Imagine this: You’re holding a steaming cup of coffee, ready to tackle the day, but instead, you’re stuck in an elevator that makes a stop on every floor. Then, just as you’re trying to adjust, someone bumps into you, causing you to spill coffee all over your suit. You’re left waiting another five minutes for the elevator, smelling like your local café. This nightmare scenario, particularly when you’re running late for a meeting or trying to beat the morning rush, could be the worst way to start your day.

Elevators may seem like a simple way to avoid the stairs, but think about it—some elevators can whisk you up to the 40th floor in under a minute! That’s the kind of innovation you truly appreciate when you’re stuck in a scenario like the one above, particularly in iconic skyscrapers like the Empire State Building.

So, as you explore office spaces in New York City, don’t overlook the importance of a well-functioning elevator. An old, sluggish lift in a charming loft might have you twiddling your thumbs, while the latest technology in a high-rise can quickly get you to your floor. In this article, we’ll delve into the cutting-edge elevator technologies, with a focus on speed and ease. Let’s highlight the essential features and explain why they matter when you’re searching for your ideal office. After all, who wants to waste time waiting when you could be up there, getting work done?

Elevators: A Key Factor for New York City Tenants

Elevators in office buildings may seem like a small detail, but they play a massive role. Without high-speed elevators, the practicality of skyscrapers would be questionable at best. Imagine the inconvenience of using old lifts—skyscrapers wouldn’t function without their modern counterparts.

Elevators: The Unsung Heroes of Office Building Satisfaction

Think about the last time you had to wait for an elevator in a crowded office building. It’s frustrating, right? If you’re in a high-rise, having fast and efficient elevators can truly set the tone for your day, allowing you to be where you need to be when you need to be there.

Today’s modern elevators are designed to be power-efficient, which not only reduces energy consumption but also lowers your building’s utility costs. The technological advancements in these systems make them safer and more durable, with lifespans that can reach over 30 years compared to the typical 20 years for older models. Furthermore, a sleek, modern elevator cab can elevate the overall image of a building, adding a touch of class.

Don’t Settle for Outdated Elevators in Your Office Building

Would you really want to work in a building with antiquated elevators? Today’s professionals expect state-of-the-art, high-speed lifts that align with their tech-forward lifestyle. We’ve evolved from manually operated lifts to smart elevators that know your destination even before you press the button. This shift to high-tech elevators not only reduces the need for frequent repairs but also provides a smoother and more efficient ride for everyone.

Imagine stepping into an elevator that doesn’t require you to press any buttons because it syncs with your smartphone or responds to your voice. This is the new standard—intuitive, responsive, and capable of predicting the next high-traffic moments. These elevators adjust based on real-time data, allowing them to optimize their service and, most importantly, provide an energy-efficient and future-friendly experience.

AI and IoT: How Smarter Elevators Are Changing the Game

Did you know the elevator industry experiences over 24 million breakdowns annually, leading to about 190 million hours of downtime? That’s a lot of wasted time. However, thanks to innovations in Artificial Intelligence (AI) and the Internet of Things (IoT), smart elevators are starting to take over. These high-tech lifts minimize disruptions and create smoother rides by predicting potential issues before they occur.

AI and IoT can analyze data in real time, optimizing everything from the elevator’s speed to its emergency response capabilities. With these technologies, you’re looking at fewer breakdowns, shorter wait times, and an overall smoother and safer experience. Considering less than 1% of the world’s elevators currently use AI or IoT, the industry is just beginning to catch up to the potential of these smart solutions.

Eco-Friendly Elevators: A Sustainable Shift

Sustainability is increasingly a priority, and elevators are no exception. Modern systems are becoming more eco-friendly, thanks to innovations like regenerative drive technology, which captures energy as the elevator descends and converts it into electricity. This technology can save up to 35% of energy when compared to older systems. Given that elevators can account for up to 10% of a building’s energy consumption, these savings can significantly reduce operating costs and improve a building’s environmental footprint.

Additionally, green elevators use sustainable materials like bamboo, recycled steel, and low-VOC paints, contributing to a building’s overall sustainability goals. Advanced control systems also help reduce energy waste by predicting traffic patterns and optimizing elevator operations accordingly.

