What is a corporate office? Popular types of offices

The office is a location, a certain area where the headquarters or branches of a company are situated. At the company’s office, employees and leaders work together. The office is where all the company’s business activities take place, including meetings and information exchange with partners and clients.

Therefore, choosing the right office space for the company is seen as the first step towards success in later stages of development.

1. What is a company office?

A company office is a specific location or area where the headquarters or branches of a company are located. At the office, company employees and leaders work together. Additionally, it is a place where meetings and encounters with partners and clients frequently occur.

The company office is where business activities, communication, teamwork, and the shaping of the company’s image take place. It plays an important role in facilitating effective work among employees and creating a professional impression on clients and partners.

Company offices are often designed and decorated to align with the company’s image and values. A beautiful and modern office can enhance trust and credibility in the business.

2. Current types of office spaces

The types of office spaces in Vietnam are very diverse, offering many options that fully meet the different needs of domestic and foreign businesses.

Common types of office spaces include:

• Traditional office spaces

• Co-working spaces

• Virtual offices

• Shared offices

• Biophilic offices

• Smart offices

2.1 Traditional Office

The traditional office is the most common type of office today. It is a model designed with a clear division of space, with departments and workstations arranged separately.

Traditional offices usually have a large area, with all the necessary amenities for business operations.

2.2 Virtual Office

A virtual office provides businesses with a registered business address, phone number, company email, etc., without the need to rent a physical office. Virtual offices are often located in premium office buildings at prime locations.

2.3 Co-working Space

A co-working space offers businesses a shared workspace, sharing necessary amenities and services.

Co-working spaces are typically smaller, designed flexibly to suit the needs of businesses of different sizes.

2.4 Shared Office

A shared office provides businesses with separate workspaces but still shares some common facilities and services. Shared offices are usually larger than co-working spaces and are suitable for medium and small-sized businesses.

2.5 Biophilic Office

A biophilic office is designed to be environmentally friendly, using natural materials, maximizing natural light, etc. Biophilic offices help create a comfortable and healthy working environment for employees.

2.6 Smart Office

A smart office applies advanced technologies, automating work processes. Smart offices help save time and effort, enhancing the efficiency of business operations.

3.Main Types of Office Rentals

Currently, the market offers five main types of office rentals:

3.1 Office Floors in Buildings and High-rises

This type is applied to office buildings/high-rises.

Office high-rises are divided into four different standards: Class A, Class B, Class C, and budget-friendly.

3.1.1 Class A Buildings – Luxurious and Prestigious

Class A office buildings, also known as luxury buildings, are located in prime locations, often referred to as “golden land” in the city.

Being Class A, the office spaces here are equipped with modern facilities and conveniences, meeting international standards, designed by quality contractors, and managed by professional entities.

3.1.2 Class B Buildings – Fair Quality

Compared to Class A buildings, Class B office buildings may be located further from the city center but are more reasonably priced.

This type of office is popular and has a larger supply than Class A buildings due to satisfactory material conditions, infrastructure, and convenient transportation.

3.1.3 Class C Buildings – Basic Offices

“Class C office buildings” is a term used in real estate to refer to buildings containing Class C offices. In order, Class C office buildings rank above budget-friendly offices and below Class A and B offices.

Class C office buildings usually have a smaller area than Class A and B buildings, lack high-end amenities and services, and do not meet high standards in quality and design.

However, the rental price for Class C office buildings is usually cheaper than that of Class A and B buildings, attracting businesses with low budgets or newly established companies to rent to reduce operating costs.

3.1.4 Budget-Friendly Office Buildings – Cost-Efficient

Budget-friendly office buildings have the lowest rental fees among the types of offices mentioned.

Budget-friendly office buildings are constructed to provide office space for businesses or organizations at a lower cost than premium office buildings.

Typically, budget-friendly office buildings have a smaller area than more luxurious office buildings, and the accompanying amenities and services are also less.

However, with lower rental prices, they are often chosen by small companies or newly established startups with limited budgets.

3.2 Office Apartment Rentals – Officetel

Officetel, a combination of the words ‘Office’ and ‘Hotel,’ is a new type of office rental that has emerged in Vietnam in recent years.

An Officetel is an apartment designed for both living and office use, with areas ranging from 30m2 to over 50m2.

