At first glance, finding an office may seem like a simple task. In reality, it is a complex management process that combines finance, team management, safety, legal details, and long-term business strategy. That is why many companies face a reasonable question: who should be responsible for office search — HR, the CEO, or an external consultant?
In practice, an office is much more than just a workspace. It affects the business on several levels:
- monthly and long-term operational costs;
- team productivity and focus;
- the ability to attract and retain talent;
- the company’s readiness for change and growth.
Mistakes made at the office selection stage often result in overpayment, internal dissatisfaction, or the need to relocate again within a year. This is why a clear distribution of responsibilities in the process is critical.
The Role of HR: Focus on Comfort and the Team
HR is often involved in office search because this function works directly with people and understands their daily needs. For HR, the office is part of the employee experience and plays a key role in how staff perceive the company.
Typically, HR pays attention to:
- convenient location for most employees;
- transport accessibility and parking;
- workspace layout and comfort;
- availability of shelters and overall safety;
- surrounding infrastructure such as cafés and services.
These factors directly influence employee satisfaction and willingness to work from the office.
At the same time, HR usually does not have deep expertise in the commercial real estate market. Important aspects often remain outside their focus:
- analysis of real market rental rates;
- comparison of alternative locations;
- hidden costs within lease agreements;
- negotiation potential with landlords.
As a result, decisions based solely on comfort may turn out to be financially inefficient for the business.
The Role of the CEO or Business Owner: Strategy and Control
For the CEO, an office is primarily a strategic management tool. The executive defines how the office supports business goals — whether it is cost optimization, team support, or preparation for scaling.
CEOs usually think in terms of:
- budget and financial stability;
- strategic locations;
- lease planning horizon;
- alignment of the office with future business growth.
The main strength of the CEO is the ability to see the big picture and make final decisions. However, deep involvement in the operational side of office search often has drawbacks.
Common challenges include:
- lack of time for viewings and negotiations;
- distraction by details that have little strategic value;
- decisions made intuitively rather than based on full market analysis.
As a result, the process may drag on or divert the CEO from core business priorities.
The Role of an Office Consultant: Market, Numbers, and Negotiations
An office consultant works professionally and systematically with commercial real estate. Their key advantage lies in deep market knowledge and constant access to up-to-date data.
A consultant brings:
- an objective view of the market;
- comparison of multiple scenarios;
- understanding of real lease conditions;
- experience in negotiations with landlords.
In addition to office selection, consultants often handle:
- initial screening of unsuitable properties;
- lease agreement analysis;
- arguments for rent reduction or incentive packages;
- coordination between all parties involved.
Importantly, a consultant is not emotionally attached to any specific property and acts rationally, guided by numbers and the tenant’s interests.
A Common Mistake: When One Person Handles the Entire Search
One of the most frequent mistakes is assigning full responsibility for office search to a single person. This creates an imbalance in decision-making.
Typical scenarios include:
- HR choosing a comfortable but overpriced office;
- the CEO delaying the process due to lack of time;
- the company seeing only a limited number of options;
- negotiations conducted without proper preparation.
As a result, the office becomes a compromise rather than a strategic business decision.
The Optimal Office Search Model
The most effective approach is a clear distribution of roles among participants.
A successful model looks like this:
- CEO defines strategic boundaries and budget;
- HR or office manager represents team needs and safety requirements;
- Office consultant works with the market and negotiations.
This model allows companies to:
- save management time;
- avoid financial mistakes;
- secure an office that works for both business goals and employees.
Why Companies Are Increasingly Using Consultants
Over the past few years, the office real estate market has become significantly more complex. Companies now need to consider much more than just price and location.
Key factors include:
- safety requirements and shelters;
- autonomy of engineering systems;
- flexible lease formats;
- more complex lease agreements and exit conditions.
In this environment, a consultant is not an extra expense but a risk-management and cost-optimization tool.
Conclusion
Office search is a team effort that requires balance between strategy, employee comfort, and market expertise. Only the combined involvement of HR, the CEO, and an office consultant allows companies to find an office that remains effective not just today, but in the long term.
FAQ
Who should be responsible for finding an office?
The best results come from collaboration between the CEO, HR, and an office consultant, with each party responsible for their area of expertise.
Can HR search for an office independently?
HR can participate in office selection, but without market expertise and negotiation skills this often leads to overpayment or limited options.
What is the CEO’s role in office selection?
The CEO defines strategic boundaries, budget, and makes the final decision, but usually does not manage the operational search process.
Why involve an office consultant?
A consultant understands the market, supports negotiations, and helps structure lease terms, reducing financial and legal risks.
What is the most effective office search model?
The most effective model is a clear division of responsibilities between the CEO, HR, and a professional consultant.