An office viewing is your chance to find out how a workspace will function once the working day begins. Ask about the total monthly cost, contract terms, internet, building access, meeting rooms, parking and security. You should also find out what happens if your team grows or your requirements change.
Looking beyond the appearance of the office helps you compare spaces properly and avoid surprises after moving in.
What Is Included in the Monthly Price?
Start with the cost, but do not stop at the advertised rent.
Two offices with similar monthly prices can represent very different value once additional expenses are included. Ask the provider to explain exactly what your payment covers.
Useful questions include:
- Are business rates included?
- Are electricity and heating included?
- Is broadband included?
- Does the price cover cleaning?
- Are communal facilities included?
- Are there additional service charges?
- Will I need to arrange any utilities myself?
Serviced offices can make these costs easier to manage because several services are usually grouped into one monthly payment.
Create Business Hub’s serviced offices in Chelmsford currently include business rates, utilities, cleaning, broadband and access to communal facilities.
Knowing the full monthly figure makes it much easier to compare one workspace with another.
How Flexible Is the Agreement?
Your business may look different in a year’s time, so ask how much flexibility the contract gives you.
Find out the minimum agreement length and how much notice you need to give before leaving. You should also ask about any deposits and what happens at the end of the initial term.
For a freelancer or small business, a long commitment can create unnecessary pressure. A shorter agreement gives you more freedom if your working model changes.
Ask:
- How long is the minimum contract?
- What is the notice period?
- Is a deposit required?
- Can the agreement be extended?
- Are there penalties for leaving early?
Do not assume that every flexible office provider uses the same terms.
What Happens If My Team Grows?
This question is easy to forget when you are viewing an office that suits your team today.
If the business grows, can you move into a larger office within the same building? Could you add another desk temporarily? Are other workspace options available?
Moving premises takes time and creates disruption. Choosing a provider with different office sizes can make future growth much easier to manage.
Create Business Hub offers private offices alongside fixed desks and hot desk options across its locations. This can give businesses more ways to adapt as staffing levels change.
How Reliable Is the Internet?
For most modern businesses, broadband is as important as electricity.
Do not settle for being told that Wi Fi is available. Ask what type of connection the building uses and how it performs when the workspace is busy.
Consider the way your team works. Regular video calls, cloud based software and large file transfers can put greater demands on the connection than basic email and web browsing.
Questions worth asking include:
- Is broadband included in the price?
- Is Wi Fi available throughout the building?
- Can I use a wired connection?
- What support is available if there is a problem?
- Can the connection support the software my team uses?
Create Business Hub states that its locations provide high speed broadband as part of its office offering.
When Can I Access the Office?
Building access can have a major impact on how useful an office is.
A standard working day might suit your team now, but some businesses need earlier starts or later finishes. International clients may also mean taking calls outside normal UK office hours.
Ask when members can enter the building and whether access changes at weekends or on bank holidays.
Create Business Hub’s Chelmsford location currently provides member access from 6am until 10pm Monday to Friday and 8am until 6pm at weekends.
Check the hours for the specific location you are viewing rather than assuming every building operates in the same way.
Are Meeting Rooms Available?
A small private office may be all you need for everyday work. Client meetings can be another matter.
Ask to see the meeting rooms during your viewing and find out how booking works.
You should know:
- How many meeting rooms are available?
- How many people can they accommodate?
- Is there presentation equipment?
- How far in advance can rooms be booked?
- Is meeting room use included?
- What are the additional charges, if any?
Think about how often you actually hold meetings. Paying permanently for a much larger office may make little sense if you can book a meeting room when required.
What Other Facilities Can I Use?
The office itself is only part of your working environment.
Ask to see kitchens, breakout areas, toilets and any quiet spaces available. If your team cycles or exercises before work, showers may matter too.
Printing and scanning facilities can also be useful, particularly if you would otherwise need to arrange your own equipment.
Consider what a normal day looks like for your team rather than being distracted by facilities you are unlikely to use.
A comfortable communal space, for example, may prove far more useful than an impressive feature that nobody needs.
What Security Measures Are in Place?
You need to feel comfortable leaving equipment and business belongings in your office.
Ask how members enter the building and whether private offices can be locked.
You may also want to know:
- Is CCTV in operation?
- Does the building use access control?
- Who can enter outside reception hours?
- How are visitors managed?
