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5-Step Checklist to Viewing an Office Space

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Finding the right office space can feel like a big deal—because it is. The space you choose says a lot about your business, impacts your team’s morale, affects productivity, and can even shape the way clients perceive you.

If you’re planning to move into a new office or open your first physical workspace, you probably have a few questions swirling in your mind. And with so many options in cities like Delhi and Gurgaon, it’s easy to get lost in the details.

That’s where this simple 5-step checklist comes in. Whether you’re a startup, a freelancer building a team, or an established business looking to relocate, these steps will help you walk into a space viewing fully prepared and walk out with clarity.


Step 1: View It From Both Employee & Client Lenses

Before you look at floor plans or plug points, step into the building and ask yourself one thing: What impression does this place give off?

  • From your team’s perspective: Would they feel motivated working here? Is it comfortable, accessible, and filled with natural light? Could you imagine your team collaborating or unwinding here during breaks?
  • From a client’s perspective, First impressions matter. Walk through the reception area, look at waiting lounges, and observe how well the front desk staff interacts with visitors. A polished, welcoming front office reflects professionalism.

Also, ask if the provider allows customization of your office layout or branding—like your own signage, interiors, or specific configurations. Being able to mold the space as your own makes a big difference.


Step 2: Think Ahead—Plan for Growth

You might need only 5 desks now, but what happens 6 months down the line when you’re hiring more people?

Always ask to view a larger office space within the same business center or building, even if you’re not ready for it right now. This gives you an idea of whether the workspace can grow with you.

Ask the team:

  • Can we upgrade to a bigger space easily?
  • Do you have flexible lease terms or expansion plans?
  • Is there room for future departments or meeting rooms if needed?

Scalability should be a key part of your decision-making. You don’t want to move again just because your team grew.


Step 3: Dig Into the Tech Setup

In today’s work environment, fast, reliable tech infrastructure is non-negotiable.

You don’t need to be a tech expert, but you do need to ask the right questions:

  • Is high-speed internet included?
  • Are there backup lines in case of outages?
  • What’s the downtime-to-recovery time if the network fails?
  • Do they have onsite IT support in case something goes wrong?

Request a copy of the technical specs so you can show it to your IT person or tech consultant. It’s better to confirm upfront than scramble later when you’re setting up your systems.


Step 4: Look Into Services, Amenities, & Support

One big reason companies choose managed or serviced office spaces is because of the extras that make work smoother.

During your viewing, don’t just look at the space—observe how the reception staff interacts with calls and visitors, and ask about:

  • Admin support: Can they help with documentation, scanning, and mail handling?
  • Meeting room access: How are bookings handled? What’s the availability?
  • Pantry or café access: Are there refreshments? Can you bring your own caterers?
  • Breakout spaces: Are there areas for casual chats or team huddles?

Also, check the client retention rate of the space. If many businesses stay long-term, it’s a sign they’re happy with the service and facilities.


Step 5: Understand Pricing—Down to the Last Detail

This part is crucial. Once the tour ends, sit down and get a clear price breakdown. Don’t rely on ballpark figures or rough quotes.

Ask:

  • What’s included in the rent?
  • Are utilities like electricity, internet, and housekeeping included?
  • Are there extra charges for meeting rooms or printing?
  • Do you offer packages or discounts for long-term commitments?

Transparency is key here. A cheap quote can be tempting, but sometimes, it hides add-ons that inflate your actual monthly cost. Make sure you’re comparing apples to apples when checking different office spaces.


Bonus Tips to Make Your Viewing More Effective:

  • Bring a checklist or notebook to jot down observations and questions.
  • Visit during work hours to get a feel of the space’s actual vibe.
  • Take photos or videos (if allowed) so you can review the space later with your team or manager.
  • Check connectivity: Try making a call or loading a webpage on your phone to get a sense of signal strength and Wi-Fi quality.


Final Thoughts

Finding the perfect office space doesn’t have to feel overwhelming. When you know what to look for, what questions to ask, and what future needs to keep in mind, the process becomes a lot smoother.

This 5-step checklist ensures you’re not just picking a space that looks good but one that works well for your team, your clients, and your business goals.

Whether you're browsing sleek business centers in Connaught Place or checking flexible offices in Cyber City, use this guide to view smart, choose smart, and grow smart.