In today’s competitive market, professional services firms face the dual challenge of optimising their office spaces for efficiency while keeping costs down.
This article covers two key areas: the latest trends in office space design for professional services firms and our proven 3-part process for securing the right office space. Together, these insights will help your firm create a workspace that attracts top talent, boosts productivity, and ensures long-term cost savings.
Part 1: Key Office Design Trends for Professional Services Firms
Professional services firms are organisations that provide specialised, knowledge-based services to clients, often in areas such as law, accounting, consulting, engineering, architecture, and finance. The work they do is typically client-focused, and their office spaces are designed to support collaboration, client interaction, and efficient workflow.
As these firms adapt to post-pandemic working styles, office design trends are evolving. The following are some key trends that have emerged over the past 18 months:
Modular Design for Flexibility
Office spaces are increasingly designed with modularity in mind, allowing enclosed areas to serve multiple functions. For example, executive offices can be converted into small meeting rooms, and breakout areas can double as workstations during busy periods. This flexibility allows firms to optimise their office space and reduce overall square footage without sacrificing functionality.
Utilising Shared Amenities
To cut costs, many professional services firms are utilising “third spaces” offered by landlords, such as communal town halls, boardrooms, and event spaces. By sharing these areas with other tenants, firms can reduce the amount of space they need to lease, leading to significant savings on rent and maintenance costs.
Focus on Collaboration Spaces
Fostering collaboration is key to the success of professional services firms. This has led to the rise of flexible, multi-functional workspaces designed for team interaction. These spaces can easily transform for different uses, whether for a brainstorming session or a large client meeting.
Smaller Executive Offices
Large private offices for partners and executives are becoming less common. Instead, firms are opting for smaller, more functional offices equipped with sit-to-stand desks and modern amenities that encourage mobility and interaction across teams.
Improved Natural Light and Well-Being
A major focus in office design is improving natural light access. Maximising natural light helps create a more appealing and productive environment for both staff and clients, which has been shown to enhance well-being and job satisfaction.
Quiet Hubs for Focused Work
While collaboration is important, there’s also a growing need for quiet spaces where professionals can focus on detailed, high-concentration tasks. These quiet hubs provide a refuge from the open office environment and are ideal for confidential conversations or focused work.
Advanced Technology for Remote and In-Office Collaboration
As hybrid work becomes more common, professional services firms are investing in high-quality audio-visual systems to enable seamless collaboration between in-office and remote team members. This technology ensures that communication flows smoothly, regardless of where people are working.
Part 2: Our 3-Part Process for Successful Office Leasing
At TRS, we’ve developed a 3-part process to ensure that professional services firms can secure the best office space for their needs. This process includes a detailed discovery phase, a thorough market search, and expert negotiation, ensuring your firm finds the right space at the right price.
1. Discovery Phase – Clarifying Your Space Needs
Before any property search begins, it’s essential to conduct a comprehensive needs analysis to ensure that your office space aligns with your business goals and operational requirements. This is done through a series of workshops with key stakeholders, including:
Needs Evaluation Workshop: We work with your team to understand your firm’s long-term vision and specific space requirements. Functional interviews with team leaders help us identify how different business units operate and what their space needs are.
Space Analysis: We conduct a detailed analysis to clarify your current and future space needs. This includes creating a space report that outlines the square footage needed for each staff member and shared facilities.
Building & IT Services Workshop: Building services (e.g., electrical, mechanical, and IT infrastructure) represent 30% to 35% of fit-out costs and are crucial for a successful office space. Our engineers work with your team to ensure all technical requirements are identified early.
2. Market Search & Building Selection
Once the discovery phase is complete, we create a detailed property brief that includes your specific space requirements, desired location, and budget constraints. This ensures that only suitable properties are shortlisted, saving time and money during the search process.
Our team also conducts thorough design and services due diligence when evaluating potential office spaces. This ensures that factors such as natural light, air-conditioning systems, and overall building suitability are fully considered. We also assess how well a building’s services align with your firm’s operational needs, ensuring there are no surprises down the road.
3. Lease Negotiations & Cost Management
Having a clear understanding of your space and service requirements gives you an edge during lease negotiations. Our detailed knowledge of fit-out costs and IT requirements allows us to present accurate budgets, ensuring that landlords provide fair lease terms and incentives.
We align fit-out and IT budgets with lease costs to give you a complete understanding of total occupancy costs. This level of precision not only helps secure the best possible deal but also ensures that your firm stays within budget throughout the lease period.
A competitive advantage
For professional services firms, an efficient, flexible office space is more than just a place to work – it’s a competitive advantage. By staying on top of the latest design trends and following a structured process for securing office space, your firm can enhance productivity, reduce costs, and create a work environment that supports both staff and clients.
At TRS, we’re here to help you find the perfect office space. Whether you’re renewing your lease or planning a relocation, our proven process ensures that you’ll get the best deal while creating a dynamic, modern workplace for your team.
