Set up Your New Office in Dubai

Whether you’re an entrepreneur running a start-up, or you’re just looking for a business set up in Dubai , setting up an office can be very exciting for everyone involved. A new office usually means you’re moving into a bigger space and buying new furniture that will set the atmosphere of your company. Yes, how you set up your office will affect the vibe and atmosphere of the place, which will then in turn affect the productivity of all employees.

#1 Location, Location, Location

There are plenty of commercial areas in Dubai so finding a location isn’t difficult, but an issue you will face is the kind of license you carry. For example, if you apply for a business license/trade license through Dubai Multi Commodities Centre Authority (DMCCA) you need to find an office in the commercial space of Jumeirah Lake Towers. Once you’ve sorted out the legal requirements you need to follow, you need to choose a building or office that will suit your company.

In this bustling metropolis, numerous factors should be carefully evaluated to ensure you select the ideal or prime location that aligns with your company’s needs and goals.

Accessibility and Proximity to Transportation

Dubai is known for its well-developed transportation infrastructure, including an extensive road network, metro system, and efficient public transportation options. When selecting your office location, consider the accessibility for both your employees and clients. Proximity to major highways, public transportation hubs, and airports can greatly facilitate convenient commutes and seamless mobility for business travelers.

Availability of Amenities

The modern workforce values convenience and a desirable work environment. Evaluate the surrounding area for the presence of essential amenities such as restaurants, cafes, shopping centers, gyms, and healthcare facilities. These amenities not only contribute to employee satisfaction but also foster a vibrant and attractive work environment for your team.

Popular Office Districts

Dubai offers several renowned office districts that cater to various business sectors. These districts often provide a comprehensive ecosystem of services, infrastructure, and networking opportunities tailored to specific industries.

• Dubai Internet City (DIC) is a hub for technology and digital companies, offering state-of-the-art facilities, high-speed internet connectivity, and a thriving community of tech professionals.
• Dubai Media City (DMC) is the ideal destination for businesses operating in the media, advertising, and creative industries. This district hosts numerous multinational media companies and provides a conducive environment for collaboration and innovation.
• Dubai Design District (d3) is a unique destination for design-related businesses, including fashion, architecture, and product design firms. This creative community offers a stimulating atmosphere and opportunities for networking and inspiration.

Other office districts include Dubai International Financial Centre (DIFC), Dubai Healthcare City (DHCC), and Dubai Silicon Oasis (DSO),Business Bay, Downtown Dubai (Burj Khalifa view) each catering to specific industries.

Negotiating Lease Agreements and Understanding Lease Terms

A lease agreement is a legally binding contract, so scrutinize its details before signing. Here are some key terms to understand:

• Lease Term:  This is the duration of your tenancy, typically ranging from one to five years. Negotiate a term that allows for growth but provides flexibility if your business needs change.
• Rental Rate:  This is the base cost per square foot of your office space. Be prepared to negotiate based on market conditions, the overall property condition, and the length of your lease term.
• Maintenance Responsibilities:  The lease will specify which party is responsible for building maintenance, repairs, and utilities. Clarify these points to avoid unexpected costs.
• Hidden Fees:  Look out for additional charges like service fees, parking fees, or property management fees.  Factor these into your overall budget calculations.

#2 Understanding Legal Requirements and Obtaining Permits

Dubai’s thriving business environment attracts entrepreneurs and investors worldwide. However, to operate legally and successfully, you need to navigate the specific legal framework and obtain the necessary permits.

Dubai operates under a dual licensing system, offering two main options:

• Mainland: Allows businesses to operate anywhere in Dubai with greater flexibility in business activities. This option requires a trade license from the Department of Economic Development (DED).
• Free Zones: These specialized zones offer specific benefits like tax exemptions and 100% foreign ownership. However, they often restrict business activity to specific sectors and limit operations within the free zone itself.

Licenses and Permits Required

The specific licenses and permits you need will depend on your chosen legal structure, business activity, and location. However, some general requirements apply:

• Trade License: Obtained from the DED, this is the core permit authorizing business operations within Dubai, United Arab Emirates.
• Office Permit: Issued by the relevant authorities (DED for mainland, free zone authority for specific zones), this permits using a specific space for your business operations.
• Additional Permits: Depending on your industry, you may need additional licenses like health department approvals for restaurants or environmental permits for certain manufacturing activities.

