Office Tour Checklist: Don’t Forget to Inspect These Items
Business owners and executives often tour offices focused only on aesthetics and vision – Midtown Manhattan offices with impressive skyline views, the lobby, the “wow factor.” But as a tenant rep broker, I see them overlook crucial practical issues that can cost them later. Things like poor HVAC, inadequate power, or awkward layouts can make or break your tenant experience.
So, I wrote down the 5 things I wish every business owner would look at when touring spaces. Call it a cheat sheet or a Manhattan office tour and relocation checklist. Whether you’re working with me, another broker, or searching solo, my goal is to help you build a framework that helps you evaluate spaces thoroughly and confidently. You want an office that meets your team’s needs—not a place that causes headaches six months down the line.
1. Carefully Check Common Areas and Your Demised Space
When touring NYC office space for lease, don’t just focus on your potential private offices vs open layouts – the building common areas can make or break your daily work experience. Think about it: you and your team will walk through the lobby, use the elevators, and share bathrooms every single day. These spaces reveal the true story of how well the building is managed.
Picture starting your workday: you want a well-staffed security desk, smooth-running elevators, and clean, ADA-compliant bathrooms that work for everyone on your team. Modern LED lighting and proper HVAC throughout the building (not just window units) can significantly impact comfort and productivity.
In your actual office space, try to imagine your team’s daily routine. Where will people gather for coffee? Is there a kitchenette with running water, or at least the possibility to install one? That morning sun might look lovely during your tour, but consider how it could create screen glare for your team. Even small details like the condition of ceiling tiles can signal whether the landlord maintains their building.
If you’re drawn to creative, flexible layouts, consider leasing creative loft office space in NYC, which often offers more character, natural light, and open-plan adaptability than conventional spaces.
Remember, you can’t change these fundamentals after signing the lease. I’ve helped tenants walk away from “sexy” spaces that failed basic functionality tests—like poor natural light, awkward restroom locations, or no room for a reception area. They ended up in spaces that truly fit their day-to-day workflows—and were happier for it.
2. Building Security & After-Hours Access
Smart building security and tech in NYC offices should be a top priority when evaluating office space. Key questions to address: Is there a lobby attendant, and what are their hours? Some buildings offer 24/7 coverage while others only staff during business hours. Understand the visitor protocol – does everyone need to sign in with the attendant, and how are temporary guests handled? After-hours access is equally crucial – know whether you’ll need key cards, a security code, or a mobile app to enter the building and your suite.
Additionally, check for extra security features like surveillance cameras in common areas, elevators, and corridors. These details matter more than you might think, especially if your team works unconventional hours or keeps valuable equipment and data onsite.
If your business would benefit from a more robust setup, skip the basic lobby and go for Class A trophy office buildings in Manhattan – the kind with lobby turnstiles, security systems, and advanced digital check-in procedures.
3. Mechanical Systems: Elevators & HVAC
Let’s talk about the unglamorous details that will make or break your workday. Did you barely notice the commercial office elevators and tenant experience during your quiet 2 PM office tour? Return at 9 AM and you’ll see impatient professionals filling the lobby.
HVAC matters too—and here’s a real example. During one tour, a tech client was excited about a bright, modern space in Midtown. It checked almost every box—until I asked the property manager about HVAC hours. Turns out, the building shut off air conditioning at 6 PM sharp and charged $300/hour for overtime use. Since the client’s team often worked late and hosted evening product demos, this would have cost them thousands per month. We pivoted to a building with flexible HVAC zones and round-the-clock cooling. They ended up with a space that better fit their operational rhythm—and saved a small fortune.
Key HVAC questions to ask:
- Is it central HVAC or window units?
- Who controls the temperature settings?
- Are there separate zones with individual thermostats?
- What are the standard operating hours?
- What are the exact costs for after-hours HVAC usage?
4. Flatiron Loft Space Example
If you’re looking for a move-in ready loft with updated systems and a flexible layout, take a look at this Flatiron loft space for rent on West 25th Street. It’s a great example of modern infrastructure, natural light, and flexible layout that’s well-suited to creative or tech teams. The surrounding area also offers walkable dining and transit convenience for growing businesses.
5. Immediate Neighborhood & Public Transportation
Step outside during your office tour. No, really – walk a few blocks in every direction. That Instagram-friendly street might look great online, but at 7 PM on a Tuesday, do you feel comfortable with your team working late?
Your address matters: it’s where your team spends their day, and how easy it is to get there makes a big difference. That “10-minute walk from office space near Grand Central Terminal” claim? Test it during rush hour or in the rain. Even a short walk can feel long when your clients or staff are navigating inconsistent train schedules or looking for parking.
To make sure your team’s commute isn’t a dealbreaker, use our NYC office commute time calculator.
6. Building Amenities & Recent Renovations
Beyond the brochure photos, inspect the actual condition of any building amenities. Does the gym equipment function? Are rooftop terraces clean and usable? Do the communal conference rooms actually have working AV setups?
If you’re thinking of a flexible buildout with modular partitions or open-plan desking, consider this guide on flexible workspace layouts using movable office walls to help shape your planning.
And don’t overlook new leasing tech. Tools like Matterport are transforming virtual tours. If you’re curious about how this trend could reshape leasing, see our breakdown of the Matterport-CoStar merger and 3D office leasing tools.
Lastly, let’s talk about something buildings often whisper about: scaffolding. That sidewalk bridge and netting can make a space seem undesirable—but it’s often just a sign of temporary facade work. Smart tenants who look past it often discover hidden gems. For more insight, see how hidden leasing opportunities in buildings with scaffolding can offer great value.
