Office Space

This category contains all articles related to or specifically talking about topics on office spaces, office rentals, and more.

August 9 2019

Executive Suite vs. Conventional Office Space: Which Should You Go For?

Judy Ponio Office Space 0

For most businesses, keeping costs low and profits high is the primary goal. This mantra influences much of the decision process within the organization.

One important decision that entrepreneurs have to do is pick out an office space. Of course, it must be cheap and fits the need of the business.

When it comes to choosing an office space, business owners are often faced with a common dilemma. What type of office space is more suited for their business: an executive suite or a conventional office space?

Executive suites became have become popular in the past two decades. Rising real estate costs force businesses to choose it over traditional offices. Though it’s usually cheaper, executive suites are not suited for all types of business.

In this post, we’ll help you figure out which office setting is more favorable for your business.

What’s the Difference Between an Executive Suite and a Conventional Office Space?

In general, there are three major differences between both office settings. They vary in amenities, area and lease terms.

Conventional office spaces have generally bigger areas than an executive suite. Basic amenities such as furnishings, phone systems, and internet connection are available. But they are often purchased or leased individually on top of the original lease amount.

Rental agreements often specify longer rent terms. They commonly last three to five years. The longer the term, the cheaper the rent is. Some terms can even extend up to 10 years. Sub-leasing is usually prohibited and tenants are usually required to look for a new occupant if they want to terminate the lease prematurely.

Meanwhile, executive offices have more flexibility in rent terms. Some office spaces can even be rented on a month-to-month basis.

Its smaller than the conventional office and amenities are shared among other occupants. This includes lobbies, reception areas, receptionist personnel, kitchen, break rooms, and meeting rooms. The rent contract often includes access to all the facilities without any extra cost.

Its “plug and play” model makes it much more affordable than conventional ones. They are also commonly known as a serviced office, business center, shared office space and hoteling.

Pros and Cons

Should you go for executive suites or conventional office spaces? There is really no sweeping answer to that. Each business has different needs. So we broke down the pros and cons of each office setting to help you figure out which is best for your business.

Affordability

Start-ups and small businesses can save more money with executive offices. It’s cheaper and has all the regular amenities of an office. You don’t have to invest in a phone system and other office equipment. Even security systems are in place too.

But for businesses with more established operations, a conventional office is more affordable. Remember that executive offices are less roomy than conventional ones. If you have a sizeable number of employees, it could get packed. Not to mention that they have to share the facilities with other tenants. This might affect efficiency in the workplace.

Amenities

As mentioned above, amenities in executive offices are shared among tenants. This includes a common kitchen, lobby, reception area, and office equipment. Our executive office space for rent in Boca Raton, Florida even has maid service, cable TV and fully sound-insulated rooms.

High definition cameras are also installed in all corners of our office building. It’s situated just a few blocks from the ocean too, giving each office space a scenic view of the beach. So you’ll always feel that holiday vibe even when you’re working.

In traditional office spaces, each tenant can choose their own amenities. They can opt to put a common area for employees or a lounge for clients to wait in. It’s completely their call as conventional office spaces are completely bare upon turnover.

Most of the time, phone systems and internet connections are their responsibility too. Unless the lease contract specifically says the landlord will take care of it.

Flexibility

When it comes to lease terms, executive offices offer more flexibility than conventional offices. Rent terms for executive offices are shorter and renewable periodically.

This is perfect for small business owners who are still finding their footing. They don’t have to be tied to a long-term lease contract should they decide to switch to a virtual office or stop their operations. If they go for the latter, they won’t have to worry about furniture disposal too. This is because executive offices usually come fully furnished.

July 26 2019

How To Set-Up a Virtual Office For a Small Business

Judy Ponio Office Space 0

No one can deny that the world of business is rapidly changing. Online shops had replaced brick and mortar stores. Payments and banking transactions can be done wherever there’s an internet. In fact, a majority of business transactions are now done virtually. It not only makes things easier, but it’s also keeping business costs low.

Small business owners know all too well the importance of keeping business costs at a minimum. That’s why virtual offices are becoming increasingly popular among small entrepreneurs. Many new start-ups are choosing a virtual office over a traditional one too.

