An office alternative

Umhlanga Ridge is a hotbed of business … from micro businesses, to SMMEs, medium sized businesses and corporate giants, they’re all represented in this growing hub of commerce. For those seeking a litte flexibility, and who are closely weighing up convenience and cost issues, the following article should make interesting reading.

Choosing serviced office space could be a great solution for your business needs, as there are many benefits to exploring this option. You are able to look professional, remain flexible, avoid CAPEX, including having to purchase your own furniture, all the while saving money.

Yes, the square metre price of a leased office will normally appear lower than a serviced office quote, but the serviced quote also includes buildings insurance, maintenance, furniture, voice and data services, security, rates, reception facilities and, best of all, the people to manage these services and any other costs you would usually be liable for if you take on a lease.

So, if this sounds like an appealing argument, then the decision is not whether to choose a serviced office, but which serviced office best suits your needs.

At the moment there are a few service providers on the Umhlanga Ridge, all offering different solutions at different costs.

To help you with your search and decisionmaking, here are some points to consider and questions you should ask;

Voice
Phone System
Is there a phone system in place?
Is the system future proof?
Do they provide technical support and if so in what form?
Does the capability include unique numbering?
Does it have voicemail, call forwarding and are there any additional costs associated with this?

Additional Charges
Is the phone line rental and handset included in the monthly cost?
What are the rates for calls?
Reception Services/Call Answering
Does the receptionist answer the call in the company name?
Do they take messages?
How do they handle messages?
Are there any additional charges for other team members?

Data
Cable Network
Is it CAT5 +?
Do they provide network points in each office – if so how many?
Servers and racking
Is there space to house your server and if so at what costs?
Are you able to plug and play email and internet-wise?
Internet
Do they supply and to what extent?
What supply do they have coming into the space and at what cost?
Is the Internet line included in the monthly cost?
Is there a cap and if so what is it and what are the charges for additional bandwidth?
Are there any set-up costs relating to IT?
Is there technical support?
What firewall security provision is there?

Boardroom / Meeting Room Charges
How will you be billed – per person/time and will you pay extra for tea and coffee in these meetings?

Power
Are there generators in the building and what provision is made for UPS’s and data?

Security and Access
Is access to the space unlimited?
How is it monitored – by codes/ cctv/fingerprints?
Do they have an alarm system including passives and window sensors?
Do they have armed response and are there additional charges for these services?

Cleaning costs
Does the cost per month include cleaning and if so how regularly? Is cleaning outsourced or is it internal and have the cleaners been vetted?
Is the cleaning being supervised?

Tea and Coffee
Is it included in your monthly charge, if so is it unlimited?  If not, is it on an honesty basis or pay as your go?

Notice
Most service office providers require at least two months’ notice. Do they renew your term automatically if you don’t serve notice?

Furniture
Is furniture provided and are there additional costs?

Aircon
Aircon in Durban is a must: Are the offices fully air-conditioned? Are there any additional costs?

Testimonials
Ask for testimonials and or referrals from current or old tenants – refer to Internet forums for more information

**Info for this article provided by Flexible Workspace.

Flexible Workspace is a provider of serviced offices and virtual offices in prime locations in KZN as well as Sandton, Johannesburg. Their offices offer immediately available, fully furnished serviced office space with flexible terms.

For more information visit Flexible Workspace or call 086 111 4625.