
Step Into Success: A Beginner’s Guide to Furnishing and Moving Into Your Company's First Office
Setting up your company’s first office is an exciting milestone, but can feel like an overwhelming process. Having helped thousands of companies set up their first (and second and third) offices over the past decade, we wanted to share the best practices we’ve learned along the way.
1. Find the Right Space to Lease (3-4 months in advance of your move date)
- Work with a tenant broker: A tenant broker can be a valuable resource in helping you find office spaces, tour properties, negotiate lease terms, and represent your interests throughout the leasing process. Brokers can also connect you with local service providers, such as movers, furniture suppliers, and IT professionals.
- Determine Your Space Requirements: A tenant broker can help you determine how much space you will need. Consider how much space you’ll need based on the number of employees, projected company growth, and additional workspace requirements. A general rule of thumb is 150–200 square feet per employee, but you should also account for conference rooms, reception areas, break rooms, and collaborative spaces.
- Set a Budget: Your budget should go beyond rent—factor in furniture, moving costs, technology setup, utilities, and operational expenses. Keeping a buffer for unexpected costs is also a good idea.
- Strategic Location: Think through which neighborhood you want to lease an office in. Important considerations are things such as how long your employees will have to commute , if the location is desirable for future prospective employees/recruiting, how many parking spaces come with the space, etc. Consider nearby amenities like restaurants, coffee shops, and gyms. If you will be hosting clients in your office, think through how easy it will be for clients to get to your building, find parking, how the building will make a first impression, etc.
2. Plan Your Office Layout (3-4 months in advance of your move date)
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Before Signing the Lease: While touring spaces, start thinking about how you’ll use the layout. Consider:
- Open workspaces vs. private offices
- Conference room sizes and locations
- Reception area needs for greeting clients
- Common spaces such as kitchens or lounge areas
- Even though you won’t be able to fully plan your layout before signing a lease, start thinking about how you will want to use the space so you can better evaluate potential office spaces. For example - do you need a lot of executive offices, or are you more focused on having a bank of open desks and chairs. Will you need a reception area to greet clients? Do you need large conference rooms, small conference rooms, both? Do you want to have a basic kitchenette or more of a gathering area where employees will eat lunch together, etc.
- After You Sign a Lease: This is where the fun begins and your vision starts to come to life! Using your floor plan, you can create a detailed layout for desks, meeting rooms, and communal areas. Larger companies may have facilities departments or work with architecture and design firms to design their spaces. At Poppin, since we often support smaller companies who don’t have these types of resources, we help our clients by providing full service design. We can take your floor plans and provide you with complimentary 2D and 3D renderings.
3. Order Furnishings (At Least 1-2 Months Before Move-In Date)
- Consider all necessary furniture: When most people think about furnishing an office, they only think of desks and chairs. However, you will also likely need storage for each employee (pedestals at each desk, lockers, or both - some place where they can store not just papers and supplies, but also, bags, extra shoes, umbrellas, etc.). You will probably need conference room furniture, lounge furniture, kitchen furniture, potentially a reception desk, executive offices, etc. Adding privacy pods for your employees to make phone calls or have small meetings is a great quiet space solution. It may be easiest to find one company that offers all of these types of furniture, so it can be a one stop shop. If your office has a more open concept, you can use solutions such as PoppinSpaces to create free-standing meeting areas or executive offices.
- Personalize the space: Small details can make a big difference. Don’t forget about things such as coat racks, plants, kitchen supplies/appliances (mugs, silverware, coffee, water, microwave, etc). Ensure there is good lighting. Think through artwork to hang on the walls, company signage, and rugs.
- Technology Needs: Think through your team’s needs for power strips, monitors, AV setups for conference rooms, printers/scanners, and even music speakers throughout the office.
- Prioritize employee comfort: Employees will spend a significant portion of their day in the office. Investing in high quality ergonomic chairs, height adjustable desks, monitor stands and more will promote comfort and productivity.
- Consider future growth needs: Choose modular and scalable furniture so your office can adapt as your team expands. Consider buying furniture from a company that will be around for the long term and will scale with you - that way, if you need more desks and chairs down the road, you can get ones that match.
- Consider lead time and installation: Furniture delivery times vary—some take as little as 2-3 weeks, while others have months-long lead times, so be sure to plan accordingly. If possible, work with a company that offers white glove service (delivery, install and removal of trash) to streamline the process (and it’s a bonus so you or your employees aren’t having to assemble and set up the furniture themselves!)
4. Coordinate the Move (1-2 Months Before Move-In Date)
- Hire movers: If you're relocating from an existing space, book a moving company 4-6 weeks in advance. Coordinate with the landlord/building management to ensure smooth access to freight elevators and loading docks.
- Schedule a deep clean: Depending on the state of your new office space, you may want to hire a cleaning company to do a thorough deep clean at the new office before move-in day.
- Plan your IT setup: Install strong internet connection with coverage throughout the office. Ensure your IT teams can install monitors, printers, and conference room technology after furniture is in place.
5. Prepare for move-in (At Least 1-2 Weeks Before Move-In Date)
- Keep employees updated: share the timeline, their responsibilities, FAQs on where to park, how to access the building, and what to expect during the move.
- Notify External Contacts: Update your business address with clients, vendors, and service providers to avoid disruptions. Setting up mail forwarding can help catch any overlooked updates.
6. Move in and celebrate!
- Welcome employees with a personalized touch: Consider preparing personalized welcome kits with office essentials, such as branded notebooks, pens or desk organizers.
- Host an Office-Warming Event: Celebrate this milestone by organizing a casual welcome party for your team. It’s a great way to introduce employees to the new space and build excitement.
Final Thoughts
Moving into your first office is a significant step, and careful planning can make the process much easier. By staying organized, considering long-term needs, and prioritizing both functionality and comfort, you’ll create a workspace that supports productivity and growth for years to come.
To learn more about how Poppin can help you move into your first office, explore our corporate office solutions here.