Cutting-Edge Efficiency: How Office Elevators Are Innovating

Have you ever considered how much energy an elevator uses? Modern elevator systems are becoming energy-efficient powerhouses. Innovations like LED lighting, auto-standby modes, and advanced motors help reduce overall energy consumption. For example, upgrading to LED lights in elevators can cut energy use by 45%, providing brighter and more energy-efficient lighting.

The Empire State Building is an excellent example of how upgrading elevator systems can make a significant impact. Despite being built in 1930, it has embraced these energy-efficient technologies, cutting its carbon emissions by 50%.

The Critical Role of Freight Elevators

For businesses like showrooms or those involved in shipping, freight elevators are indispensable. Imagine receiving a large shipment and needing to quickly move it between floors. With an automated freight elevator, you can easily transport heavy goods without the hassle of stairs or manual labor. These elevators offer unmatched efficiency, allowing your business to keep running smoothly without any unnecessary delays.

Smart Freight Elevators: Automating the Heavy Lifting

Automated freight elevators have become a game-changer for businesses. These smart systems can anticipate busy periods, manage operations efficiently, and ensure goods are transported between floors without delay. They also optimize energy use, contributing to sustainability and lowering operational costs.

Choosing the Right Office Building: What to Look for in Elevator Technology

While location and office layout are essential, the technology behind a building’s elevators shouldn’t be overlooked. Here’s what to prioritize when evaluating elevator systems:

• Regular Maintenance: A building that promises regular elevator maintenance ensures smooth daily operations.
• Smart Technology: Buildings using AI and IoT for predictive maintenance will reduce downtime and improve efficiency.
• Energy Efficiency: Choose buildings with energy-efficient elevator systems to lower utility costs and support sustainability efforts.
• Security Features: Advanced security systems like biometric access controls can provide an additional layer of safety.
• Future-Proof Infrastructure: Opt for buildings that invest in modern elevator technology to avoid obsolescence.

Final Thoughts on Office Elevators

Elevators aren’t just a mode of transport—they’re the pulse of the building. A smooth, quick elevator ride can offer a calm moment in a busy day, while a slow or bumpy one can add to your stress. When you’re searching for your next office space, remember that the elevators can tell you a lot about how a building is managed. Are they modern, reliable, and well-maintained? If so, you can bet the management values efficiency and tenant comfort. Keep your eyes on those elevators—they could reveal more about your future office than you might expect.

This revised version offers a fresh take while keeping the essence of the original article intact!

In commercial real estate, office fixtures such as blinds, built-in cabinets, and specialized flooring turn a bare space into a fully functional and welcoming office. However, these are typically the tenant’s responsibility to install and pay for. On the other hand, landlords usually take care of larger structural elements like sheetrock walls and conference rooms, which form the foundation of your office’s layout and usability.

With that in mind, here’s what you need to know about this division of responsibilities before signing the lease and making decisions about office fixtures to get the most value for your investment.

What to Expect with Office Build-Outs

When considering new office spaces, it’s essential to know what the landlord will typically cover in the build-out process. These items are considered baseline features that make moving in more seamless and your work environment more comfortable. Here’s a simple overview of what you can expect:

• Sheetrock Walls: Think of these as your blank canvas. Whether you want small offices or an open-plan design, you can customize the layout to suit your needs.
• Conference Rooms: These are typically ready for use right away and provide a professional setting for meetings and brainstorming sessions.
• Wet Pantries: A small kitchen setup with a fridge and microwave can be a huge time-saver, allowing your team to stay productive without running out for lunch.
• Glass Inserts: These modern touches enhance the sense of openness and natural light while maintaining privacy.
• Luxury Finishes: In more high-end buildings, you may find upgraded features like hardwood floors and advanced tech setups. The landlord will also handle providing essential systems such as electrical distribution, HVAC, and plumbing, especially if there’s a wet pantry or bathroom involved.