Renting an Officetel office apartment is suitable for small companies with 4-10 employees. Additionally, Officetel apartments can serve as representative offices for foreign companies wanting to establish a presence in Vietnam.

3.3 Renting Entire Houses for Office Use

Some companies prefer their offices to be located on quiet internal streets, in alleys where cars can easily enter and exit. Therefore, renting entire houses for office use is a suitable choice.

The advantages of renting entire houses for office use over other options include:

• Ground-level houses, easy to move around, no need to crowd or wait for elevators.

• Proactive and flexible in dividing the functional use of space.

• More secure and private.

• More control over company logo display.

• Ability to renovate and refurbish the interior as desired (just need to agree with the landlord).

• Operate according to the company’s desired hours, independent of a shared building.

3.4 Coworking Space – Shared Working Environment

Among office types, Coworking Space is a shared workspace designed to create a communal working environment for everyone, including multiple companies.

Coworking Spaces are usually fully equipped with amenities such as desks, chairs, meeting rooms, Wi-Fi, printers, fax machines, air conditioning, etc., free of charge or for a fee depending on the rental package.

Mostly, companies with 1-3 people or individuals who are starting up prefer this rental form.

Coworking Space is suitable for various groups, including:

• Freelancers: Coworking Space is an excellent solution for independent workers, startup founders, freelancers, or consultants as it helps them save on the cost of renting a private office while simultaneously creating a unique and creative work environment.

• Startups and Small Enterprises (SMEs): Coworking Space is also suitable for newly established businesses with limited budgets, as it allows them to rent a shared workspace at a lower cost than renting a private office.

• Remote Workers: With the advancement of technology, many companies allow employees to work remotely. However, many remote workers feel lonely and less effective when working from home. Coworking Space provides them with a communal work environment, fostering social interaction and simultaneously increasing productivity.

• Large Businesses and Corporations: Some large enterprises may also use Coworking Space for special projects or when they need to enhance flexibility in renting workspace.

In summary, Coworking Space is suitable for anyone looking for a unique, creative, and cost-effective workspace.

3.5 Virtual Office Rentals

Virtual offices are one of the office types that provide a cost-effective office solution for newly established businesses or companies with limited budgets but still want a commercial address and other support services. Additionally, virtual offices are integrated into office buildings with operational teams to address arising issues. Therefore, virtual offices are very familiar to newly formed companies or project groups.

Some virtual office service providers may offer additional services such as online conferencing, accounting support, and customer information storage and management.

4. The Benefits of Having a Professional Office

Renting a professional office is a smart choice for businesses, especially in an era of rapid technological development like today. Below are some benefits of renting office types that you should consider:

4.1 Attracting Talent to the Company

The workspace can reflect the stature of a business. Everything from the financial department to the corporate culture can be seen through the office image.

In fact, world-renowned companies recognized for having the most desirable workspaces always possess a lot of talent.

They want a workspace that provides the utmost convenience and comfort, as they spend 8 hours there every day. They will not have a good impression or fond memories if the company does not have a decent workplace.

4.2 Enhancing Brand Recognition in the Market

In today’s developing market economy, the diversity of brands, products, and services gives consumers more choices.

This also drives business owners to build reputable and professional brands in the hearts of customers. This healthy competition is essential for economic development.

It encourages every individual and business to continuously improve themselves to survive and grow stronger.

The location of an office is one of the factors that determine the success of a business. Placing the main office headquarters in premium buildings enhances the company’s image.

This is also one of the solutions to effectively affirm the brand in the market and in the eyes of partners and customers.

4.3 Enhancing Work Efficiency

Using a professional office allows you to focus on your expertise and spend more time developing your business.

It helps increase work productivity, better manage employees, and enhance interaction among colleagues and between employees and leaders by working in the same office.

It contributes to creating a professional, scientific workspace, improving the productivity of all personnel, from leaders to directors, or in other words, increasing the work efficiency of the entire business.

4.4 Increasing Interaction

The office is considered the “second home,” where each company member sits for 8 hours a day working. Therefore, the office is the place where colleagues interact with each other.

Just a wall away can create a “communication barrier” for many people, so companies need after-hours activities to break down these barriers, making it easier for everyone to connect, care, and share with each other, such as lunchtime, breaks, organizing birthdays for employees, etc.

4.5 Creating Satisfaction for All Employees

Research shows that a healthy employee team has a high chance of becoming an excellent workforce. The office can play a very important role in the business operations of the company by ensuring the health of employees.