If you’re an entrepreneur who wants to cut on operational costs while maintaining a professional image, you’ve come to the right place. In this post, we’ll walk you through the process of setting up a virtual office for your small business. But first, let’s dig deep on how a virtual office works.

What is a Virtual Office?

As the name suggests, a virtual office functions as that of an actual workplace without the physical structure. All operations are done primarily online. Instead of the traditional office tools, it takes advantage of digital tools to manage business operations.

For entrepreneurs, its most attractive features are flexibility and cost-effectiveness. They can grow their business from anywhere in the world without the need for large capital.

This makes it the most ideal set-up for:

freelancers
solopreneurs
work at home moms
business owners who work from home and can’t yet afford to rent their own space
businesses aiming to establish a local presence
digital nomads

The term also refers to companies and co-working spaces that provide businesses a mailing address without renting an actual office space.

Setting Up a Virtual Office

In general, there are two ways to set-up a virtual office for small businesses. You can rent one or set-up your own.

If you decide to go for the former, there are a lot of companies that offer virtual offices for rent. Their services usually include mail and call forwarding, and provision of a local phone number among others. Some virtual offices also offer meeting rooms you can rent by the hour when you need to impress a client. Most of them also offer virtual office plans tailored to your specific needs.

But if you prefer the DIY route, here are some basic steps to remember:

Decide If Your Business Model is Suitable for Virtual Office

Although a virtual office has a lot of benefits, it’s not suitable for all business models. There are businesses that will benefit more with a traditional brick and mortar office. If the majority of your business operations can be done online, you should go for a virtual office. Otherwise, figure out what part of the business can be digitized. This will help you know what services you will need in a virtual office.

Plan Your Strategy

Each business has different needs and your virtual office must meet those. So before you start setting it up, you need to map out your strategy. Do you need a full-time virtual assistant or will a contractor do? What will you use for internal document sharing? How about your workplace collaboration software? Will you be needing a meeting room you can rent on short notice? These are just some of the things you need to decide on to come up with a blueprint of your virtual office.

Invest in a Virtual Office Phone System

In traditional offices, a phone system is necessary. In virtual offices, it is even more so. It’s one of the main tools of communication between you and your clients. That’s why you need to invest in a virtual office phone system. Of course, this depends on your business model.

If your operations rely heavily on calling or receiving calls from clients, you need to get your own system installed. If not, you can save more if you rent a virtual office. Aside from a phone system, they offer a phone receptionist service too. They answer and manage your calls and messages using your company’s name and transfer or forward it to you.

Get a Virtual Office Address

One advantage of virtual offices is getting an address in a primary business district at a fraction of the cost. You can list a business address in central Manhattan without paying downtown NY rent or even doing your operation in the city. It makes your business look professional and helps establish credibility with your clients.

If you’re looking to get a virtual office address in one of the most business-friendly cities on the East Coast, we’ve got the place for you. Our virtual office in Boca Raton will give your business a professional address in a primary commercial district in the city. We also offer customized virtual office rental plans to suit your business needs and luxurious meeting rooms for rent to impress your clients. Contact us to know more.

A beautiful office space where people are working.

March 28 2019

The Most Beautiful Office Spaces in the World

Judy Ponio Office Space 0

An office space often tells a lot about the company. Whether it’s messy, cramped or a total eyesore, how it look reflects that company’s culture.

But there are office designs that just stands out – in a good way. They don’t just boast of good design but of functionality too. From indoor slides to gelato bars, these beautiful office buildings will make you wish you work there.

Well, it’s not yet too late to refurbish your office space. Dive in on this list of the most beautiful office buildings for inspiration.

Lego (Billund, Denmark)

Beautiful new Lego office in Billund, Denmark

Image Credits: ottenki-serogo.livejournal.com

Seeing Lego toys often takes you back down memory lane to your childhood days. Their office in Denmark will relive those memories in the flesh. Its whimsical interior will make you feel like a child again. With bright colored spaces and an indoor slide for those who don’t feel like taking the stairs, Lego employees are surely in for a treat. Its interior design not only exudes positive vibes but also makes it feel more like a theme park than an office.

According to Lego management, they want a distinct office building that clearly conveys the company’s values and culture. Looking at their new office, they certainly hit the nail on the head.

