Are you a start-up founder looking for a new office, but struggling to find a suitable business address for your company? For businesses, finding the ideal office location is often the first step towards a successful future. There are so many different types of office premises available that it doesn’t make the search for the right one any easier. The location, size and facilities of an office have a significant impact on efficiency, productivity and corporate identity – an impact that should not be underestimated. Numerous factors have a direct impact on how customers and business partners perceive your company. These factors should by no means be left to chance. Save time and use our checklist to find the right business address for your new office location. We’ve summarised the most important points for you.
The office location of your choice
There are factors that every entrepreneur must take into account when making a choice. These include both external and internal considerations. But before we discuss the location within a city and the facilities, you should first choose the right city for your office.
A location in the ideal city
Of course, it’s tempting and convenient simply to set up a start-up in the same city where you currently live. But be careful: you could already be making a fatal decision here. Choosing the right city requires careful consideration. Some industries are directly dependent on location, and many customers prefer to be physically close to the service provider. Media agencies, for example, are best placed in Düsseldorf and Cologne, whilst many young start-ups prefer Berlin. Generally speaking, major cities naturally appear more prestigious and are home to more businesses. In any case, as a founder, you should ensure that you have sufficient opportunities in the immediate vicinity to offer your product or service. To check this, simply consult the business directory or key economic indicators for the city.
The office location within the city
Location remains the most important criterion when looking for the ideal office location. Your business address is your company’s calling card and directly influences how your company is perceived. That’s why most companies take plenty of time to search for – and ultimately find – the perfect office. As a start-up founder, consider in advance where you want to rent your office and how you want your customers and business partners to perceive your company. Is an office with a prestigious, central address in Cologne or Düsseldorf the right choice, or would a spacious office complex in a business park be more suitable? This decision depends entirely on your needs, as well as your business model, and should be carefully considered. Some companies have already failed whilst searching for the right office, so do take the time you need.
If you’re looking at different office locations, bear in mind that the location of the office premises and the associated infrastructure have a direct impact on staff satisfaction. Are there restaurants and/or shopping facilities near the office premises? What recreational opportunities does the immediate vicinity of the office offer during breaks? How quickly and by what routes can customers, staff and business partners reach your business address? Do you need parking spaces for visitors and staff? All these factors directly influence working life in the office.
Side note: Head office vs. branch office
Can’t find a suitable office location straight away, but need a prestigious business address in good time? Is renting your own office space out of the question due to expensive locations? Then renting flexible workspaces is a cost-effective solution. Business centres, for example, offer flexible co-working spaces and bespoke office services specifically for these situations. If your company has only a few staff members, you can rent small office spaces or individual workstations in a shared office. Even a single on-site workstation is sufficient to register a company headquarters in the commercial register.
This also works for an additional branch if you wish to establish a presence in another city. A virtual office with postal and telephone services is all you need for this. In this way, you can expand your business to include another location without paying for premises that would otherwise mostly stand empty. You should definitely consider expanding your office locations to the best business addresses in Berlin, Düsseldorf, Frankfurt, Hamburg, Cologne, Munich and Vienna.
Office space
The Workplace Regulations specify a guideline of 8–10 m² of office space per employee in private offices and at least 12–15 m² per employee in open-plan offices. However, this is only one aspect that must be taken into account when determining the required office space.
At least as important is the atmosphere within the office space, which has a significant impact on employees’ well-being and work performance. The number of individual or open-plan offices you need to rent is determined by the legal requirements, the number of employees and the organisation of the workflow within your company. In addition, there are meeting rooms, staff rooms, a kitchenette and other ancillary rooms, such as storage and archive areas. Companies that take their employees’ wishes and suggestions into account when choosing office premises have reported positive experiences.
The expected growth in staff numbers over the coming years should also be taken into account. More staff in the future will also require more space. However, if you rent large office spaces too early, this will result in unnecessarily high fixed costs, as existing capacity will not be utilised optimally. It may therefore be more cost-effective to rent flexible co-working spaces or office space that can grow with your business.
Office facilities
Before choosing an office, you should have a clear idea of what is important to you and what your new office space needs to offer. What are your requirements in terms of communication options – both within the office and externally? A broadband connection at every office location is now taken for granted, but is not available everywhere. You should also clarify, depending on your requirements, whether mobile communications from the offices are possible without interference, or whether it is feasible to set up an internal IT network via Wi-Fi.
In offices, energy consumption for heating and air conditioning is becoming an increasingly important consideration. Energy costs can vary significantly depending on the building’s structure, insulation and the technical standard of the office premises. If available, an energy performance certificate can provide important insights into the costs to be expected. Soundproofing, lighting and, depending on the orientation of the office premises, sun protection are also among the key criteria for office fit-out. Taking these points into account can help avoid subsequent investment costs. Another factor that is often overlooked is interior design. It has been proven that certain colour schemes and lighting conditions have a direct impact on work motivation. So don’t take the look of your office lightly.
Office rent
Ultimately, for many companies, the rent is the decisive factor in choosing an office location. In the service sector in particular, rent and ancillary costs represent the largest cost item in the balance sheet after staff costs. It is not uncommon for companies to rule out a location that would otherwise be ideal in every other respect, simply because the rental costs appear high at first glance. Business centres offer an alternative: they provide all the benefits of having your own office space whilst minimising the risks. This is because, thanks to flexible tenancy terms and fully fitted premises, there is no need for long-term lease agreements, and there are no high costs associated with purchasing furniture either. This is great news for any new entrepreneur.
One such provider is COLLECTION Business Centre; the company offers precisely this model of flexible office solutions and even co-working. This all-inclusive package features a prestigious location in Stuttgart, Düsseldorf, Hamburg, Frankfurt or Vienna, combined with stylish, fully-equipped office spaces and a co-working area.
Cover image: ©Shutterstock/Syda Productions
Last updated: 11 November 2019
