The Ultimate Guide to Finding the Right Office for You

The Ultimate Guide to Finding the Right Office for You

We, at Daya, know that an office space is beyond a workspace, it’s a place where brilliant minds collaborate to drive your business to new heights. That’s the power of the perfect office. However, finding the right workspace in Qatar that works for you can be daunting, because one size doesn’t fit all.

There are many factors to consider before saying “I Do” to an office space. More than a workspace, the perfect office is the building block for expansion, collaboration, and success. But with a million things to bear in mind, hunting for that ideal office can seem like running through a maze, more so in Qatar’s changing business landscape.

We’ve compiled this guide, filled with insights from the Daya team, to help you find that perfect office space. This guide will help you break down the process into easier-to-digest pieces.
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1. Understand Your Business Needs for an Office Space in Qatar

Every business has unique requirements. Before you start scouting for office spaces in Qatar, define what your business needs from its workspace. Ask yourself:

a) How much space do we need?

Start by calculating the square metre required per employee. Typically, this ranges from 9 to 15 sqm per person and whether they need dedicated desks or shared spaces. It’s crucial to factor in additional space required in the office such as common areas like meeting rooms, break zones, or specialized areas for an Innovation Centre, Podcast studio or Experience Product Centre.

b) What type of layout works best for you?

Open plans can boost teamwork and communication, but they could pose a distraction. If privacy and focus are your main aim, a hybrid model with both open spaces and enclosed offices might be the solution.

[Related article: The Type of Office For You]

c) What’s our growth trajectory?

If your business is scaling rapidly, look for offices with flexible leases or spaces that can be expanded. Avoid locking into a space that limits your future growth.

d) Is our office hybrid-friendly?

As Qatar continues to embrace a flexible working culture, with many organizations offering hybrid or work-from-home arrangements, office designs need to reflect this evolving trend. While some employees may not be in the office daily, creating a space that supports both remote and in-office productivity is crucial. Consider including hot-desking areas for employees who only visit occasionally, or equipping the office with state-of-the-art virtual collaboration tools. Flexible layouts, shared workstations, and quiet zones can enhance the usability of your workspace for a dynamic workforce.

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2. How to Determine Your Budget for Renting an Office Space in Qatar

Once you have covered the size requirement, next comes the head-scratching part – cost. Cost is one of the most critical aspects of making decisions in an office. Getting the balance right between costs and usability is crucial.

Fit-out estimated cost per sqm:

Grade A (Premium Executive Spaces) – QAR 3,605/-

Grade B (Balanced Office Upgrade) – QAR 2,640/-

Grade C (Essential Office Setup) – QAR 2,112/-

The estimate above is just as a guideline. An accurate costing comes with a confirmed design & Bill of Quantity. Always remember to allocate 10-15% of this budget as contingency cost.

[Please refer to Daya’s fit-out guideline for our sample for costing]

a) Basic monthly rent and other expenses.

Evaluate how the rental structure is, and what is offered in the rental. Some people cover anything from building electricity, janitorial, or even activities like docking in the price. General maintenance or common area costs are some expenses that may slip through the cracks.

b) Other expenses to keep in mind.

When signing a rental agreement, it’s easy to overlook some hidden costs. For example, in certain buildings, pantries and restrooms might not be included in the rentable area. While this can save you money, it also means relying on shared facilities, which might not always meet your standards for privacy or cleanliness.

Another common expense in Qatar is cooling, often provided by district cooling services like Qatar Cool. These systems are highly efficient and keep the building comfortably cool year-round, but the charges are usually billed separately. Being aware of these extra costs from the start can help you avoid surprises and ensure you’re fully prepared for what lies ahead.

[Related Article: Guide to attributes of office spaces in Qatar]

c) The first expense that you must take into consideration is the furnishing and fit-out.

Office set-up in Qatar comes in shell and core, semi-furnished, and ready to move in.

Shell and Core

An office space with only a shell and core requires a significant amount of fit-out work but is fully customizable to your preferred style, culture, and operations – with the least compromise.

Partially-Fitted

A partially-fitted office comes with a floor, ceiling, and MEP in place. Consider the wear and tear of the aged equipment. Alteration or replacement may be required, depending on the condition of the equipment. Cost savings are possible, but it comes with potential risk. Conducting an office audit will bring to surface any underlying issues and estimate the cost to fix it. As for other expenses, you’ll need to include the additional cost of installing desks, chairs, cabinets, lighting as well as interior design in your budget. However, the costs of these are realistically high if you are looking for designs that match your company's culture efficiently. Get in touch with Daya’s office interior fit-out specialists to avoid this hassle.