Co Op Kyosai Plaza (Tokyo, Japan)

beautiful office building with green hanging plants on the facade

Image Credits: nikken.co.jp

Leave it to Japan to make something beautiful out of a tragedy. After a destructive earthquake rocked the country in 2011, electricity was in short supply. Proper ventilation became a problem. But the Japanese Consumers Cooperative Union stepped up to the challenge.

It redesigned its office space to be more energy-efficient while inspiring productivity. The walls are lined with greeneries and hanging plant curtains that you won’t even think you’re in the middle of a metropolis.

Selgas Cano Architecture Office (Madrid, Spain)

A beautiful office with glass walls in the middle of the woods

Image Credit: https://www.archdaily.com

Doing office works in the middle of the woods might sound like a crazy dream. But the Selgas Cano Architecture Office begs to disagree. Their office is in a wooded area just outside of Madrid. Half the roof and part of the wall are transparent so employees can see the forest outside in all its glory. Apart from making the office look chic, the half-glass wall is a clever way to take advantage of natural light too.

What better way to convince your clients of your architectural design prowess than a truly innovative office like this one?

Googleplex (California, USA)

Google headquarters, one of the most beautiful office buildings in California

Image Credits: officesnapshots.com

The corporate headquarters of one of the biggest tech giants in the world is all you’ve imagined it to be and more. So much more. From a humble garage in Menlo Park, Googleplex is now one of the most identifiable landmarks in Mountainview, California. With a total area of almost 2,000,000 square feet, the whole structure is definitely designed with employee comfort in mind. Its got relaxation pods, bike lanes, indoor gym, and even a swimming pool making it more like a leisure park than an office space.

AirBNB Headquarters (California, USA)

AirBNB headquarter's beautiful office spaces with different themes

Image Credits: officesnapshots.com

AirBNB lets us feel at home wherever we are in the world and this is reflected in their headquarters in San Francisco, California. The building boasts of office rooms in a variety of decorations that it feels like a really large apartment complex. Whether you’re into Victorian or modern minimalist design, you’ll feel right at home even while running after a deadline.

Inventionland (Pennsylvania, USA)

A uniquely beautiful office space in Pennsylvania

Image Credit: officesnapshots.com

True to its name, the Inventionland office in Pittsburgh is creativity incarnate. If we’re honest, it’s designed to look more like an aquatic fantasy theme park than an office. The pirate ship with a blue octopus on the front floating on blue waters reminds us of the adventures of Captain Sinbad or Jack Sparrow. As if that isn’t enough, they also got a mini fairytale castle and a fountain covered in fake cobwebs. And yes, the employees do their work on the deck of the large pirate ship. Talk about a childhood dream come true.

Nokia Headquarters (Espoo, Finland)

Nokia's beautiful office building with full glass walls in Finland

Image Credit: zdnet.com

Nokia was one of the first companies to introduce mobile phones that can fit right in the palm of your hand. It’s Finland headquarters kept true to its reputation as a trailblazer. The building design looks like it came straight out of a sci-fi movie. Its floor-to-ceiling glass walls give you a gorgeous view of the Finnish landscape. The scene is even more magical in winter when the place is covered in a blanket of snow.

GitHub (California, USA)

A woman sitting in a bar inside the beautiful GitHub office in California

Image Credit: officesnapshots.com

GitHub employees work in cafes and bars rather than in an office. You read that right. Their office in San Francisco is built to encourage employees to interact in a casual, laidback environment. It’s got a saloon, a game room, a prayer room and a nursing room for mothers. Employees can also work in specially-designed working couches giving it a chic, urban co-working space vibe. This novel approach in an office design seemed to have achieved its intended purpose. GitHub is now home to one of the world’s largest community of developers.

Which of these beautiful office spaces would you like for yourself? What do you think is its coolest or most unique feature? Tell us in the comments below.

Looking for the perfect office space?

Check out our luxurious executive office spaces for rent. It’s fully furnished and offers a gorgeous view of the beach right outside your office window. You can also impress your clients with our meeting rooms for rent in Boca Raton, Florida. We offer very flexible rent terms. Get started by taking a virtual tour of our offices now.