Movable Items and Office Fixtures Typically Not Covered by Landlords

When setting up your office, it’s important to know which costs the landlord will not cover. Tenant Improvement Allowances (TIAs) may cover some costs but don’t extend to everything. TIAs generally focus on permanent improvements that add value to the property, such as walls and electrical work, but often exclude movable items and fixtures. Here are some examples of what may be excluded:

• Blinds and Window Treatments: These are often left to tenants because they’re considered personal preferences rather than essential improvements. High-quality blinds can cost anywhere from $50 to $200 per window, and custom treatments can be even more expensive. To manage these expenses, you may want to negotiate their inclusion in the lease or plan for them in your budget.
• Built-In Cabinetry and Specialized Furniture: Custom cabinetry, which can range from $500 to $1,200 per linear foot, is typically a tenant expense. Landlords avoid including these because they are tailored to specific business needs and may not be suitable for future tenants.
• Floor Treatments and Movable Items: High-end flooring options like hardwood can cost $8 to $14 per square foot, while landlords often offer a carpet allowance of around $3 per square yard. If you prefer the look of hardwood, consider more affordable alternatives such as laminate flooring, which costs $2 to $4 per square foot.

Movable items such as office equipment, machinery, and specialized tools are also the tenant’s responsibility. These can range from a few hundred to several thousand dollars, depending on your business’s needs. Since these items are specific to your operations and don’t add value to the property for future tenants, you’ll need to budget for them separately.

Strategies for Maximizing Build-Outs and Improvements

Negotiation plays a crucial role in securing the best deal for your commercial space. If you’re not well-versed in negotiations, consider hiring a commercial real estate broker. Their expertise in navigating complex language and advocating for your best interests can help you land a generous TIA while keeping costs low. Here are some strategies that your broker can assist you with:

• Negotiating Higher TIAs: One way to reduce your out-of-pocket expenses is by negotiating for a higher TIA. For example, offering to sign a longer lease, such as 10 years instead of 5, can encourage landlords to provide more financial support for your build-out. Showcasing your company’s financial stability and long-term potential through detailed financial statements can also reassure landlords and result in a higher TIA.
• Creative Use of TIAs: Once you’ve secured a TIA, it’s important to use it wisely. Focus on key improvements that enhance your office’s functionality and appeal. For instance, prioritize items like quality flooring or advanced lighting systems instead of spreading the allowance thin across multiple minor upgrades. Be sure to document all agreed-upon uses of the TIA in your lease to avoid misunderstandings.
• Sharing Costs for Custom Improvements: Sometimes, landlords and tenants can share the costs of custom improvements, particularly for high-end features that will increase the property’s value. For example, if you’re considering premium finishes, you could negotiate a cost-sharing agreement with your landlord. You could structure this by splitting costs according to the length of the lease term or agreeing on a cap for the landlord’s contribution toward enhancements.

Final Thoughts

Moving into a new office space is exciting, but it’s essential to understand which build-out improvements the landlord will cover and which ones you will be responsible for. By knowing these details upfront, you can make informed decisions and avoid unexpected expenses.

Negotiation is key to securing the best deal. Having everything clarified early on will help you make the most of your TIA and avoid any surprises regarding build-out costs. If navigating this process feels overwhelming, don’t hesitate to seek the guidance of a savvy commercial broker. They can guide you through the intricacies and ensure you secure the most favorable terms.

With the right approach and a clear understanding of your responsibilities, you can create a workspace that meets your business’s needs and keeps your team happy and productive.

Alan Rosinsky, Principal Broker, Metro Manhattan Office Space

You’ve just found the perfect office space for your business. It’s in a prime location, within a well-kept building with security and other great amenities. You can already picture your company thriving there for years to come. But then, you receive the lease agreement, and it’s filled with legal jargon that might as well be written in a foreign language. Suddenly, the excitement turns into anxiety as you struggle to understand the fine print.

If you find yourself in this situation, don’t worry – you’re not alone. Many business owners are overwhelmed by the dense legal language. But here’s the good news: you don’t need to be a legal expert to navigate your lease successfully. The key is knowing which clauses to watch out for and how to address them. By identifying the areas that could cause issues, you can negotiate with the landlord for clearer terms or modifications. And, when in doubt, hiring an experienced commercial real estate attorney to review and negotiate the lease can save you a lot of trouble.

