14 Key Factors to Consider When Choosing an Office Space

When it comes to choosing an office space for rent, location is often a secondary factor business owners consider. Instead, cost is typically at the top of the list, along with size.

However, when it comes to office space rental in Ottawa and the surrounding regions, you should also take into account whether it fits your customer’s needs and provides you with the facilities you require. Whether you just need a simple office or a larger meeting room, there are some key factors you should take into account.

Do Your Homework FirstOffice Space for Rent

If you’re looking to rent a workplace, you should start planning well in advance so you can be sure to find a space that is ideally suited to exactly what you’re looking for. This should be accomplished without feeling rushed or pressured into signing a rental agreement. You want to leave yourself enough time to spare if the need arises. This way, if you find that the space you’re looking at isn’t to your liking, you’ll have ample time to look at other options.

Business Location

If you’re looking for office space for rent, location should be at the top of your list of considerations alongside price. Ideally, your clients and employees should be able to find and reach the location easily. Look at the parking options as well as the accessibility to public transit.

Also consider whether it’s in a good neighbourhood or not. Cheap rent could be a good indicator that the area isn’t so safe or is perhaps difficult to get to. You also want to be sure it’s close to other amenities like restaurants, where you and your staff or clients can go for lunch.

Consider Virtual Office Space

If you have a home-based business, it’s ill advised to host client meetings in your own living room, as that doesn’t exactly exude professionalism. If you’re a startup, budgets are tight and regular business lunches may be a drain on your resources. Virtual office space rental in Ottawa gives you a place to meet with your clients when needed in addition to a professional mailing address and an answering service so your home phone and mail are kept separate.

Learn About the Space You Are Renting

Find out all you can about the space you are renting. For instance, see whether the landlord based the rate on actual square footage and if the office includes space that is actually available. This is why it’s important to visit the office you’re considering and be sure the landlord shows you everything. When you’re looking to rent a workplace, look at the smaller offices in the building to start; the landlord may just offer you incentives to rent a larger space once you’re already on the property.


In today’s connected world, an office space with good infrastructure should be at the top of any prospective tenant’s list of desired features. You want to know that the space includes a reliable Internet connection, among other things like phone lines and postal service. Managed office space is another option to consider.

Business Type

Always consider your company’s type of business or industry when selecting an office space. Different spaces may cater to different types of industries. For instance, a downtown spot may not be the best choice if you are expecting frequent  shipments of goods. On the other hand, if you’re a startup and are looking at shared offices, then one in a downtown hub may present opportunities for networking.


How close will your office space be to your customers, competitors, suppliers, and partners? When choosing an office space, you want to ensure that it has the right proximity for your company. This will differ from business to business. Ideally, you  want to be as close to your customers as possible, with proximity to suppliers and partners being very important as well.


Pay special attention to the office space’s proximity to competitors. With any business, it’s important to strike the right balance when it comes to competition. Being too far away from your competitors may mean you lose out on a certain segment of  customers; however, being too close can create added business pressure and rivalry.

Office Space Ambience

Does your office have the right environment and ambience for your employees? Ambience is often overlooked, but it can  have a big effect on your image, reputation, and work productivity. Quiet spaces are not just important for your employees  but also for your reputation when it comes to meeting with investors, partners, or clients. One of the best renting office space  tips is to check out any office in person and determine its ambience before signing a lease.


Is your office space accessible? When it comes to accessibility, you need to consider more than your own ease of getting to  the office. Employees, clients, customers, and suppliers all need to be able to get to and access your office space when  necessary. Does your office space have easy access by car or public transportation? Does it have delivery access for  suppliers? Is the office accessible for people with physical disabilities?

Parking and Bike Storage

One major component of accessibility is whether your office space has parking for cars and storage for bicycles. For many of your employees, customers, clients, and partners, cars and bicycles will be the main method of transportation to get to your office. If your office doesn’t have suitable parking, it can create major complications and accessibility issues.


At some point, any building will need repairs. When you lease or rent an office space, it’s important to determine whether you will be responsible for repairs. This can be a hidden cost that is not represented in the rent that you pay. In fact, if you are  responsible for repairs, that can have a big impact on the monthly costs of renting the space.

Legal Requirements

Whenever you are signing a lease, it’s important to speak with a lawyer before making any commitments. Once you sign a  lease, you may be locked in to disagreeable terms. Speak with a lawyer before signing a lease to ensure that the agreement is  in your favour and not heavily tilted towards the landlord. If you are renting an office on a monthly basis, less discretion is  needed, but it’s still a good idea to speak with a lawyer.

Contingency Plan

Sometimes, even with enough planning and preparation, an office space will not work out for your needs. Unforeseen events may occur, either with the space or your business. Make sure that you are able to leave a space and make an early exit if the  need arises. For new or smaller companies, office rentals may be more preferable than long-term office leases. Your criteria  for choosing office space should always include an exit plan or contingency plan.

As the leading provider of office space rental in Ottawa and Mississauga, Innovative Professional Offices provides clients with fully managed offices that are ideally suited to SMBs, startups, and home-based offices. We provide professional meeting spaces for booking, phone answering service, and a professional mailing address at an affordable price.

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Pat Fernandes

Using all the skills, experience and knowledge gained in my work life, it gives me great joy to help professional business owners to find a comfortable office space to carry out their day to day work. At Innovative Professional Offices we provide executive office space for solo-preneurs and small companies. We provide virtual office services for those who work from home, but need a business address and telephone. We provide board rooms for meetings and small seminars.
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