How to Find the Perfect Office Space: A Step-By-Step Guide to Successful Office Hunts

At Conexus Studio, we recognise that the selection of your office space is more than just determining a building location; it’s part of a tactical strategy in Singapore’s fiercely competitive commercial scene. One that can redefine your brand, boost productivity, attract top-tier talent, and shape the trajectory of your business. So don’t settle for any ‘space’ – aim for a strategic stronghold.

Here, we’ve curated a guide for you, with insights from the Conexus team gleaned from helping our clients find the perfect office space. Whether it’s which factors to consider when choosing a business location or workplace interior design tips, we’re here to help you navigate each decision with accuracy and insight. Whether you are based in Singapore or elsewhere, follow this step-by-step guide and learn how to choose your perfect office today.

Step 1: Identify Office Requirements and Business Goals

As with any act of importance, having a clear idea of your objectives is an instrumental step. Let’s start by dissecting your business requirements and your team’s culture, values and goals. 

While it may not be an exhaustive list, these questions can serve as touchpoints to initiate this reflection: 

• What do you wish to achieve with this change in office location? Are you hoping to reach your business’s sustainability goals or turn it into a digital workplace of the future?

• What are your staff projections in the next few years?

• How should the office building’s interior design represent your company and corporate branding?

• What is your workplace model? Is it mostly in-office, remote or hybrid work?

• How will your employees, visitors, clients and commercial partners engage with the space?

• What is the budget allocated for the lease and renovation of this new office space? 

• How much time can you afford to spend on the whole process of research, design and renovation? (psst, check out Conexus’ helpful guide to successful office renovation to help you plan a seamless renovation)

Step 2: Touring Potential Spaces

When you have a more concrete idea of what you are looking for, it is time for the fun part — checking out potential spaces for your business!

Physical Location and Accessibility

A major point of consideration in this step is the physical location. Regardless of the industry or scale, the location of your office will be a heavyweight factor that affects other business aspects. Significantly, client convenience, talent attraction and retention as well as branding and opportunities.

• Client Convenience

One of the easiest ways to get started is to think from your client’s perspective. Picture a potential client finding their way through confusing roads and parking troubles just to reach your office. Now, compare that to a hassle-free trip to your space where entrances and essential facilities are easily accessible.

Wouldn’t you agree that the latter scenario makes your brand shine in a more positive light?

• Talent Attraction and Retention

Next up, let’s talk about how this affects your staff, a.k.a the backbone of your company. To reel in and keep your A-team, your office should be a space that excites them, allowing them to thrive and connect easily. This is especially crucial in the professional landscape of Singapore, where there is a rising demand for enriching work environments that support work-life balance. 

This sets the stage for long-term success of talent retention — a crucial factor when considering the advantages and disadvantages of choosing a good location for a business.

• Branding and Opportunities

Taking a step back from the specificities, your office’s location contributes to the larger narrative it weaves in the business ecosystem. By residing in a neighbourhood with a good reputation and a concentration of compatible businesses similar in scale, you may unlock new chances for collaboration. Why stop yourself from such opportunities? This proximity to peers also fosters networking, knowledge sharing, and a better branding that may benefit your business in exciting ways.

Considering Office Infrastructure

Naturally, when it comes to selecting the perfect commercial office space, the physical attributes should also play a pivotal role.  Luckily for you, this is Conexus studio’s specialty and we’ll be happy to share some valuable tips!

From various features of modern office infrastructure, to important things to look out for when viewing a property, get your notepads out and check these off your list!

1. Best Office Layout: Fosters Collaboration and Interaction

First up, the office space planning and layout. For any business, your workplace should orchestrate synergy among the staff, simultaneously meeting the needs of your business while nurturing innovation and growth. 

Be ready to engage in discussions extensively. Gauge staff requirements, design preferences and expectations for the new office and its infrastructure. Subsequently,  determine the ideal floor plan, office interior, and how you may work around options based on your requirements.

2. Meeting Requirements: Size, Rooms, Receptions, and Arrangements

Before you dive too deeply into certain specific spatial requirements, here are some of our suggestions: 

• Have a good grasp of the sizes and types of meeting spaces your team needs — from intimate huddle spaces to expansive conference chambers. 

• Craft reception areas that welcome visitors while emanating your brand’s distinct character.

• Establish breakout zones that provide moments of solace or revitalisation.

• Ensure seating arrangements are flexible and functional. 

• For example, departments that work together frequently can share a space, while staff who require more confidentiality in their roles may be seated at a quieter corner, etc.

Forward-looking leaders, be sure to cast your gaze toward your business’s future growth and design areas that can accommodate your expanding team! Conceptualise your office interior and space not only for the present but for the potential vistas ahead.

3. Determining Lighting: Natural Light and Views

Another crucial aspect of office infrastructure that deserves your attention? Office lighting. 