In this guide, we’ll help you cut through the legal jargon and focus on the lease clauses that have a direct impact on your business. We’ll show you how to spot potential problems, negotiate better terms, and safeguard your company from hidden costs. After reading this, you’ll be ready to approach your lease negotiations with confidence.

Key Financial Lease Clauses

Let’s start with the most critical factor: money. The financial aspects of your lease can make or break your business. Before signing anything, it’s essential to carefully review the lease clauses that affect your bottom line. These are not just minor details; they’re the factors that will determine if your office space is a great investment or a financial burden.

Begin by reviewing your Term Sheet or Accepted Offer – this is your blueprint. As you read through the lease, check each business term against the corresponding lease clause, marking it as “agreed” if it matches. This step isn’t just a formality; it ensures that the lease aligns with the deal you negotiated. And here’s a pro tip: do this before your attorney starts charging you an hourly rate to review the document.

Now, let’s break down the key financial elements that are often found in a lease.

Base Rent and Escalation Clauses

If you’re looking for office space in a city like New York, don’t expect to just pay the base rent – there are often additional costs. The base rent is typically quoted per square foot, but you may also be hit with “Additional Rent,” which includes things like electricity or maintenance fees. These extra charges can vary, so make sure you’re clear on the total cost.

Additionally, while many charges remain fixed, the base rent and property taxes usually increase over time. Pay special attention to the escalation clause, which will outline the annual percentage increase in rent, as well as your share of property tax increases. These typically kick in after the first year, and you can expect them to rise by about 3% per year. While this may seem like a burden, it’s a standard clause to protect the landlord against rising costs and inflation.

Operating Expenses & Loss Factor

Two aspects of New York real estate can unexpectedly affect your budget: operating expenses and loss factors.

Operating expenses refer to the costs of maintaining the building, including repairs, renovations, and upgrades. If the building undergoes a major renovation (say, a new lobby), you may be asked to pay a portion of the cost. This is your “fair share” of the building’s upkeep.

Loss factor refers to the discrepancy between the space you lease and the space you actually get to use. For example, you may lease 5,000 square feet, but because of shared areas like hallways and elevators, your usable space could be closer to 4,000 square feet.

To protect your budget, be proactive and negotiate these terms. Can you limit increases in operating expenses? Can you negotiate a better loss factor? Every dollar saved here means more funds to reinvest in your business.

Rights and Responsibilities Clauses

Now, let’s get into the terms that define how you can use the office space. These clauses cover issues like subletting, maintenance, and your options if you need to terminate the lease early.

Sublease & Assignment Clause

Let’s say your business unexpectedly grows or shrinks – what happens if you need to sublease part of the space or transfer the lease to someone else? This is where the sublease and assignment clause becomes crucial. Ideally, you want this clause to be flexible, allowing you to sublease or assign the lease with minimal hassle. You’ll also want the landlord’s consent to be reasonable, meaning they can’t unreasonably block your plans.

The clause should also outline the process for getting approval, including a set time frame (typically 30-45 days). And remember, if you make a profit from subleasing, the landlord may want a portion of it – but everything is negotiable.

Early Termination Clause

No one likes to think about ending the lease early, but it’s important to plan for the possibility. An early termination clause gives you the flexibility to exit the lease early, usually by providing notice and paying a penalty. This could save you from being stuck in a space that no longer works for your business, especially if you experience unforeseen changes in your company’s growth or direction.

While this clause can seem like a precautionary measure, it’s a safety net that can give you peace of mind and prevent future headaches.

Hidden Clauses That Could Disrupt Your Business

Sometimes, it’s the less obvious clauses in the lease that can cause the most trouble. Let’s look at some clauses that could leave you with unwanted surprises.

The Demo Clause

In certain cases, your lease may include a “Demo Clause,” which allows the landlord to terminate your lease early if they plan to redevelop the property (e.g., turning it into residential apartments or a hotel). While this clause is rarely used, it’s important to be aware of it. If invoked, the landlord may be required to cover your moving costs and offer compensation, but it’s worth negotiating these terms upfront.

The Relocation Clause

The relocation clause allows landlords to move you to a different space within the building, usually to accommodate larger tenants or reorganize floors. While it’s not necessarily unfair, it can be disruptive. Negotiate terms that ensure the new space is comparable in size and ideally located on a higher floor. Also, ensure the landlord covers all moving expenses.

