answers that emphasise the landlord's responsiveness and commitment to promptly addressing maintenance requests and concerns.

Questions While Looking for Virtual Office Spaces

1. What virtual office services, such as mail handling or call forwarding, are provided?
   
   Best responses should highlight services like professional mail handling, call forwarding, and virtual receptionist support, ensuring your business maintains a professional image.
   
   
2. Is there an option to upgrade to physical office space in the future?
   
   Ideal answers would indicate the possibility of transitioning from a virtual office to a physical office space within the same provider's network if your business needs change.
   
   
3. How are virtual meetings or conference room bookings managed?
   
   Look for responses that mention user-friendly virtual meeting platforms or seamless booking processes for on-site conference rooms.
   
   
4. Are there any restrictions on choosing your telecom service provider?
   
   A favourable response would indicate the freedom to choose your preferred telecom service provider without restrictions or limitations.

Touring Executive Suites: These Are the Questions You Want Answers For

1. What additional services or amenities are included in the executive suite package?
   
   Look for answers highlighting premium services like a dedicated receptionist, administrative support, access to executive meeting spaces, and other exclusive amenities.
   
   
2. Is there a dedicated receptionist or administrative support provided?
   Favourable responses would mention the availability of a dedicated receptionist or administrative support, ensuring efficient and professional handling of tasks.
   
   
3. Are there opportunities for networking with other professionals in the building?
   
   Ideal answers would highlight networking events or opportunities within the building to foster connections with other professionals and businesses.
   
   
4. Are there any standard area maintenance (CAM) fees or service charges?
   
   A favourable answer would provide transparency about any additional fees associated with common area maintenance or specific services offered within the executive suite package.

Incubator Office Spaces Viewing Questions

1. How does the incubator program support the growth and development of startups?
   
   Look for answers that detail mentorship programs, networking opportunities, access to industry resources, and support services tailored to help startups thrive.
   
   
2. Are there any mentorship or networking opportunities available?
   
   You should be after the responses about mentorship programs or networking events designed to connect startups with experienced professionals and like-minded individuals.
   
   
3. What resources or facilities are specifically tailored to support startups?
   
   Ideal answers would mention access to specialised equipment, prototyping labs, co-working spaces, or industry-specific facilities that cater to the unique needs of startups.
   
   
4. Are there any initiatives in place to promote sustainable commuting or recycling programs?
   
   Look for responses about sustainable commuting options, recycling programs, or eco-friendly initiatives within the incubator space, showcasing a commitment to environmental sustainability.

Looking for a Satellite Office Space? Make Sure You Get These Questions Answered

1. How is the satellite office connected to the main headquarters or parent company?
   
   You'd want to hear that they can offer effective transportation methods and seamless communication channels.
   
   
2. Are there any restrictions on the use of the satellite office by employees?
   
   Look for answers that clarify any limitations on employee access or usage of the satellite office to ensure compliance with policies and regulations.

Office for Corporate Headquarters Questions

1. Is the office space design and layout flexible and customisable to fit the branding of the company?
   
   Favourable answers would emphasise how the office design and layout align with the company's brand identity, values, and culture, creating a cohesive and inspiring environment.
   
   
2. Are there any dedicated spaces for executive management or board meetings?
   
   Search for responses mentioning dedicated spaces, such as executive suites or boardrooms explicitly designed for executive management meetings or gatherings.
   
   
3. What facilities or amenities are provided exclusively for employees at the headquarters?
   
   Ideal answers would showcase employee-centric facilities and amenities like recreational areas, gyms, cafeterias, or wellness programs that contribute to a positive work environment. 

General Questions to Ask When Touring Commercial Office Space

Now that we’re finished with office-type-specific questions let’s discuss the base considerations that should provide further insights about any type of office space and enable you to make an informed decision that aligns with your business needs, whether you’re relocating your office or looking for a first workspace.

1. Security - ensuring the safety of your employees, clients, and sensitive company information should be a top priority. Ask about the security measures and access control systems to prevent unauthorised entry and protect your assets.
   
   
   • Questions to ask about office security:
     • Are there surveillance cameras installed in common areas and entrances?
     • Is there controlled access to the building and office spaces?
     • What security protocols are implemented to maintain a secure environment?
     • Are there any cyber security protocols installed to ensure the safety of my company’s digital assets?

2. Facilities and Amenities - having access to well-maintained facilities and amenities enhances employee comfort and satisfaction and leaves a positive impression on clients and visitors.

• Questions to ask:
• Is there a professional reception area to welcome visitors?
• Are there well-equipped meeting rooms or conference facilities available?
• Does the office space provide any essential amenities, such as a communal kitchen or employee breakout areas?

3. On-Site Maintenance and After-Hours Procedures - having a responsive on-site maintenance team and transparent after-hours support procedures is crucial for promptly resolving issues and emergencies.

• Questions to ask:
• Is there a dedicated maintenance team available on-site?
• What is the average response time for addressing maintenance requests?
• How are after-hours emergencies handled, and whom should be contacted?

4. Parking - sufficient and convenient parking options contribute to a smooth and hassle-free working environment for everyone.

• Questions to ask:
• Is there designated parking available for employees and visitors?
• What are the parking options (e.g., on-site parking, nearby parking lots)?
• Are there any additional costs associated with parking?

5. Landlord References - obtaining landlord references can provide valuable insights into the landlord's professionalism, responsiveness, and overall satisfaction of other tenants.

• Questions to ask:
• Can you provide references from other tenants or businesses within the building?
• Are there any online reviews or testimonials from current or previous tenants?
• How long has the landlord been managing the property?

6. Telecommunications - reliable and efficient telecommunications systems are essential for seamless communication within and outside the office.

• Questions to ask:
• Are there existing telecommunications systems in place?
• What internet service providers are available in the building?
• Are there any restrictions on choosing your telecom service provider?

Final Word Before Office Space Viewings

By utilising this comprehensive office space checklist, you will be well-prepared to tour different office types and ask relevant questions to assess their suitability for your business. Remember to consider your specific requirements, prioritise critical factors, and thoroughly evaluate each space to make an informed decision that fosters a productive and successful work environment.

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