In the case that employees have bad habits like staying up late – waking up late, getting up early to be at the office on time will help them change their habits to sleep earlier at night, to be at the office in a good working spirit.

4.6 Providing a Professional Workspace

With a rented office, you will have access to professional amenities and services such as air conditioning, elevators, high-speed internet, and printers to help you focus on your work.

4.7 Increasing Employee Retention Rates

A beautiful, professional office will be a “stopover” that employees do not want to “leave” at all.

Therefore, when renting an office, you also need to design the office so that employees feel comfortable. In addition, you should also create a work environment by creating a unique “corporate culture” that makes employees realize that “nowhere is like this place.”

4.8 Boosting Employee Morale with Modern Amenities

By creating a comfortable work environment so that employees feel like they want to “stick around” with their jobs for the long term. Therefore, the office buildings you rent must be fully equipped with office equipment.

These facilities include: office building infrastructure from high-speed elevators, backup generators, fire protection systems, air conditioning, etc., to allow employees to work in the “best” state.

4.9 Minimizing Employee Absence

You are on a business trip and in your head, you wonder, “Are my employees working when you are not supervising them? Or when you need or try to meet but do not get a response. Is that person working or out having fun?

To minimize this, you should create a professional office environment, encouraging everyone to take naps, eat well, to be in good health while working.

5.Key Considerations When Renting an Office

A fully-equipped office, aligned with the company’s business objectives, is the perfect start to success. However, what should you consider to ensure success when searching for an office to rent? Maison Office will advise you on the following 7+ points:

5.1 Rental Costs and Duration

This is the first thing companies should consider as it plays a decisive role in renting an office. Depending on the budget and rental duration, you will choose the appropriate office.

The cost of renting an office will significantly affect the company’s business situation, so the rental budget needs to be clearly and firmly determined from the start.

Stability in cost and rental price will be greatly favored if you decide to rent the office long-term.

5.2 Identifying the Ideal Office Location

The ideal location for renting an office depends on the industry you are in, the strategy for promoting the company’s image, and feng shui suitable for the business owner.

• Business sector: you may need a central city location, whether the surrounding business activities are bustling or quiet, sparsely populated, etc., all depending on your company’s field and plan. Additionally, convenient transportation also affects the decision to rent an office.
• Company image promotion strategy: If your company is large and needs to highlight its brand, the office should be located in the city center, which will easily PR the company’s name, attract quality employees, and of course, come with a high cost. Conversely, if you do not need to promote the brand, just a neat office or one in a good location is sufficient.

• Feng shui: ensure criteria such as clear roads, no traffic congestion, and good air circulation to bring luck and high work efficiency.

5.3 Office Size for the Company

Office size is determined based on the number of employees and the company’s long-term development plan.

• The average space to accommodate an employee is 4m2/person (including the area for common spaces, technical, auxiliary, and service departments).
• Business expansion plans depend greatly on office size, so you need to pay special attention to this before renting. This clause should be included in negotiations with the developer to reduce costs when your company wants to expand later.

Note, in some cases when renting an office, you will have to pay extra for shared areas such as corridors, walkways, restrooms, and even the ownership area.

The difference in paying for these two areas can amount to more than 20% of the total rent, so you should calculate, balance the area reasonably, and discuss thoroughly to avoid conflicts in the contract later.

5.4 Interior Design Company for Office Furnishing

If you have an interior design company to carry out office interior design, you can consult their team of architects to ensure that the office space and furniture arrangement are suitable for use.

Sometimes the new office space, with many related factors such as columns, glass walls for lighting, walls, etc., may or may not suit your company, and expert opinions will help you avoid many risks if any.

5.5 Working Hours

The building owner or manager will have their own regulations regarding working hours for different offices. Therefore, depending on the allocated time of 8 hours/day or 24/24 hours, you will have to negotiate carefully in the contract if your company needs to work overtime, you need to estimate the extra time and then negotiate overtime costs with the building owner.

5.6 Infrastructure, Services, Additional Costs

When renting an office, don’t forget to ask, “Are all services and infrastructure services provided?”, this is an important factor that facilitates the company’s operations.

