At some point in your massage career, you’ll probably be looking for office space to rent, which can be a big, scary, and overwhelming experience if you’re not prepared for it. It can also be super fun and really exciting if you do your research and keep a few things in mind.
To keep the hunt for rental space fun and less stressful, we’ve got a bunch of tips for you—and a big list of factors to consider.
Your very first step should be reviewing any state or local requirements for massage establishments. You may or may not have regulations that apply to you, but it’s best to know ahead of time so you can evaluate a space with those regulations in mind.
Bring a list, and use it. Go through that list while you’re in the space. Yes, be that geek with a piece of paper and pen, checking off the list and making notes as you chat with the person showing you the property. There are so many variables, it’s really hard to keep track of things after you’ve looked at a few spaces. Have a checklist, make good notes, and take pictures. Bring a tape measure, and if you’re nervous, bring a trustworthy friend.
No space is perfect. With a little practice and patience, though, you’ll find a place that meets all your needs and most of your wants—and the small compromises here and there will not make or break your massage business.
Location & Exterior
For most of us, the ideal location is one with great visibility from a well-traveled road and near where our ideal clients live or work. The building exterior and parking lot should be clean and properly cared for.
Drive by the location at different times and days, and note the parking, local noise levels, and activity of neighboring buildings. Take note of how many parking spots are in the lot and how full the lot is (or isn’t) on different times and days. Look at the signage for businesses in the building, the signs marking entrances and accessible parking, and entrances for customers with mobility issues.
Neighbors
Note who else would be occupying the building. Pay attention to their office hours and days. Maybe the neighbor is a tax preparer who will only be in the office Monday through Friday, 9:00 a.m. to 4:00 p.m., and only uses two parking spaces at a time while they’re open. Maybe the neighbor is a dance studio who will have toddlers and teenagers tap-dancing to loud music from 3:00 p.m. to 9:00 p.m. every weeknight and 8:00 a.m. to 6:00 p.m. on Saturday, all while the parents fill the parking lot with idling cars.
Office neighbors and how they use adjoining and shared spaces are huge factors when choosing a space, so don’t be shy about asking questions about other tenants. You may want to prowl those business’s websites for more information too. And knowing how long a tenant has been in the building could give you some information about how great (or not great) the landlord or management company is.
Shared Spaces
Many commercial buildings have shared entry and waiting areas, as well as shared bathrooms. Be sure to note what these common areas look like, who is responsible for maintenance, and how frequently that maintenance happens.
In the space you’re looking at, are there common areas like a waiting area or a bathroom? Would this office space give you a private bathroom, or is it being shared with others?
Private Office Space
It’s helpful to know the total square footage of the space. And if there’s more than one room, you should know the square footage of each room individually. You get to decide what size room is sufficient for massage. It’s different for all of us, and depends on the style of work we do, our size, the size of our clients, and other factors like the kind of equipment we need to keep in our room to work effectively. It’s also good to note the ceiling height as well, so you can calculate the cubic footage (helpful information for purchasing an appropriately sized air purifier).
Notice if there are windows, and test them to see if they open and close. Also check to see if they have screens. If you expect to be using those windows, be mindful of what is outside them. Having a dumpster or smoking area outside your windows could squash your best ventilation intentions.
Ask about the HVAC system and if it connects to other spaces in the building. Ventilation is becoming a very big deal, so it’s smart to ask about the kinds of filters used in the system—and how often they are changed. You’ll also want to find out if the thermostat is shared with other spaces. If so, who controls it and determines the settings? Also confirm that heat and air conditioning are available during your regular business hours, including evenings and weekends.
Consider the flooring. The type of flooring becomes important if you use massage oils and creams in your work, and you want to clean and sanitize the floor regularly. Carpets are giant sponges for oil and dirt and hard to clean. Be sure you have a plan for that or are willing to negotiate with the landlord for an upgrade (more on that coming up) to a surface that can be easily cleaned.
Note where the electrical outlets are, how many, and if you have access to your own electrical panel. Keep an eye out for emergency exits that can’t be blocked. Finally, check your cell signal, and confirm that the office is wired for the internet if that’s important for you.
Expenses
You’ll want to know how much rent is and what’s included in that rent. If you will be paying utilities like gas or electric, find out the average cost for that space. If the previous tenant or landlord can’t tell you, call the utility company to find out.
Note who is responsible for landscaping and snow removal (including shoveling walkways and entrances) and what the schedule is for snow removal. If you’re the only person in the complex working on a snowy Sunday, will the lot be plowed?
When Things Break
Ask about what happens when things break. Because things will break. If the toilet overflows or the hot water heater leaks, who will handle the situation? Maybe a tenant just needs to call the landlord or property manager, or maybe the tenant is responsible for finding a plumber and being at the office and paying for small repairs.
The Lease
Finally, be sure you understand all the terms of the lease. If there’s a “triple net” clause, you’ll get a bill a few times a year for property taxes and building fees. Sometimes annual rent increases are built into a lease in the form of an escalation clause, and sometimes fixed rent is part of the agreement. Be sure you know which you have.
When it comes to triple net leases and obligations to pay common area maintenance (CAM) fees, it’s sometimes possible to protect yourself against open-ended increases. You can negotiate a cap on CAM fees to ensure you won’t be paying astronomical fees if the property incurs high maintenance costs in a given year.
It should also be clear if the lease will obligate you to pay rent even if the building is damaged and unusable, and if the landlord has the right to make you move to another similar space in the building on demand.
Negotiate
Everything is negotiable. Everything.
If the space needs some construction to be workable for you, you can negotiate how much the landlord will cover, and who will be responsible for hiring a contractor and overseeing the work. If a landlord will not pay for upgrades up front, maybe they will allow you to do the work and give you rental credits for the first year to equal the cost of the work.
When negotiating, always get conversations in writing. Either have the conversations via email or follow up on every verbal conversation with an email recapping what was decided. Remember that even if something was agreed upon in an email, it still needs to be in the lease. Make sure everything ends up in the lease or it won’t be enforceable.
Also remember that when negotiating, the willingness to walk away is the most powerful negotiating tool you have. Don’t seem too eager to get the space. Keep your cool and be willing to walk away if you don’t get the things you need. You may be surprised at what a landlord is willing to offer when you push back a little.
Get Help
It is worth the time and money to consult an attorney to review the lease. It may cost you a few hundred dollars in legal fees up front, but it’s a small price to pay to avoid costly issues later.
Enjoy the Process
Opening a new office is a wonderful, if slightly scary, part of running a massage business. The process of putting all your business ideas into action is exhilarating and so very satisfying. Don’t forget to enjoy the fun parts and be proud of yourself for learning and working through the challenging parts!
Allissa Haines and Michael Reynolds can be found at massagebusinessblueprint.com, a member-based community designed to help you attract more clients, make more money, and improve your quality of life.