The Good Guy Guarantee

A Good Guy Guarantee is a clause that holds you personally liable for the rent during your time in the office, but it also offers an escape if your business struggles. If you can’t pay, you can hand over the keys and leave the space, as long as you’re current on payments. While it’s not something to worry about immediately, it’s a useful safety net if you face financial difficulties.

Legal Protections and Liability Clauses

Understanding the legal and liability clauses in your lease is essential to protect your business. These provisions cover everything from compliance with regulations to insurance and potential defaults.

Compliance with Laws and Regulations

Make sure your lease outlines your responsibilities regarding compliance with laws and safety regulations. For example, you may need to upgrade your office to meet accessibility standards or update electrical systems to comply with safety codes. Your landlord is typically responsible for major upgrades, so ensure these obligations are clearly defined.

Security Deposits

While paying a security deposit can feel like a financial strain, it’s often necessary for landlords to protect themselves. Negotiate the terms of your deposit to ensure it’s fair, such as requesting interest on the deposit or ensuring its return within 30 days after the lease ends.

Defaults

Minor violations of the lease, such as noise complaints or unauthorized renovations, can result in penalties. Pay attention to these non-financial defaults to avoid any unexpected issues.

Conclusion

Most of the language in a commercial lease is standard, but it’s crucial to understand the small percentage that could impact your business. Since a lease is a significant financial commitment, it’s wise to work with a real estate attorney for a thorough review. While some clauses may seem landlord-friendly, keep in mind that courts typically favor tenants in disputes, so you may have more negotiating power than you think.

Focus on understanding the key financial terms and any complex legal clauses in your lease, and be proactive about negotiating terms that align with your needs. By carefully reviewing these key elements, you’ll be in a stronger position to manage your lease and protect your business interests.

Imagine you’re in the shoes of a seasoned data scientist evaluating multiple offers from AI startups. The decision isn’t just about salary — your workspace could play a major role. AI startups in 2024 face a unique challenge in finding office spaces. Your team needs far more than just high-speed Wi-Fi and ergonomic chairs. You need spaces that can handle high-performance computing infrastructure while also impressing high-level engineers choosing between your company and a corporate giant. With competition ramping up, finding the right space is crucial as you compete with other startups eyeing the same real estate.

Choosing the Right Space for Your AI Firm in New York When selecting the ideal office for your AI company, it’s essential to consider both the practical and strategic factors. At this moment, you have several promising options. While many leading firms opt for sleek Class A office buildings to make a strong first impression and provide reliable tech infrastructure, there are other, more cost-effective neighborhoods such as the Garment District and Murray Hill offering competitive advantages without the premium prices.

Key Considerations:

• Defining Your Culture: Are you more about boardroom meetings in a polished Midtown office, or does your culture lean toward a creative, laid-back environment in a neighborhood like SoHo or Flatiron? Your office location speaks volumes about your company, both to your clients and employees.
• Balancing Budget and Needs: While Class A buildings look great, it’s essential to ask if you truly need all the perks. For startups still scaling, it may make more sense to direct funds elsewhere, such as hiring additional talent or upgrading your tech infrastructure, rather than paying for excessive prestige.
• Attracting Top Talent: Being located near renowned universities, innovation hubs, or vibrant tech ecosystems can make it easier to recruit the best machine learning engineers. If you’re serious about growing your talent pool, selecting the right location is a strategic decision.
• Planning for Growth: In the fast-paced AI sector, you need to think about the future, not just your current team size. As you scale, will your chosen office space still accommodate your expanding workforce, or will you need to relocate?

Exploring Key Manhattan Districts for AI Firms Your decision on where to set up shop will directly influence your company’s growth trajectory, and the choice between the Financial District (FiDi) and Midtown is more crucial than ever.

The Financial District: A Strategic Move for AI Companies FiDi continues to attract AI startups that want to assert their dominance in the financial world. For instance, Hyperscience chose the prestigious 88th floor of One World Trade Center for its headquarters, signaling its commitment to the world’s largest financial institutions. The space gives them the room to expand while placing them at the heart of global finance.

