Setting Up a New Office: The Complex Process That Demands Expertise
Dec 2, 2024
Setting up a new office is no walk in the park. It’s not just about picking some desks and chairs, slapping on a fresh coat of paint, and calling it a day. It’s a labyrinth of decisions and logistics with a sprinkle of exorbitantly expensive mistakes.
This is where Magic Ops saves the day — think of us as your fractional Head of Real Estate, here to turn chaos into a finely orchestrated symphony.
Why Office Setup Is More Than Just Moving Furniture
Your office is your second biggest expense after your team. Yet, far too often, businesses hand the responsibility of setting up a workspace to an overwhelmed assistant or a ragtag team of well-meaning employees. Spoiler alert: this rarely ends well.
The office strategy can supercharge productivity and boost morale, but a poorly planned one? It’s a black hole of inefficiency and wasted resources. This isn’t a job for amateurs—it’s a mission for experts.
Phase 1: Strategy
Before you even think about office furniture, there’s the big-picture strategy to nail down. Where should you have one? Only in your HQ city or do you also want to set one up for your offshore employees? Is your office just a workspace or are you bringing clients in? Do you have any special requirements, like a 3D printing lab if you're in hardware? Or perhaps you're looking to set up a doctor's office, which comes with a whole set of its own requirements?
How do you align office locations with your workforce distribution and business goals? These are decisions that ripple through your company’s operations for years.
Magic Ops dives deep into market analysis, team demographics, and long-term scalability to set the foundation for success.
Phase 2: Selecting the Perfect Location
Sure, you could pick an office based on proximity to your favorite lunch spot, but we recommend taking a more thoughtful approach. From transport links and local amenities to zoning regulations, the checklist for choosing a location is miles long—and every item matters.
We sift through the data so you don’t have to, ensuring your office lands exactly where it needs to be.
Phase 3: Negotiating Leases
Leases: the legal equivalent of quicksand, or, in some cases, prison. Without the right expertise, you’ll find yourself neck-deep in unfavorable terms, hidden fees, and clauses that haunt you later. Imagine not being able to get out of your space because your landlord doesn't allow sublets, for example!
Magic Ops has been negotiating leases in NYC, SF, Boston, DC, Miami, Sao Paolo, Paris, and London for 10+ years – trust us when we say that each market has its own peculiar oddities. With us on your side during the negotiation, you'll get the flexibility and protections you need—without any nasty surprises.
Phase 4: Creating a Workplace Strategy
An office isn’t just a space; it’s a tool for productivity. Should your layout encourage collaboration, or do your teams need more privacy? Should you go modular, open-plan, or somewhere in between? What does each team need and how will they grow? And how do you make it all future-proof?
Our interior architects craft workplace strategies tailored to your company’s unique needs, balancing functionality, adaptability, and style.
Phase 5: Interior Design and Branded Environments
Your office should scream you, not “generic office block.” From sleek branding touches to employee-friendly ergonomic designs, Magic Ops ensures your space reflects your company’s culture while maximizing comfort and efficiency.
Branding ≠ just a logo on the wall, by the way. Branding is all about infusing the space with your personality, whether that be through creatively designing meeting rooms, thoughtfully curating art, or even by weaving in the right kinds of plants.
Phase 6: IT Infrastructure and Technology Integration
From reliable internet to AV setups and server racks, IT is the lifeblood of your business. But setting it up is a headache of epic proportions. Magic Ops handles everything, from helping you choose the right ISP and ordering desk monitors, to installing enterprise grade conference room A/V equipment and room booking systems, to finally ensuring that everything is secure and scalable.
Phase 7: Construction and Permitting
Construction and permitting are the wildcard of office setup. Delays, regulations, and unexpected hiccups can derail the entire process. We manage timelines, permits, and contractors, so you don’t have to lose sleep over fire codes or zoning laws.
Phase 8: Procurement of Furniture and Supplies
Picking furniture may sound fun until you’re staring at hundreds of chair models and desk configurations. We streamline the process, selecting high-quality, ergonomic furniture that aligns with your budget and brand. We also have 10-25% discounts with most furniture retailers, which we pass on to you.
Phase 9: Onboarding Facility Services
Think snacks, utilities, cleaning services, and even event management. These small details make a big difference in your team’s day-to-day experience. Magic Ops ensures nothing is overlooked, so your office runs like a well-oiled machine from day one, but also so that it remains well-oiled on day 500.
Phase 10: Move-In Day
Moving day should feel like a celebration, not a logistical nightmare. We coordinate every detail, ensuring a seamless transition with minimal downtime. All you need to do is show up with your team and pop some bubbly!
The Value of Fractional Expertise
Still think your PA can pull this off? Think again. Magic Ops brings the experience of a full real estate team without the overhead. For companies with fewer than three global locations, our fractional Head of Real Estate service is a no-brainer.
You get CPAs to do your taxes and HR professionals to deal with your people, why do you think you don't need an expert for your second-largest expense – your office?
Conclusion
From startups and VC firms to enterprise customers like Twilio, Uber, and Monday.com, we’ve helped businesses navigate the chaos of office setup with finesse. Our clients have saved money, improved team satisfaction, and even grown their bottom line. Want to be our next success story?
