Starting your first office might be the most complex and confusing decision. However, when the time comes, you need to set up the first office for your business.
It’s a big step that is too unfamiliar for you. However, if you have a digital or virtual business, this can be extra crucial as it gives you a direction and a huge step towards the goal.
To know how you can start this, what you should be following and how you can do it in the best way, this is the ultimate guide for your help.
What You Should Be Knowing Before Going Ahead?
Opening your first office takes more than just the right space, it needs your clear understanding of why and for what you are requiring it. In fact, establishing your office is the easy part of this journey.
The hardest part is answering the questions that are basic but can help you in making sure that you are making the right decisions.
Do You Really Need An Office?
The most obvious question is why do you even need to have an office right now?
Running your office should have a purpose. There should be a reason why it’s important to have it now, not later. Also, it’s crucial to know if you need an office or you can do the work from home.
Working from home can help you in saving a lot of money and energy.
Well, some of the reasons that you need your office for your business, as it can be :
- To maintain the professional image
- To find the better location
- To boost the capital
- To increase the staff numbers
- To save yourself from home office horrors
- To plan for long term
- To expand the business into new markets
- To increase the interaction with clients
- To boost the team mentality
Do You Want To Purchase Or Lease The Space?
When you know that working from home is not for you then your business is going to need a space outside.
Here you get two options. Either purchase the space or rent it. You can ask the professionals for understanding how much working space you are going to need, and what will be the right choice.
Well, both options have their own pros and cons.
For renting the space, you might require to consider these points first :
- Renting offers you maximum flexibility. So you are not tied to any location and move anytime you want.
- The rating doesn’t require too much maintenance.
- Depending on where you are taking the space for rent, the price can be low and favorable.
- You can save time, money, and extra hassle by renting the space.
- But you don’t have any equity in the property
- Your rent can increase depending on the agreement you signed
- You might get a landlord that is unreliable or hard to deal with.
As for buying the space, here are some of the points to your help:
Here you get the potential for building equity. It can be a good investment vehicle over time.
- You can rent it out later if you have unused space and add steam for income.
- You have the freedom to do the changes, upgrading, remodeling, and decorating.
- But, it’s your responsibility to pay attention to property maintenance which takes time and money.
- You have to pay the property taxes.
- It can have potential financial pitfalls like building declines.
What do You Need To Do Before You Start The First Office?
When the business expands, starting the office seems like the most obvious thing. Also, you have a lot of work that needs to be done. So having your own office is helpful and it improves your business too.
Here are some of the things that you need to do before that :
Finding The Right Location
In business, your location is a king. There is no doubt that there is a huge role that the location plays.
It should be easy for your customers and clients to find your location. Also, the place can personally help in attracting new clients.
Apart from that, it can offer a stress-free environment for you to work.
Look For Hidden Prices
When you are planning to move, you are either going to rent or lease the space. Well in both you are going to deal with real estate.
That’s why it’s important to protect yourself from any hidden price. This can wrack your budget.
Make yourself clear with all the expenses you need to pay before you sign the papers. Also, check everything so you know what you are dealing with.
Re Consider Your Floor Plans
It’s important to know what works and what is not.
The best way to know this is to consider the way your employee works.
There is huge popularity in open floor plans. This comes with flexibility and also allows the employees to have better interaction.
Know What Will Keep It Comfortable
It’s important that you feel comfortable in your new office. That’s why focus on making it comfortable. Add things that can help in relaxation and freshen up the mind.
Your office is your second home, you are going to spend most of the time there. That’s why it should be comfortable and healthy to work.
The Growth Plans
The space you chose should have the potential to boost growth. When you look for space, never make it based on your current needs.
The business expands, and changing spaces can take a lot of time. Also, it’s not good for the business.
Invest In Right Furniture
The furniture is important as you are going to work there for a long time. It’s important that it should be comfortable, easy, and convenient.
Buying something for fashion that has no purpose can be a waste of money. Also, know what your office might need to conduct a better operation.