Process and Documentation Overview

The process of obtaining licenses and permits can involve several steps depending on your chosen legal structure and business activity. It typically involves:

1. Company Registration: Establish your company’s legal structure with the relevant authority.
2. License Application: Submit an application for the trade license and any additional permits required, along with necessary documentation.
3. Documentation Requirements: This might include a detailed business plan, feasibility study, tenancy agreement for your office space, and No Objection Certificates (NOCs) from relevant authorities.

#3 Get some space

The size of your office is really important for so many reasons ! One, you need to make sure there’s room for everybody and for everything such as storage space for products, or space to hold meetings. Plus, the size of the office also determines how many people you’re allowed to sponsor and give visas to. 

So if you have 10 employees, you can’t squeeze them all in a tiny office. Also, keep in mind that by law you’re required to have adequate workspaces for every employee, so ensure everyone has some space!

Importance of an efficient and ergonomic office layout

Productivity Boost: A thoughtfully designed office layout can significantly enhance employee productivity by optimizing workflow, reducing unnecessary movement, and minimizing distractions. An ergonomic setup ensures comfort and reduces the risk of physical strain, contributing to a happier and more focused workforce.

Space Utilization: Efficient space planning maximizes the available square footage, ensuring optimal use of every inch of your office space. This not only saves costs but also creates a clutter-free and organized environment that promotes a positive work atmosphere.

Collaboration and Communication: The layout should facilitate seamless collaboration and communication among team members. Strategic placement of collaborative spaces, such as meeting rooms and breakout areas, can foster teamwork and encourage knowledge sharing.

Open vs. Private Workspace Arrangements

Open Office Layouts

• Promote transparency and a sense of community
• Encourage impromptu discussions and cross-team collaboration
• Cost-effective use of space
• Potential for increased noise levels and distractions

Private Workspace Arrangements

• Offer privacy and minimized disruptions for focused work
• Suitable for roles that require confidentiality or handling sensitive information
• Potential for decreased collaboration and team cohesion
• Higher space requirements and costs

Striking the right balance between open and private office space is essential. Consider implementing a hybrid approach that combines the benefits of both arrangements. For example, you could have dedicated private offices for roles requiring confidentiality, while incorporating open collaboration areas and shared workspaces for teams that thrive on frequent interactions.

#4 Furnish and Equip Your Dubai Office

It can be easy to skimp out on buying furniture and décor for your office, but you should understand that it’s very important for everyone’s productivity that you don’t! Buy comfortable chairs and high-quality equipment to avoid problems in the future. 

Just like a business, invest right initially and it’ll pay off in the long run. Of course, you should still be reasonable, but the type of décor you buy and how you arrange it will create the overall work environment. Look in places like IKEA or even Dragon Mart to find good deals while also maintaining a certain level of quality and comfort. 

When you’re out shopping, think of what kind of culture you want for your company. You can create separate spaces for people away from each other if you feel that’s the type of company you are, or you can opt for bullpen-type furniture to keep everyone close and create a brainstorming bubble. There is no right way of furnishing, it just depends on your style.

Selecting Functional and Stylish Office Furniture

Your office furniture plays a crucial role in employee well-being and productivity. Here are some tips for making optimal choices:

• Ergonomics First: Invest in ergonomic furniture like adjustable chairs and desks to promote good posture and minimize the risk of musculoskeletal issues.
• Functionality for Your Needs: Choose furniture that aligns with your work style. Opt for workstations that support collaboration for team-oriented operations or consider private office furniture for tasks requiring focus.
• Durability and Style: Balance functionality with aesthetics. Select furniture that is durable and reflects your company’s brand identity. Consider high-quality materials that will withstand daily wear and tear.

Essential Office Equipment for your Dubai office

Now that your team has a comfortable place to work, let’s explore the essential equipment needed to operate effectively:

• Computers and Laptops: The cornerstone of most modern workplaces. Choose computers with the necessary processing power and software based on your industry needs.
• Printers and Multifunction Devices: While cloud storage is prevalent, a reliable printer or multifunction device can be invaluable for physical documents and occasional printing needs.
• Telecommunications: Ensure robust internet connectivity to support seamless communication and workflow. Explore reliable internet service providers (ISPs) in Dubai to find the best plan for your company’s requirements.
• Additional Equipment: Depending on your industry, you might require additional equipment like scanners, video conferencing systems, or specialized software.

