How to Choose the Right Office Space: A Practical Guide for Companies

Jill Munger
Aug 22
2 min read

Selecting a new office is one of the biggest decisions a business can make. Get it wrong, and you risk wasting money, frustrated staff, and a space that doesn’t support your operations. Get it right, and your office becomes a growth enabler—driving productivity, collaboration, and brand impact.

Here’s a clear process to help companies navigate the journey with confidence.

1. Define Your Needs

Before you start viewing buildings, get clarity on what you actually need.

Headcount: How many people do you need to accommodate today, and what about in 2–3 years?
Workstyles: Do your teams need mostly desks, or a mix of meeting rooms, focus pods, and collaborative areas?
Hybrid patterns: If staff work remotely part of the week, you may not need a desk for everyone—but you will need flexible, shared spaces.

A workplace planner can help run a space analysis to determine the right mix.

2. Calculate Space Requirements

As a rough guide, South African offices average 6–12sqm per person, depending on layout and amenities. This is only a baseline. Additional factors—executive offices, boardrooms, training rooms, storage or showrooms—can shift the requirement significantly.

3. Work Out a Budget

Your office costs go beyond rent. Include:

Fit-Out: Design, build, furniture, technology, signage.
Operational Costs: Utilities, cleaning, maintenance.
Allowances: Some landlords offer a tenant installation allowance.
Contingency: Always keep 10–15% aside for unexpected items.

4. Shortlist Locations

When narrowing options, think beyond the building:

Accessibility: Transport routes, client proximity.
Talent Attraction: Will staff want to commute there?
Neighbourhood: Safety, amenities, overall impression.
Flexibility: Lease terms and expansion opportunities.

5. Test-Fit the Space

Never sign a lease without a test-fit layout. This quick design exercise shows whether the space can support your needs and highlights any modifications required. It’s the best way to avoid costly surprises later.

6. Factor in Timing

From initial brief to move-in day, a typical office project can take 3–6 months. That’s from sourcing the space all the way through to handover. Planning early means you won’t be rushed into poor decisions.

Final Thoughts

Choosing an office isn’t just about square metres or rent. It’s about aligning space with strategy, people, and brand. With a clear process, companies can avoid common pitfalls and create a workplace that truly supports their business.

If you’d like expert guidance on space planning and fit-out—or just need help crunching the numbers—reach out to Next Interiors. We’re here to make the process clear and stress-free.