It’s a well-known saying and may sound obvious. And in Old Dutch we say: Bezint eer ge begint. Yet, when searching for office space, it’s not always as straightforward as it seems. “How so?” you might wonder. After reading this blog, you may find yourself thinking, “Oh, right…”. From that moment on, you’ll never look at “office space for rent” signs the same way again.
When buying a car, people often spend days doing thorough research. Which brand suits me? What’s my budget? How fast should it be (excuse me: what’s its range)? And the list goes on. The same applies when choosing a home, planning a vacation, or making other major purchases. But when it comes to selecting the right office space, this kind of preparation is sometimes overlooked. And in a way, that’s understandable. Buying a car or home carries emotional weight, affects you personally, and can keep you up at night. An office is “just” an office, and if you’re not dealing with it daily, it’s easy to make a mistake.
Don’t just go for the first office space you see
“Where is this going?” you might be wondering.
Let me explain. In practice, we often see tenants signing or renewing leases based purely on gut feeling, without properly assessing whether the space actually meets their needs. When we ask whether they’ve carefully considered the required square footage, the response is often dismissive. Common arguments include: “We’re working the same way as before,” “Why move? We have the same amount of space now,” “We can probably cut a quarter of it,” or “I had this checked back in 2019.”
Had these tenants realized that an office workspace in the Netherlands costs around €10,000 per year, their reactions would likely have been much more nuanced. In short, the message of this blog is simple and aligns with its title: Make sure you’re well-informed not only about the square footage you need but also about the costs involved in making the space suitable for your business.
Choosing the right office size
I mentioned 2019 for a reason earlier in this blog. The way office space is used has fundamentally changed since then. This shift has impacted the space requirements of every business. I won’t bore you with terms like COVID-19, hybrid working, or fluctuating workweeks, but the reality is that you need to—perhaps even must—take these factors into account when searching for office space or renegotiating an existing lease.
The question isn’t just how many square meters you need but also how you plan to use the space. Do you require more flexible workstations, or do you need separate areas for focused work? And what about meeting rooms? These are essential questions to consider before making a decision.
Hidden costs of office space
Having the right square footage is just the beginning. The office space you’re considering for rent likely needs modifications to meet your standards. Again, let’s compare this to buying a car. It may look spotless (both the car and the salesperson), but what about the mileage, maintenance history, and tire condition?
The same principle applies to office spaces. What’s the condition of the installations hidden behind that sleek drop ceiling? What kind of ‘deferred maintenance’ are you inheriting? Can the current layout even be reused?
Beyond the rent, there are often additional costs involved: service fees, maintenance expenses, and potential investments in new workstations. These are all costs that should be factored into your budget to avoid unexpected surprises.
Get proper advice before renting office space
Given the investments involved in renting office space, it’s wise to gather all the necessary information beforehand. This way, you won’t find yourself realizing too late that your gut feeling may have led you astray.
Want to be sure your new office space aligns with your organization, work style, and future plans? Take the time to compare your options, conduct a thorough analysis, and seek expert advice. Only then can you be confident that your decision doesn’t just feel right but is truly the best choice.
Want to know how we approach this? Read more about our process here.