February 7 2019

What to Look For When Renting an Office Space

Steve Office Space 0

Finding the perfect office space can be nerve-wracking. It must have that perfect balance of professional ambiance while encouraging creativity.

It’s no wonder why after countless site viewings, you still can’t decide. In these circumstances, making a list of what to look for when renting office space will help.

To make it easier for you, we prepared this guide on what you need to know about renting office space.

Suitable Location

Office buildings on both sides of the river

A suitable location doesn’t mean it has to be in the heart of the city or in a posh high-rise building in Manhattan. A suitable location depends largely on the kind of business you have and where most of your team lives.

If you’re in the IT industry, you should lease office space in places where internet connectivity and power shortage won’t be a problem. If you’re into insurance or other service industries, it goes without saying to stay close to where most of your clients are. If all of your operations can be done online and you just need an actual address to build client trust, a virtual office space will be perfect for you.

Local economic policies and business support initiatives should also be taken into account. That’s why many executives are relocating to places such as that of Boca Raton in Florida. It’s one of the most business-friendly locations this side of the country. Plus, the scenic ocean view is a real treat. Check out our executive office space for rent in Boca Raton.

Affordability

Apart from having the best location, your office space must also be something you can afford.

First, you need to think about how much you’re willing to spend on lease. Prices for commercial property in a prime location can be astronomical. Set a price ceiling so you won’t waste time visiting locations that are way out of your budget.

Remember to take into consideration other expenses like utilities, security, and parking fee among others. How is office space rent calculated? Who pays for repairs and maintenance? Make sure to clear these things out with your potential landlord before making any decisions. Co-working spaces are also becoming increasingly popular these days because they’re cheap and gets the work done. You might want to look into this option too if you want to save up on business expenses.

Space Wide Enough for Your Team

This one is pretty obvious. You can’t squeeze in ten employees in a space intended only for two. It will seriously affect productivity and can hurt your business in the long run. Plus, your employees will be on each other’s throats – figuratively and literally.

How much office space do you need? Consider how many employees you have or are planning to hire. Then figure out how much space the tables, chairs and other items of furniture will take up. Make sure they have enough space to move around and do their jobs unimpeded. A wider space also gives you more room to rearrange the office in case of organizational changes.

Useful Amenities

If given the choice, you wouldn’t probably say “no” to an office building with a helipad or a rooftop pool. But are these really necessary? If you’re one of the Fortune 500 maybe, but if such is the case, you won’t be renting your office.

My point? Look beyond the fancy office amenities. Think about your needs. Do you require a wide parking space? a tight security system? restaurants nearby? or maybe even a kindergarten just a few blocks away so it’ll be easier to drop your kids off to school? upscale meeting rooms to impress your clients? Determine your priorities to know which amenities are more important.

Transparent Lease Contract

One of the deal breakers in real estate is a shady lease contract. The rights and responsibilities of both the tenant and the landlord should be clearly stated. It must also have provisions for early termination of the lease or when you want to sell your business.

Do you plan on having the office space renovated before you move in? Make sure you have a clearly-defined agreement about that on the contract too. Most landlords only allow certain types of renovations especially when it involves significant alterations to the office’s structure. While others don’t allow any type of renovation work at all.

Some rental agreements like ours offer flexible month-to-month terms if you’re not into committing long term. It’s advisable to have your lawyer take a look at the contract first before signing just to be sure that everything is in order.

Appearance

In business and almost everything else, appearance is a great deal. Your office design and overall ambiance tell your clients a lot about your business. It reflects your organizational culture, how you treat employees or how creative you are. A shabby office building that’s in dire need of repairs won’t really paint you in the most positive light. While lavish office decorations can make your clients think your services are too expensive. Make sure that the office space you choose is consistent with your brand and the image you want to project to the world.

Common Area

In modern working spaces, a common area where employees can discuss stories, opinions, and ideas are very important. Whether it’s the kitchen, conference room or the lounge, common areas are proven to increase productivity and creativity in employees. You have no idea how many brilliant ideas and concepts were born in the office’s common rooms. That’s why more and more multinational companies are putting common areas in their offices. Check out this list of the most beautiful office spaces in the world to know how companies are getting creative with their common areas.