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Office rentals: Office rental process 

We have created easy-to-use guides to help you get started with choosing premises and to support your company through the different stages of the selection process. This guide outlines the stages involved in the premises process and the typical schedule for how it unfolds.

The most important aspects of the office rental process are careful needs assessment, correct scheduling and efficient project management. The best help is provided by an experienced office facility partner, who makes sure that the process runs smoothly and that the company is able to react to the right things at the right time. Larger companies usually hire their own interior designer and architect for the project, while smaller companies often take advantage of the collaboration network provided by the office facility partner. A project manager and contractors are usually hired for the project through the office facility partner. 

What are the steps of the process and the timeframe for it?

• Project team: The project team consists of a minimum of two members – the office facility partner and a representative of the company management, additionally a staff representative, an HR person and an IT professional may be involved. 
• Needs assessment: The most important stage of the process, which focuses on the needs of the personnel and the company’s strategic goals, and determines the company’s space needs, desired location and technical building requirements. 
• Facility search: The office facility partner seeks premises that meet the criteria in suitable locations.
• Viewing of the premises: The most potential listings are explored on-site. During the viewing, you can see how the premises, services and area meet the company’s needs and what kind of modifications the premises require. At the same time, you can gain more information on the lessor and the property itself. 
• Offer: Once the needs have been clarified, the facility partner will make an initial offer for the premises. Quotes can be requested from several different listings, enabling comparisons. 
• Modification plan: If changes need to be made to the property, preparation of a modification plan will be started with the property owner at this stage at the latest. 
• Drafting the lease: Once the choice of the premises is confirmed and the need for modifications is clear, it is time to draw up a lease agreement. 
• Change communication: The purpose of internal communication is to inform staff and get them excited about the relocation. The more motivated the staff, the easier it is to manage the change. 
• Modification work: Work that is purely cosmetic is usually completed within a few months, including competitive tendering and procurement, while the renovation of a large property can take up to a year. Depending on the size of the space, it will take a few days or weeks to decorate. 
• Move: The most important thing in the move is good scheduling and division of responsibilities. The best working environments are constantly developing, so it is also a good idea to collect feedback from the staff after the move. 

The time spent on the facility project depends on the size of the company, the type of space being sought and the extent of the modification work. For a small company, the change of premises can be completed in a couple of months at best, but for a large company, it is a good idea to start the search for new premises at least 1–2 years before the end of the previous lease. In the case of a new building, the timeline is even longer – usually 6–12 months for negotiations and 18–24 months for construction, so it is a good idea to set aside 2–3 years for the whole project. 

Want the best professionals in the industry to help you with your office facility project? 

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Read our other guides to help you choose the right premises:

• Company’s strategic needs 
  How can facilities support a company’s brand and growth goals? 
• Need for space and size of office space 
  What size of office space is best for your business? 
• Use of premises 
  What kind of premises and operating methods promote the well-being and productivity of your staff? 
• Location of the premises 
  Why is location the most important thing in the choice of office premises? 
• Office building 
  What kind of office building is best suited for your business, in terms of age, appearance and style? 
• Viewing the premises 
  What are the things to consider when viewing the premises? 
• Lease agreement 
  How is the price of the premises formed and what should be recorded in the lease agreement? 
• Lessor 
  How do you recognise a good, value-adding facility partner? 
• Move and occupation of the premises
  How should the scheduling of the move and the division of responsibilities be handled? 

Published: 05/02/2025

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