01The strongest office-space decisions begin long before a site visit. A well-defined requirement turns an enormous market into a focused set of viable options—and gives every stakeholder the same basis for comparison.
Begin with the operating model
Headcount is only the first number. Consider shift patterns, attendance policy, client-facing teams, training rooms, expansion plans and the mix of focused versus collaborative work. These inputs shape everything from floorplate efficiency to parking and building access.
A three-year view is usually more useful than a snapshot. Build a base case and an expansion case so a shortlist can accommodate growth without forcing the business into unnecessary space on day one.
Define the complete commercial envelope
Headline rent is not the full occupancy cost. Common-area maintenance, power, parking, fit-out, deposits, escalation, taxes and restoration obligations all influence the effective number.
- Agree the target occupancy cost, not only the target rent.
- Separate essential requirements from useful preferences.
- Set approval thresholds before negotiations begin.
- Model fit-out and move-in timing alongside lease commencement.
Score every option consistently
Use one scorecard for location, building quality, floor efficiency, compliance, resilience, employee access and commercial terms. It keeps attractive presentation from outweighing operational fit.
The purpose of a shortlist is not to create more choice. It is to make the trade-offs visible enough for leadership to make a confident decision.
This perspective is general information, not legal or financial advice. Project and market conditions should be verified for each decision.