• Management Fee: If renting an office in an office building, you will have to pay a certain “management fee” for each m2 in the office. The management fee includes: management costs for security, reception, electricity, water, maintenance, lighting system for common areas…
• Parking area – Price & Quantity: Some office buildings offer a certain number of free parking spaces, however, the company’s needs often exceed the number of parking spaces provided.

Therefore, before signing the contract, you should seek direct advice from the developer or consultant to introduce you to parking spaces and costs, if it does not meet your needs, the developer can introduce you to a suitable parking space near the office at a reasonable cost.

• Office Repair and Decoration Time: Depending on the business purpose of the company, before officially renting an office, your company will spend some time repairing and arranging decorations.

This will take about 1 – 2 months, so you should discuss with the developer about waiving this repair time or supporting part of the cost for repairing and redecorating the Office.

With the motto “customer is always the top priority” of the developer, do not hesitate to negotiate to get the best office location for the company at the most reasonable cost.

5.7 Tips for Negotiating a Rental Contract

If you lack experience in negotiating rental contracts, seek the services of companies specializing in office rentals or through a lawyer to review the rental contract before signing.

In the office rental contract, the rental price will usually remain the same for the first 2 or 3 years (5-year contract), after which the price will increase or decrease depending on the market (usually the price will increase rather than decrease).

To limit excessive costs, you should clearly define in the contract. For example: not increasing by more than 10%…

Additionally, you should negotiate carefully with the developer about the rental area (including private and shared areas), this will significantly reduce long-term costs for your company.

The company office is the face and symbol representing the company, so the process of searching for an office is truly a big challenge. With the current situation of decreasing office rental prices, businesses should rent early and rent large spaces.

6.The Office Rental Process of Maison Office

As a leading entity in the professional office rental market, Maison Office prides itself on satisfying customers with a professional workflow, creating goodwill among clients seeking to rent an office that fits their company’s financial capabilities and meets their requirements for space, services, amenities, and location.

Step One: Confirming Customer Requirements

Customers looking to rent office space in Hanoi & Ho Chi Minh City need only call the Hotline at 098 890 2468.

The customer care team at Maison Office will provide basic information about available space, service prices, amenities, policies, rental terms, etc., after which a consultant will directly contact the customer for more in-depth support to ensure they can rent an office that meets their needs.

Step Two: Proposing an Office that Meets the Needs

After receiving the customer’s requests and desires, Maison Office’s consultants will compile information about the most suitable buildings and make proposals along with advice for the customer to choose from.

Step Three: Visiting the Premises

Upon receiving proposals for some offices that meet the customer’s requirements, if the customer agrees, Maison Office’s consultants will directly contact the building management to schedule an office visit.

Customers will be guided and advised directly by our consultants and can discuss directly with the building owner about information related to the premises and office for rent.

Step Four: Sending Documents and Quotations for Suitable Offices

Maison Office will send documents and quotations for the offices that best meet the customer’s requirements for their consideration and decision on whether to rent.

In the office documentation provided, we will give detailed information about the advantages and disadvantages of the building so that customers can consider and make a reasonable office rental decision.

Step Five: Assisting Customers in Negotiation & Contract Signing

Finally, Maison Office’s consultants will assist customers during the negotiation and contract signing process.

With a complete market dataset and a knowledgeable staff about the office market, we will help customers get full information about the most suitable offices in the shortest time.

Specifically, we will filter suitable rental buildings in the list in Hanoi, update information about available space, prices, and other information from the building owner, and propose plans that meet the customer’s needs to optimize office rental effectiveness.

During the actual premises viewing step, Maison Office will assist customers in arranging the viewing schedule with the building owner and meeting the right person with authority to work. We will help customers fully assess the information about the advantages and disadvantages of the building to create data that is easy to compare later.

Additionally, we will also provide analytical opinions and objective evaluations so that customers can choose the office that meets their needs.

7. Maison Office’s Office Rental Price List

The unit price for office rental will vary depending on the office area, customer requirements, rental address, price, and quality of furniture used, design model, etc.

If you are in need of renting an office, please contact Maison Office for advice and to receive a detailed price list. Maison Office is committed to creating an ideal work environment to enhance the quality of work for personnel.

Maison Office hopes to continue accompanying you and contributing to the success of your business.

Bui Duc Huy

Editor and content team manager at Maison Office.

With over 5 years of experience in consulting and extensive content editing in the real estate services and interior design field. Sharing valuable information with customers, partners, and attracting millions of views.