Ready to Move In

Ready to move in office spaces are available and are mostly provided by Co-Working business centre spaces such as Flare, Workoholics & Workington. It eliminates the risk factor as everything you see is what you get. However, be in the know that you will be paying a premium price. It may make sense for the short term, but in the long run, it is generally 100% more costly. It purely depends on your business priorities.

[Download our Commercial Office Fit-Out Guideline to know how to budget an office fit]

d) Lease terms

Ideally, signing a longer lease gives you lower payment rates on a monthly basis. However, it goes against flexibility. If you choose flexibility, you pay a premium price. There is a 1-2 months penalty for early termination. You can negotiate with your landlord on this term. We suggest a deal that best adapts to your business requirements.

e) Reinstatement Requirements

Most locations will have a mandatory reinstatement requirement to its original condition, when you sign the lease. Have this in mind when you plan to move out of the property.

3. Choose the Right Location

Your company's location can make or break it. A well-chosen site guarantees brand visibility, client accessibility, and content employees. Daya's office used to be at Old Airport Street. After moving to West Bay Excellence Tower, Daya's brand visibility has improved tremendously, positing us as a trusted brand. Be sure to take into account these elements before saying “Yallah, let’s sign this!”.

[Download our Commercial Office Fit Out Guideline to learn more about different commercial zones in Doha]

a) Accessibility and commuting:

If your location requires a long commute for your employees or offers limited parking space for staff or visitors, that’s a red flag. You do not want employees stepping into the office tired after a long commute or exhausted after circling for a parking spot. Instead, look for locations close to public transportation and where parking will not be a struggle.  Qatar’s public transportation is efficient with bus, metro, and tram stations at every nook and cranny. Your company can save on transportation costs.

b) Local facilities and amenities in proximity:

Striking a work-life balance is what Qatar’s diverse work culture is all about. The best way to ensure this criterion is met is by having access to local restaurants, fitness centres, childcare centres, and other amenities. If you have a ‘Karak’ booth nearby, that’s a major plus point!

c) Prospective developments:

Qatar is evolving at an unimaginable speed. Developments are a constant sight but sometimes, they can cause distraction. While future building developments could raise the area’s value, they can also cause noise, disturbance, and pollution. Examine real estate trends and zoning plans to ensure you’re not in for a surprise. Keep a lookout for companies that are around that area. Having well-known brands or companies as your neighbours can elevate your brand value too.

Pro-Tip: Speak to your potential neighbours before signing the lease. Ask them about the pros and cons of the location. This will give you a general idea on how the neighbourhood actually is.

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4. Evaluate the Building’s Features

The building itself plays a significant role in creating a comfortable and efficient workspace. When touring potential offices, lean into these factors to ensure you have everything covered.

a) Facilities and amenities:

If you have a small team, the office building should have basic amenities covered such as elevators, ample parking facilities, and a shared pantry. For larger teams, on-site fitness centres or event spaces can be a bonus.

b) Safety and security:

Ensure the building is protected by a 24-hour surveillance system, appointed 24/7 security personnel on site, and foolproof emergency exits.

c) Internet connectivity:

High-speed internet is non-negotiable. Most of Qatar have internet infrastructure provided by Ooredoo & Vodafone. However, there are still pockets where it is only provided by one of them. Check on the quality of network coverage and test the internet speed. It may vary depending on the network provider and location in Qatar. Also check if the space is 5G ready during your visit to avoid disappointments. Ensure the infrastructure supports stable and fast connections, especially if your work relies on cloud systems or video calls.

d) Flexibility of Landlord and Building Management:

Check if the landlord provides provisions & coverage. Some landlords do provide this. How open is the landlord in negotiating pricing & amenities (such as more parking lots). Having a flexible landlord is a huge advantage, as it will come in handy in many ways in the long run.

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5. How to Conduct a Workspace Audit Before Renting an Office Space in Qatar

Once you’ve narrowed down potential spaces, it’s then time to conduct a detailed audit of each option. A detailed inspection of the space will determine the extensive need for fit-out work at the site. Invite an interior design & fit-out company to do a full audit on the "health" of the space.

a) Natural light:

Lighting is crucial, and at Daya, we’re big on natural light. Natural light is a mood and energy booster that enhances synergy. Plus, it is a great way to reduce energy costs, making it a sustainable choice. So, choose offices with ample windows that allow natural light in and adjustable lighting fixtures.