Backed by the research of Cornell University’s Dr. Alan Hedge, natural light isn’t just a design choice — it's a mood-enhancing, wellness-boosting powerhouse. In Singapore, where workweeks average 43.7 hours, an invigorating sunlit workspace could be a real game-changer to keep spirits high! So let the sun’s rays infuse energy into your office, and create a haven of productivity and well-being. 

Bonus: it’s a budget-friendly move too, cutting down on additional electricity costs required for the interior design of your office.

4. Connectivity Considerations: Setting Up Your Tech Foundation

Now, let’s talk tech — the heartbeat of today’s business world. Don’t shy away from getting technical while visiting prospective spaces; bring in experts like a trusted fit-out partner if needed. Collaborate with landlords to assess the wiring setup – after all, nobody wants to grapple with a jumble of cables. 

• Tip: To maintain orderliness and prevent disruptions in your workspace, opt for offices equipped with raised floors or underfloor trunking. This choice not only streamlines your setup but also reduces the need for costly hacking procedures.

Oh, and here’s a savvy move: prioritise Green Mark buildings for optimal performance. From efficient power options to energy-saving LED lighting, get ready to sculpt a connected and sustainable office that's all about boosting your success! 

5. Ensuring Ventilation: HVAC Systems and Quality Indoor Air

Lastly, indoor air ventilation. In Singapore’s modern workplaces, air conditioning and ventilation are simply non-negotiable. And it's not just about staying cool – it’s about keeping your team healthy. With clean circulation of air, you help reduce nose-and-throat irritations and transmission of airborne diseases in your office.

Hence, when selecting your office, remember these gems:

• Have your interior design contractor check if the building’s HVAC systems and other infrastructure features meet the latest requirements.

• Mind where those air handling units (AHUs) go — strategic placement of your workstations keeps noise at bay.

• Request for HVAC maintenance records, and if it’s regular, you know you’ll be in good hands.

Budgeting and Cost Efficiency

After covering vital office infrastructure features, it’s time to tally the numbers. As the compass to your office space quest, your budget can quickly shortlist the best commercial buildings and spaces. 

So rope in your finance team, and interior design fit out company into this discussion: 

• Thoroughly evaluate the cost-effectiveness of the office space, weighing factors such as cost per square foot, lease tenure and terms.

• Delve into the profit and loss dynamics of your enterprise to consider how much you can invest in rental expenses.

• Scrutinise how well the original property aligns with your business needs. Then, calculate the cost of renovation or refurbishment that is required. 

Ultimately, choosing a strategic business location can offer long-term value by reducing relocation costs and fostering a stable environment. As an office renovation is a hefty investment, prudent budgeting is paramount, so speak to experienced contractors as soon as you can! 

Step 3:  Doing a Test Fit

When you are done with all that planning, you get to unveil the workspace’s true potential with the ultimate litmus test: the Test Fit. 

See this as the grand reveal, ensuring your chosen office building can gracefully house your needs — think X workstations, Y conference rooms, a sleek reception area, a bright pantry, and those oh-so-important meeting rooms. If there are any issues at this stage, you must discuss with your office designer or fit-out partner to plan the steps forward.

Conclusion

In a nutshell, your office space is more than just a location; it serves as the cornerstone of your business strategy in Singapore’s competitive landscape. As a calculated move on the corporate chessboard, you can easily take this chance to redefine your brand, amplify productivity, and draw in top talent.

So, go through our guide with the best help you can get to make each decision with precision and foresight: 

• Identify office requirements and business goals

• Tour potential spaces

• Take note of physical location and ensure client convenience

• Prioritise accessibility for talent attraction and retention

• Maximise business opportunities with neighbourhood visibility

• Consider the office infrastructure

• Gauge office layouts based on staff requirements

• Meet all spatial requirements and plan for expansion

• Determine the kind of lighting your office needs

• Create a robust tech setup for optimal connectivity

• Ensure ventilation is in check

• Wise spending is key to success so keep your budget in mind

• Do a test fit to see if your office requirements are all met to a “T”

We hope you’ve enjoyed this read as much as we loved writing it! You can also check out our video below and follow for more episodes from our video series “Office Design with Conexus”, where we'll personally walk you through our office's relocation and renovation journey.

Wishing you a successful and fruitful office space quest!

Works Cited

Ha, Champa. “Work-life balance tops list of priorities for employees in Singapore | HRM Asia.” HRM Asia, 7 June 2023, https://hrmasia.com/work-life-balance-tops-list-of-priorities-for-employees-in-singapore/.

Hedge, Alan. “Hedge A and Nou D. Worker Reactions to Electrochromic and Low e Glass Office Windows. Ergonomics Int J 2018, 2(4): 000166.” Medwin Publishers, 23 July 2018, https://medwinpublishers.com/EOIJ/EOIJ16000166.pdf.

Ministry of Manpower, Manpower Research and Statistics Department. “Summary Table: Hours Worked.” Labour Market Statistics and Publications, September 2023, https://stats.mom.gov.sg/Pages/Hours-Worked-Summary-Table.aspx.

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