Quality factor

When searching for a new office location, fundamentally nothing should be left to chance. However, making the right choice requires comprehensive know-how or an experienced consultant. While deciding on the location can sometimes be straightforward—and evaluating the initial impression of a property or the surrounding infrastructure is also relatively easy—operating costs, heat requirements, and energy expenses can likewise be calculated quickly using the relevant documentation and the energy performance certificate. Yet, many quality features cannot be judged at first glance, and some of these play a significant role in your future satisfaction with the rental property. All too often, a rude awakening occurs after moving in. This can be related to the fit-out standard and property quality on the one hand, and to tricky clauses and the "fine print" in the lease agreement on the other. With serviced and flex offices as well as business center solutions, there are particularly large differences in quality that require careful examination. The following questions should definitely be taken into account:

Contractual Issues:

– Can the lease agreement be extended repeatedly under the same conditions, or can it also be concluded for an indefinite term?

– How are price adjustments regulated in the GTCs (General Terms and Conditions) and the lease agreement, and are they linked to a comprehensible index (e.g., CPI)?

– Are there hidden costs or user-based flat rates (e.g., for internet usage, kitchen/lounge usage, additional employees, etc.)?

– Is it a genuine all-inclusive contract, or are various services such as mail handling, internet, or coffee billed separately?

– Can the offices be flexibly expanded and downsized at any time, especially on a daily cancellation basis, to cover peak workloads or project business?

Property Quality Checklist:

– Were the office walls constructed with enhanced sound insulation, thereby ensuring sufficient discretion?

– Is there a professional and external-facing lobby reception on the ground floor/entrance area, and is it staffed by the serviced office operator's personnel? Or is the lobby reception merely staffed by a building concierge or security service? Is the reception perhaps even hidden within the rental unit on one of the office floors?

– Is the property a pure office building with a corresponding security concept, or is it a mixed-use office/residential/entertainment building?

– Do the office rooms have fully openable windows?

– Is the internet connection highly available and adequately dimensioned (at least Gbit bandwidths)?

– Are there sufficient bookable tenant parking spaces in the underground garage as well as corresponding visitor parking spaces available?

– Is there a bicycle garage?

– Can a sufficient air exchange be guaranteed in office and meeting rooms, and is the temperature individually adjustable in every room?

– Are terrace or outdoor areas available to all tenants?

– Are there sufficient meeting and conference room capacities in various dimensions provided at the location, or are there only 1-2 meeting units?

– Does the office furniture meet ergonomic standards and legal regulations for a permanent workstation (e.g., minimum width for desks of 160 cm, ideally 180 cm, office chairs with lumbar support, etc.)?

This checklist is by no means exhaustive and is merely intended to provide a better understanding of the complex issues involved in the holistic evaluation of office solutions. Our experts are happy to assist you in comparing different serviced office solutions and will also advise you on the review and drafting of the corresponding service and lease agreements. In addition, we will gladly prepare a non-binding cost comparison between fully serviced, semi-serviced, and unserviced office solutions with you.

Simply ask for our office experts and benefit from our decades of experience—we look forward to advising you!

We are pleased to announce that Your Office and Vision Decision are now joining forces to assist you. All familiar services will remain—with even more locations and opportunities for you.