[Related Article: Guide to Office Lighting]

b) Ventilation and HVAC systems:

The air quality in the building has to be optimal. Poor ventilation can cause discomfort and health issues in the long run, contributing to low productivity and employee downtime.

c) Acoustics:

If you prefer an open-concept style, noise is inevitable. Check if the space has acoustic panels or options to install noise-reducing solutions.

d) Technology:

You need to go beyond the walls to ensure the technology aspect is covered. Bare wiring can be a sight for sore eyes. Collaborate with landlords to assess wiring setups, and consider offices with raised floors or underfloor trunking to keep things neat and reduce fit-out costs.

Recently built office spaces might have existing technology infrastructure such as:

BMS (Building Management System): BMS serves as a central control point for all facilities & monitors usage

CCTV & Access Control System: It may be equipped with an existing CCTV & Access Control system.

Remember to request for access (passcodes & interfacing applications)

Pro-Tip: Check the age of the building. A newer building will generally have lesser ‘mileage’ and hence lesser issues.

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6. Consider the Lease Agreement

Leasing terms can be complex, so understanding the details is crucial. Work with a legal expert if necessary to clarify the following:

a) Duration:

Confirm if the lease matches your projected timeline. Avoid leases that trap you into long commitments unless necessary.

b) Flexibility:

Some landlords allow for space modifications or expansions during the lease term. Ask for a grace period. Usually, landlords provide a grace period that can be used as part of the fit-out period. Some known grace periods that are given by the landlord in Qatar are a minimum of 2 months (for semi furnish) & Maximum of 6 months (for shell & core). Ask about these provisions and be clear from the start.

c) Know Your Landlord/ Servicing Agent & Facilities Management Company:

Observe the current state of the communal areas; does it look 'tired'? Look at the cleanliness of the windows, ask when was the last time it was cleaned, and the frequency of cleaning per year. These are hints and tell-tale signs of the management & maintenance of the building. Speak to your potential neighbours, and ask them about the landlord & the building management. The flexibility of change of terms, response time for maintenance & etc. 

d) Exit terms:

Unexpected business changes might require relocation. Understand the penalties for breaking the lease early or subleasing options.

7. Work with Professionals in Qatar

Qatar is home to stunning buildings with functional interiors which gives notable inspiration. There are many real estate agents, architects, and interior designers in Qatar who walk the talk and bring great value to this field. Rest assured their expertise will save time and help you avoid common pitfalls and give credible fit-out hacks.

Here’s what you can do:

• Assemble the right team & partners. Framing the brief & conducting a feasibility study.
• Assemble an internal team to define your operations, work culture & define your spatial requirement.
• Reach out to real estate agents to help you shortlist the spaces
• Reach out to commercial interior designers & tap into their expertise

Conclusion

Setting up your office space is the first step to a thriving business. It’s more than just a physical location; it’s the cornerstone of your business strategy in Qatar’s competitive market. Remember, your office is a physical representation of your brand.

Finding the right office space is a balance of inspiration and practicality. Many factors play a role in securing the right place, namely vision, cost, and fit-out period.  

The average fit-out period for an office space is between 1 month (minimal work) to 4 months (from shell & core). It can go up to 6-9 months for large spaces (above 1000 sqm)

By following the steps outlined above, you’ll be well-equipped to choose a workspace that supports your business’s growth, culture, and success.

Invest time and effort into finding a space that truly meets your needs, and you’ll reap the rewards for years to come. By working with office design and fit-out experts in Qatar, you can create a perfect office space design that drives both productivity and satisfaction.

Here’s a quick recap:

• Understand your business – what workspace best represents your brand?
• Get your costs right – Pen down all costs, and always allocate a buffer in your budget for unexpected expenses.
• The right location – Find a sweet spot that is easily accessible and surrounded by facilities.
• Get to know the building’s features – You need to know every nook and cranny of the building, not just your office space
• Conduct workspace audit – Ensure the office has good ventilation, internet connectivity, natural light and covers basic amenities.
• Lease agreement – Pay close attention to every clause. Hire a lawyer if you need to.
• Work with professionals – You can hire professionals to help you find and set up your office without the hassle of doing everything on your own.

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A well-designed and built office gives the impression of a stable & reliable company. A co-working space or a mediocre office may give the impression that the company is 'temporary' and 'not invested'.

Ready to transform your workspace into a hub of productivity and innovation?

Connect with our office design experts at Daya and discover how the perfect office space design can elevate your business! Let’s create a space that works for you.

• Phone: +974 3365 0805
• Email: hello@wearedaya.com
• Address: 2603, Excellence Tower, Al Shatt St, Westbay, Doha, Qatar
• For more information, visit our website: www.wearedaya.com

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