Recommendations for Local and International Suppliers

Dubai is home to various local and international suppliers catering to office furniture and equipment needs. Here are some recommendations:

Local Suppliers: 

• Delfi Office Furniture
• Godrej Interio
• Mobica
• Office Factory
• Domon Furniture

International Suppliers:

• Steelcase
• Herman Miller
• Haworth
• Knoll
• Vitra

Do it quick, do it fast, do it right

Although you need to take time to think through what you want for your office because you’re going to be in for the long haul, you can’t spend too much time on it. Time is money, and you have to remain operational! Arrange to go shopping over the weekend and pay the extra fee to have it delivered right away. 

You might also want to look into hiring a handyman in Dubai to help with assembling your furniture and putting up things like frames or repairing lights in your new office. If you will be moving offices, and have furniture you’d like to keep you’ll need to hire professional Dubai movers who will be able to handle a commercial move. 

It’s important to look into which moving company to hire because you need to ensure that nothing is damaged and that they’re competent enough to handle the moving of CCTVs, servers, fragile equipment, and documents. The last thing you need is someone damaging expensive equipment or jumbling up important documents.

Exploring Dubai’s Flexible Office Space Options

As experienced business consultants, We understand the growing demand for flexible office spaces in the dynamic city of Dubai. With its thriving entrepreneurial ecosystem and diverse business landscape, the concept of flexible workspaces has gained significant traction, offering companies agility, cost-effectiveness, and a wealth of amenities.

Flexible office spaces, also known as co-working spaces or shared workspaces, have emerged as a popular alternative to traditional long-term office leases. These spaces cater to startups, freelancers, small businesses, and even larger corporations seeking a more flexible and collaborative work environment.

Benefits of Flexible Office Spaces in Dubai

• Scalability: Flexible spaces cater to growing or downsizing companies. You can easily adjust your workspace size without the long-term commitment of traditional leases.
• Cost-Effectiveness: Flexible spaces typically offer all-inclusive packages, eliminating the need for upfront investments in furniture, utilities, and maintenance.
• Networking Opportunities: Many co-working spaces foster a vibrant community atmosphere, allowing you to network with other entrepreneurs and professionals.
• Short-Term Commitments: Flexible spaces offer short-term leases or even per-desk pricing, ideal for startups, project-based teams, or companies testing new markets.
• Reduced Overhead: Escape the burden of managing facilities, maintenance, and utilities. Flexible workspaces allow you to focus on core business activities.

Types of Flexible Office Space Solutions in Dubai

Dubai boasts a diverse range of flexible workspace options.  Here are some of the most popular choices:

• Co-working Spaces: Open-plan environment with shared office space, common area, and meeting room. Perfect for startups, freelancers, and remote teams seeking a collaborative atmosphere.
• Serviced Offices: Fully furnished private offices with various amenities like reception services, IT infrastructure, and meeting rooms. Ideal for established companies seeking a professional setting without the hassle of long-term leases.
• Virtual Offices: A professional business address without a physical office space. Ideal for startups or companies maintaining a local presence for business registration or client communication.

Notable Flexible Dubai Office Space Providers

• Regus: A global leader in flexible workspaces, Regus operates multiple locations across Dubai, including in prime areas like Dubai Media City, Dubai Internet City, and Jumeirah Lake Towers.
• Nestspace: This homegrown provider offers a range of co-working spaces, private offices, and virtual office solutions across several locations in Dubai, such as Al Quoz and Dubai Design District.
• Nucleus: With a focus on fostering innovation and entrepreneurship, Nucleus provides flexible office spaces, meeting rooms, and event venues in Dubai’s Knowledge Park and Design District.
• WorkInc: This provider offers co-working spaces, dedicated desks, and private offices in prime locations like Dubai Media City, Dubai Design District, and Jumeirah Lakes Towers.
• The Billionaire. com: Catering to high-net-worth individuals and businesses, The Billionaire.com offers luxurious co-working spaces and private offices in prime locations like Dubai International Financial Centre (DIFC).

Ready to Open Your Doors in Dubai?

Contact Business Setup Consultants today.  Let our dedicated team of experts guide you through the entire process, ensuring a successful and stress-free office opening in Dubai. With BSC as your partner, you can unlock the exciting opportunities that Dubai offers and focus on realizing  your business vision.

Is there anything else we missed in this checklist? Let us know in the comments!

If you like this article, you might be interested to read more about Family Office in Dubai UAE