Similarly, Celonis Inc. took 75,000 square feet on two floors at One World Trade Center, giving them ample room to grow as they cater to enterprise clients. This decision speaks to their commitment to expansion, all while being in the most sought-after location in the city.

At 101 Greenwich Street, Ocrolus is another AI company strategically positioned in FiDi. Their location provides easy access to financial decision-makers, offering opportunities for collaboration and recruitment.

Midtown: Healthcare Meets Business Intelligence Midtown is another prime location for AI firms, particularly those focused on healthcare or business intelligence. For example, Paige AI selected 24,132 square feet at 11 Times Square, positioning themselves between top-tier hospitals like NYU Langone and Columbia Presbyterian. This strategic location is a natural hub for collaboration, where medical professionals and AI engineers can interact seamlessly.

Sisense, a business intelligence AI company, secured 24,169 square feet at 1359 Broadway in the Garment District, a location bridging the past with the future. The area’s transformation from a fashion hub to a tech powerhouse mirrors Sisense’s mission to drive digital transformation in traditional enterprises.

Midtown East and Murray Hill: Prestige Meets Practicality For many growing AI companies, Midtown East and Murray Hill offer the perfect balance of accessibility and prestige. These neighborhoods provide proximity to major transit hubs like Grand Central, offering easy access for your team and clients.

Take Talkwalker, for example. Their move to 711 3rd Avenue, securing 6,516 square feet, wasn’t just about the space itself. It was about buying into the dynamic ecosystem that surrounds the area, with easy access to both clients and amenities.

Murray Hill, on the other hand, has become a go-to neighborhood for many AI startups looking for a blend of professionalism and casual, tech-centric vibes. EliseAI’s decision to occupy 30,282 square feet at 33 E 33rd Street reflects the neighborhood’s unique balance — it offers a prime location without the Midtown price tag, making it perfect for growing startups.

SoHo, NoMad, and Flatiron: Creative Hotspots for Innovation The creative energy in SoHo, NoMad, and Flatiron offers an inspiring backdrop for AI companies. These neighborhoods have evolved from their industrial roots into hubs of creativity and innovation.

SoHo, with its cast-iron buildings and vibrant artistic culture, offers a unique setting for tech startups. Take Qloo, for example, based at 100 Crosby Street — the perfect blend of tech innovation and artistic inspiration, where the spirit of creativity meets cutting-edge AI.

In the Flatiron District, Remesh’s office at 60 Madison Avenue is a prime example of the area’s rise as a tech hotspot. It’s an ideal location for companies looking to be at the center of New York’s tech community, surrounded by inspiring architecture and bustling innovation.

Conclusion The AI industry in New York continues to thrive, and its demands are reflected in the real estate choices companies make. Whether it’s premium offices in FiDi, innovation hubs in Midtown, or creative districts like SoHo and Flatiron, your office space is more than just a physical location. It’s a reflection of your company’s vision, culture, and ambition.

For AI founders, the right office can be the difference between attracting top-tier talent and falling behind. Make sure to consider your team’s needs, your company’s growth, and the strategic advantages of your chosen location. Your office will set the tone for everything your company will achieve in the future. Choose wisely.

Business owners and executives often focus on aesthetics and vision when touring office spaces – admiring views, the lobby, and that “wow factor.” As a broker, I often see key practical concerns being overlooked, which could cause serious issues down the line. Problems such as inefficient HVAC, insufficient power outlets, or poorly designed layouts can seriously affect your team’s experience.

That’s why I’ve put together a list of five crucial things every business owner should evaluate when touring office spaces. Whether you’re working with a broker (like me), another agent, or going solo, this checklist will help you assess potential spaces thoroughly, ensuring you make an informed decision. Your goal is to find an office that supports your team’s needs—not one that leads to problems after six months.

1. Assess Both Common Areas and Your Leased Space

When you’re touring an office, it’s easy to get caught up in the appeal of your potential private office. However, don’t overlook the building’s shared spaces. These areas have a significant impact on your daily work life. Think about it: you and your team will regularly walk through the lobby, use the elevators, and share the bathrooms. The condition of these areas can tell you a lot about how well the building is managed.

