Selecting an Office Space (part 2)
Asbestos
The use of building materials that pose the danger of dispersing asbestos in buildings is currently prohibited, but many steel-frame buildings of relatively large scale that were constructed earlier contain sprayed asbestos as a fireproof coating. There are also cases where sprayed asbestos was used as heat insulation, and it is possible that slate boards made of cement and other materials in sheet form for use in roofs, walls, and ceilings contain asbestos.
Asbestos is believed to be hazardous when its fibers become airborne. It is believed that under normal conditions, slate board and sprayed asbestos above ceilings and inside walls pose little risk of becoming airborne, but it is advisable to confirm the presence of asbestos with the real estate broker or building owner in advance.
* Under revisions to the Building Lots and Buildings Transaction Business Law Enforcement Regulations, (1) the results of surveys concerning the presence of asbestos, and (2) information relating to earthquake proofing were added to the material matters that require explanation in the disclosure statement under Article 35 of the Law.
(Enacted on April 24, 2006)
Air Conditioning
Air conditioning systems are broadly divided into two types:
- Individual air conditioning units: Tenants can switch between heating and cooling and make temperature settings on their own.
- Central air conditioning: Efficient temperature control is carried out for the entire building or for individual floors.
Recently, more buildings are using a combination of individual and central air conditioning. The manner in which air conditioning systems are used will differ from system to system, so be sure to check in advance whether the system can be used in manner that will meet your needs.
Not all buildings can be used at all times
Some buildings have restrictions on the times when they can be used. Restrictions on use times have eased in buildings with mechanical security systems installed, but not all buildings can be used 24 hours a day, 365 days a year. In some cases, prior notice to the building management office may be required for use outside of regular business hours. It is necessary, therefore, to check whether there are any restrictions on the hours of use and under what circumstances notice must be provided. In addition, there may be restrictions on when vehicles can enter and exit from parking facilities.
Facilities for internal communications infrastructure
Constructing internal communications infrastructure requires confirmation of whether the needed electrical capacity and number of telephone lines can be secured and whether fiber optic lines can be extended to the MDF inside the building.
If fiber optic cables have not been installed in the building, an application from the tenant is required. Installing the cables takes two to three months after application. Also, increasing the electrical capacity, the number of phone lines, and air conditioning units will require approval from the landlord.
To be able to use internal communication infrastructure soon after relocating to a new office will require prior confirmation with the landlord concerning the status of these facilities.
Contracted floor area and exclusive-use floor area
There will be instances where the contracted floor area is not the same as the area that can actually be used (exclusive-use floor area). This is because the contracted area can include bathrooms, water heater space, elevator halls, and other common areas. It is necessary to confirm how much of the contracted floor area is actually available for exclusive use.
Work space per person
The work space per person is the minimum area per person needed to comfortably perform work duties. The necessary space will vary depending on the number of employees and the office use format (head office or branch office), but when conference rooms, a reception area, lounges, and other shared spaces are included, approximately 10 square meters per person is needed. If a lot of office equipment is used, even more space may be required. When calculating the needed space, it is advisable to take into account future increases in personnel, documents, and so on.
The Health Promotion Law and Preventing Passive Smoking
The Health Promotion Law came into effect on May 1, 2003. With the adoption of this law, passive smoking has come under increasing scrutiny. Passive smoking is defined as “being forced to breathe smoke from other people’s cigarettes in an indoor or comparable environment.” Article 25 of the Health Promotion Law provides, “The manager of facilities where the public gathers must endeavor to take measures necessary to prevent passive smoking.”
Measures for preventing passive smoking include total bans that prohibit all indoor smoking and partial bans to ensure that smoke does not drift from smoking areas into non-smoking areas.
How a company addresses this will depend on whether the building itself has a total or partial ban, but if a partial ban within the office is chosen, it is important to consider the space needed and costs associated with creating a smoking room.