Picture this: it’s the first week in December. You receive a renewal notice from your landlord. They are raising your rent by more than you anticipated. Your lease is expiring in 60 days. Your team is happy about everything that keeps things running the same. However, your clients complain about parking, your conference room serves as a storage closet, and the space doesn’t fit your needs anymore. Moving in eight weeks is too long, but renewing at this price is impossible. Either way, you have already lost your leverage.
Business owners walk into this trap every year, and bad luck has nothing to do with it. Timing does. October hands you the window you need: three months of clear runway before the holiday slowdown swallows your calendar and year-end budgets lock in. Whether you are renewing or touring office space for lease in Des Plaines, work through this checklist now, and you can make every major lease decision before January arrives.
Why October Is the Right Time to Review Your Office Lease
Most people don’t start looking early enough. Cresa, an exclusively tenant-repping brokerage, recommends that its clients initiate a search 12 to 24 months ahead of when a lease expires. Starting early is a big advantage in terms of getting options, getting good deals, and being able to move in smoothly at the end. Some people, especially smaller companies, can move faster, notes one Austin-based broker — companies under 10,000 square feet might be able to move earlier. October is a good time to check in, see how things are going, and still have enough time to take action if you need to.
Office Lease Renewal Tips: Mark Your Deadlines Now
Pull out your current lease and find four dates and numbers before you do anything else:
- Your expiration date. Put it on your calendar with reminders at 12, nine, and six months out.
- Your renewal option deadline. Some renewal options require nine to 12 months of notice, so a missed deadline can cost you the option entirely.
- Your rent escalations. Calculate what you will pay in each remaining year, not just this one.
- Your restoration obligations. Find out what condition your landlord expects you to leave the space in.
Once you know these details, you can negotiate from strength instead of scrambling.
How to Choose Office Space That Fits Your Headcount
Count the number of desks your team actually needs on any given Tuesday for the next 12 to 24 months. Do this in relation to how much you’re paying for. Add hiring projections to this number. If it’s too big, it’s losing you productivity; if it’s too small, it’s hemorrhaging cash. Right-sizing now prevents you from having to do this again in about 18 months.
Step 1: Audit Your Technology and Security Needs
Your office should protect your business as well as house it. Before you renew or relocate, review the systems you depend on every day.
Office Technology That Protects Your Business
Ask any landlord the same questions: How reliable is the building’s connectivity? Which security and monitoring systems safeguard your equipment, your data, your people after hours? At O’Hare Offices, on-site management leads from the front, using technology and numerous U.S. patents behind the security and monitoring solutions you rely on each day. This kind of infrastructure instills a level of confidence you can’t quantify — freed from the burden of managing your own technology infrastructure, you’re able to concentrate on your business.
Step 2: Compare Location, Commute, and Vehicle Charging Stations
Location shapes everything from client meetings to employee retention. Your commute affects your team’s mood at 8 a.m. more than any perk you offer at noon.
Office Space Near O’Hare Airport With Expressway and CTA Access
If you travel for business, or your clients do, proximity to a major airport changes your calendar. O’Hare Offices sits 18 miles northwest of downtown Chicago, with quick access to Chicago O’Hare International Airport, the region’s expressway system, and CTA service. Your team can drive, ride, or fly in without adding an hour to anyone’s day.
Vehicle Charging Stations: A Small Feature With a Big Payoff
More of your employees and clients drive electric vehicles each year. When your building offers vehicle charging stations, your visitors arrive with a full battery, your team skips a stop on the way home, and your business looks forward-thinking without lifting a finger. Add “Does the building offer EV charging?” to your tour questions.
Step 3: Tally the Amenities That Save You Money
Rent covers your square footage, but amenities determine what that footage is actually worth. Add up what you currently pay for outside your lease, then see how much a campus can absorb.
Fitness Center and Onsite Dining: Perks Your Team Uses Every Day
A Fitness Center with showers and locker rooms allows for morning, lunch, and after-hours workouts for your team, using only the location as a cost. Onsite Dining keeps lunch breaks short and facilitates client meals. Employees who eat, exercise, and work in one place spend less time on errands and more time on the job. Skip the stipend and the catering budget. Let the campus do the work.
Conference and Meeting Rooms: Stop Renting Event Space
How often do you rent a hotel ballroom or a coworking room for a quarterly training, a client pitch, or an all-hands meeting? Add up last year’s receipts. With Conference and Training Rooms on your campus, you book what you need when you need it, and your clients see a professional setting with your business address attached.
Networking Events and Billboard Advertising: Growth Built Into Your Address
A good office address can open many opportunities. On-campus Networking Events can help you meet neighboring business owners who may become customers, partners, or referral sources, without having to leave your building. Billboard Advertising can also provide exposure by putting your business in front of those driving by a busy corridor, which allows you to advertise your business while working in it. Ask your landlord what advertising options are available and how you can take advantage of them.
Local Attractions and Lake Opeka: A Recruiting Advantage
Top candidates weigh the workplace as much as the paycheck. An office campus on 28 acres bordering scenic Lake Opeka gives your team room to walk, think, and reset between meetings. Nearby Local Attractions turn a routine workday into something your employees look forward to, and that edge helps you hire and keep the people who build your company.
Step 4: Negotiate Before the Holiday Slowdown
Landlords and brokers slow down in late December, and so do you. Start your conversations in October and November, and you can negotiate with a clear head instead of a looming deadline.
Questions to Ask Before You Sign a Commercial Lease
Bring this list to every tour and every negotiation:
- What rent escalations apply in each year of the term?
- Which operating expenses come on top of base rent?
- What amenities come included, and which ones cost extra?
- Can I expand or contract my space if my headcount changes?
- What renewal options exist, and what notice do I need to give?
Your October-to-January Timeline
Break the process into four simple moves:
- October: Audit your lease, your space, and your needs.
- November: Tour options and compare total costs, including amenities.
- December: Negotiate terms and make your decision.
- January: Sign, plan your move (or renewal), and start the new year with your real estate settled.
Your Year-End Office Lease Checklist
Before the calendar flips, confirm that you have:
- Marked your lease expiration and renewal deadlines
- Compared your current headcount to your space and your growth plans
- Reviewed the technology and security your building provides
- Weighed your commute, airport access, and EV charging needs
- Counted the dining, fitness, meeting room, and networking value you could gain
- Toured at least two or three alternatives
- Negotiated terms before the holiday slowdown
Frequently Asked Questions
When should I start looking for new office space?
Ideally 12 to 24 months before your lease expires. Smaller companies often start six to 12 months out. If you sit closer to your deadline than that, start today. October gives you enough time to tour, compare, and negotiate before year-end.
How do I know if I’ve outgrown my current office?
Watch for three signs: your team feels cramped on busy days, you regularly rent outside space for meetings, or you plan to hire in the next year. If any of those sound familiar, compare your current rent and setup against a space that fits your growth.
Which amenities should I prioritize when I choose an office?
The ones that you would otherwise have to pay for on your own. Meeting Rooms and training spaces, On-Site Dining and Fitness Centers, and Vehicle Charging Stations are at the top of most business owners’ lists. Networking Events and advertising opportunities can also be important if you’re trying to build a referral base or brand presence in the area.
Can I still change offices if my lease ends in a few months?
Yes, but you will have fewer options and less leverage, so move quickly. Contact your current landlord about a short-term extension while you tour alternatives, and ask each property how fast it can prepare a space for move-in.
Ready to make your next lease decision with confidence? Explore the O’Hare Offices campus, tour our available spaces, and see how the right address can support your business all year long. Visit ohareoffices.com to schedule your tour today.