Start with the basics: you want a well-maintained security desk, elevators that work without delays, and ADA-compliant, clean bathrooms. HVAC systems and modern LED lighting throughout the building (not just in the office itself) play a major role in comfort and productivity.

In your actual office, consider your team’s day-to-day routine. Is there a place to grab coffee? Is there a kitchenette, or could one be added? What does the natural light look like? Could it cause screen glare? Pay attention to small details like ceiling tiles, which could indicate whether the landlord takes care of the building. Remember, once you sign the lease, these aspects can’t be easily changed, and they can influence your team’s experience long-term.

2. Building Security & After-Hours Access

Security should be a major factor when evaluating a building. Key questions to ask include: Does the building have a lobby attendant, and what are their working hours? Some buildings provide 24/7 security, while others are only staffed during business hours. How do visitors sign in, and how are temporary guests handled? It’s important to understand the building’s after-hours access. Will you need key cards, a security code, or an app to enter?

Check for security features such as surveillance cameras in common areas, elevators, and hallways. These can be crucial, especially if your team works unconventional hours or stores sensitive equipment. Ask questions like: How many employees work evenings or weekends? What kinds of valuables will be kept on-site? What emergency protocols are in place?

If your business requires a high level of security, look for a Class A building with advanced features such as turnstiles, comprehensive security systems, and robust check-in processes. Understanding the details of these procedures will ensure smooth and professional experiences for clients and visitors.

3. Mechanical Systems: Elevators & HVAC

Let’s dive into the less glamorous, but essential details: elevators and HVAC. At 2 PM during your office tour, the elevators might seem fine. But return during rush hour and you’ll see how delays can waste your team’s time. A five-minute morning wait can add up to hours of lost productivity over time. Ask the building manager about delivery logistics, especially if you anticipate frequent shipments. Learn how freight elevators operate—whether building staff manage them or if suppliers can access them independently. This information will help you avoid headaches later.

Also, HVAC systems can make or break your office’s comfort. Office buildings may have central HVAC or window units. Central systems vary: some allow individual offices to control their temperatures, while others have a building-wide setting. It’s also important to ask about operating hours—many central HVAC systems run only during standard business hours. If you need HVAC outside of these times, it may come with additional costs.

When touring, ask about the HVAC system:

• Is it central or window units?
• Who controls the temperature?
• Are there separate temperature zones?
• What are the system’s operating hours?
• What are the costs for after-hours HVAC?

4. The Surrounding Neighborhood & Public Transit

Take a walk around the neighborhood when touring the office space. While online photos might make the area look trendy, check how safe and convenient it feels after hours. Will your team feel comfortable working late? Are there good restaurants and cafes, or will they struggle to find lunch or dinner options? Your office location is more than just a business address—it’s where your team will spend most of their waking hours.

Also, test the convenience of commuting. Check if the “just 10 minutes from Grand Central” claim holds up during rush hour, or whether the nearby subway station is as accessible as promised. Make sure your team isn’t facing a stressful daily commute or dealing with limited parking. Use online tools, like Metro Manhattan’s commute calculator, to get a realistic picture of the daily travel experience.

5. Building Amenities & Renovation Updates

Finally, inspect building amenities and their current condition. Beyond the marketing photos, evaluate the usability and maintenance of facilities like fitness areas, outdoor spaces, and dining rooms. A gym with broken equipment or a crowded lunch area can quickly turn from a perk into a frustration.

It’s also worth looking into any ongoing renovations or facade work. While temporary scaffolding or netting might be off-putting, these projects usually last only a few months. Unlike a flawed office layout or HVAC system, facade work is short-term, and tenants who can see beyond these temporary inconveniences often find great deals on spaces with good long-term value.

Final Thoughts

After years of helping businesses find the right office spaces, one thing is clear: the best decisions come from a careful, methodical review—not from excitement alone. While it’s natural to get excited about a space, it’s important to address practical details upfront. This office tour checklist is designed to help channel your enthusiasm into a choice that will work for your team for years to come.

Every business takes a unique approach to selecting office space—whether it’s a thorough walkthrough with the team, instinctive decision-making, or reliance on floor plans and photos. There’s no one-size-fits-all process, but the goal remains the same: find an office where your team can thrive and grow.

Let me know if you need any further adjustments!