- Can individual offices be locked?
- What happens if an access card or key is lost?
Create Business Hub states that its premises use CCTV, lockable private offices and access controlled main entrances.
You should still ask about the arrangements at the particular building you are considering.
Is There Reception or On Site Support?
Good on site support can make a noticeable difference to the working day.
Ask when reception staff are available and what they can help with. If clients regularly visit, find out what happens when somebody arrives for a meeting.
A professional reception can help create a stronger first impression, particularly for a small business that does not employ its own front of house team.
On site staff can also help when practical problems arise, from meeting room queries to building issues.
What Are the Parking and Transport Options?
Visit the office as if you were travelling there for work rather than simply attending a viewing.
If you drive, ask about parking. Do not assume spaces are included because there is a car park outside.
Find out:
- Is on site parking available?
- Is it included or charged separately?
- Are spaces allocated?
- What public parking is nearby?
- Is there somewhere secure to leave a bicycle?
If your team uses public transport, walk the route from the station or bus stop.
Create Business Hub’s Chelmsford location has limited parking available to rent, with public parking nearby. Its Criterion House site is also around a 15 minute walk from Chelmsford Station.
Businesses considering other offices in Essex should make the same checks at each location, as transport and parking arrangements will differ.
Can I Personalise the Office?
An office does not have to feel temporary simply because you are using flexible workspace.
Ask whether you can add your company name, bring in furniture or decorate the room. A small amount of personalisation can make the office feel more like part of your business.
This is particularly useful if clients visit regularly or you want to build a stronger company culture.
At Create Business Hub, businesses can personalise their private workspace and use company nameplates, subject to the arrangements at the location.
Is the Building Accessible?
Accessibility should be checked before you sign an agreement, not after somebody needs it.
Consider employees, clients and visitors.
Ask about:
- Step free access
- Lifts
- Accessible toilets
- Accessible parking
- Building entrances
- Support for visitors with additional requirements
Create Business Hub states that its Chelmsford location is accessible and includes a lift and disabled toilet.
If accessibility is important to someone using the office, discuss their specific needs during the viewing.
What Is the Local Area Like?
An office can look perfect inside but still be in the wrong location for your team.
Walk around the surrounding streets after the viewing.
Look for cafés, shops and places where employees can buy lunch. Consider how safe and comfortable the area feels when people arrive early or leave later in the evening.
Think about clients too. Will they find the building easily? Is the address somewhere you would be comfortable inviting people to?
A location that supports the working day often has more value than simply choosing the cheapest available room.
Can I Speak to Someone About My Specific Requirements?
A useful office viewing should feel like a conversation rather than a sales tour.
Explain how your business works. Tell the provider how many people you employ, how often the team attends and what facilities you use.
They may be able to suggest an office or membership arrangement that you had not considered.
It is also a good opportunity to understand how responsive the team is. The support you receive during the viewing can give you an indication of what the experience might be like once you move in.
Frequently Asked Questions
How long should an office viewing take?
Allow enough time to see the office, communal areas and facilities without rushing. Around 30 minutes can be sufficient for a straightforward serviced office, although larger spaces may take longer.
Should I view more than one office?
Yes. Comparing several spaces gives you a better idea of value and helps identify which facilities actually matter to your business.
What should I take to an office viewing?
Bring a list of questions and make notes as you walk around. You may also want to take photographs, with permission, and measure the room if you plan to bring particular equipment or furniture.
What is the most important question to ask when viewing an office?
Ask what is included in the total monthly cost. This prevents you from comparing an inclusive serviced office with another space that has several additional charges.
Should I ask about future office availability?
Yes. If your business is growing, ask what happens when you need more desks or a larger room. Moving within the same business centre can be much easier than relocating completely.
Can I arrange a second office viewing?
Most providers will be happy to arrange another visit. A second viewing gives you the chance to bring a colleague and check anything you missed the first time.
Final Thoughts
A good office viewing should answer far more than whether you like the look of the room.
Find out what the monthly price includes, check the contract and understand how the office can change with your business. Test the practical details too, including transport, broadband, meeting facilities and building access.
Most importantly, picture an ordinary working day. The right office should make that day easier for you, your team and your clients.
If you are comparing serviced offices in Chelmsford or other offices in Essex, contact the Create Business Hub team to arrange a tour and discuss the questions that matter to your business.