Declutter Before You Move
When you are moving to a new space, make sure you are taking things that you don’t need with you.
There might be things that should be in the garbage bag but you are too lazy for that. It’s the right time to declutter things.
Make sure your new office should only have those items that are really important. Don’t take the outdated documents, files, or broken chair with you.
Start with fresh items and thoughts.
How To Set Up Your First Office?
To set up your office, it should be well equipped and have a working environment so the business can be more efficient.
For making sure that you have everything that you need, here are some points for you:
1. Furnishing Your Office
The first thing you need is to furnish your office. For that, you need to start with the basic minimum requirements of equipment and furniture. It includes :
A standard desk that comes with an adjustable chair, L- shaped desk so you can work better with a computer.
- Consider your office supplies catalog to know what you will need.
- Get an organizer to keep things in their place so you have the access to things when it’s needed.
- Also if you expect the visitors, you are going to need furniture for them as well.
The common checklist that you can follow for your office furniture and equipment is –
- File cabinets
- Comfortable chair
- Overhead and work lighting
- Client seating
- Office decorations
- Work Tables
- Fireproof safe
- Labeling Machine
- First Aid Kit
- Alarm System
- Paper Shredder
- Wall whiteboard and markers
- Fire extinguisher
The work office should be well equipped so you can easily get in touch with others. It requires enough telephone lines as well as extension.
Well here you need these items in your checklist :
- Telephone line
- Toll-free line
- Cellular telephone and internet features
- Cordless telephone
- Answering machine or service
- Tape recorder
- Fax machine
3. Office Stationary
Office stationery is crucial to, however, make sure you buy the basics. This might be the smallest line so you don’t go overboard with it.
Office supplies are not expensive, make sure you are not spending too much on them. Here are some of the basics stationery that you should have in your office :
- Business cards
- Postage stamps
- CD or floppy disks
- Printer paper
- Cleanings supplies
- File folder
- Pencils and pens
- Printer cartridges
- Imprinted advertising specialties
What Is The Right Way To Start Your The New Office?
Starting your first office can be hectic if you don’t know how to do it the right way. There are a lot of things you might be thinking about, so it’s better to consider the steps one by one. Here is what will help.
Step 1: Consider Your Budget
The first step is the important one, you need to have a budget. There are different options you will get that will suit different budgets, however, it’s not hard to get swayed and end up investing in things you don’t want.
So before you start, take a short break and understand the things you have to buy. Including what you will choose for space. Are you going to buy the space or rent it?
Both affect the budget, so you should know if it’s worth it or not.
The budget needs to be separated for different things, such as furniture, stationery, decoration, and extra things you want to add in the end.
Step 2: Make Your List
The list will help you in knowing what you will need and planning the budget smartly.
Spend some time doing the brainstorm, and make a list. You can use online platforms to get the idea of things that will be needed for the first office.
It includes the type of furniture you want, supplies, furnishing, and items that suit your business.
Step 3: Plan The Layout
The layout is important as you can utilize the space efficiently. Also, this can help in reducing the wastage, and you can focus on the work better.
You can consider the help from the professional or you can do it on your own. Here you need to create a space that can be suitable for your work. Also, it should have a healthy working environment for motivation and boosting innovative thoughts.
Step 4: Get The Help of Professionals
Here you can process everything, including setting up space on your own. But it’s better to take help, so you know if you are doing it the right way or not.
Professionals know how to manage your expenses with the budget you have. So you don’t go over budget and have the right items for your office.
Also, you can get the setting you are hoping for within a good deal. Not just that hiring a professional can help in reducing the chances of getting into risk and money waste.
Step 5: Setting Up The Office
Well, here you require to set up space as you want. It includes decorating the office, placing all the equipment, and making it comfortable.
Set up your office in a way so you can focus and make your work more efficient. Make sure there are no distractions where you work.
Also consider what paint you should be using, along with the lights and fresh air. It should be open and have enough light, as it will affect your health and eyes if you are working in dark and too close spaces.
Once you are done, you are all set and you start your work in your first office.