Office & Admin Operations
(The "Who’s Going to Clean the Toilet?" List)
2.1 Physical Office Management
(Or: "How to avoid getting locked out of your own office because you didn’t read the fine print.")
What It’s All About:
"Your office isn’t just four walls—it’s a web of contracts, bills, and hidden costs that can strangle your startup if ignored."
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2.1.1 Rent Agreements
💡 Why It Matters:
• A bad lease can double your costs or get you evicted mid-growth.
• Pro Tip: Always negotiate 3 key clauses:
1. Lock-in period (Can’t leave early)
2. Rent escalation (Max 5–10% yearly)
3. Subletting rights (For future flexibility)
🔥 Horror Story:
A Bangalore startup signed a 5-year lease with 15% yearly rent hikes. When COVID hit, they were stuck paying ₹3L/month for an empty office.
Self-Assessment:
"Does your rent agreement have…"
✅ Security deposit capped at 6 months’ rent?
✅ No hidden ‘maintenance’ charges?
✅ Early exit clause (even if costly)?
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2.1.2 Electricity Bills & Maintenance
💡 Landmines to Avoid:
• Sub-metering: If sharing space, ensure bills are split by actual usage—not arbitrarily.
• Generator Costs: Some buildings charge ₹50/unit for backup power (daylight robbery).
• Pro Hack: Prepaid electricity meters prevent bill shocks.
Case Study:
A Delhi co-working space overcharged 20+ startups by tampering with shared meters. It took 6 months of legal notices to get refunds.
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2.1.3 Security Deposits
The Golden Rules:
1. Never pay more than 6 months’ rent as deposit.
2. Get receipts stating it’s refundable.
3. Photograph the office pre-move-in (or lose your deposit to fake "damage" claims).
🔥 Horror Story #2:
A Mumbai founder paid 12 months’ rent as deposit (₹18L). When exiting, the landlord deducted ₹15L for "repainting."
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2.1.4 Municipal Taxes
(The Silent Budget Killer)
• What? Property tax paid by landlords—but often passed to tenants illegally.
• How Much? Typically 10–20% of rent.
• Pro Move: Check local municipal website to verify actual tax due.
Scam Alert:
A Hyderabad landlord charged startups "double municipal tax" for 3 years—pocketing ₹25L extra.
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🛠️ Your Office Health Check
"Rate your readiness:"
Risk Area 😱 Disaster 🛠️ Needs Work 🛡️ Fort Knox
Rent Agreement Signed without reading Key terms negotiated Lawyer-vetted + future-proof
Electricity Random blackouts Sub-metered fairly Prepaid meters + solar backup
Security Deposit 12 months, no receipt 6 months, photographed Bank-guaranteed deposit
Municipal Taxes Paying blindly Verified with corporation Landlord absorbs cost
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🚨 Crisis Protocols
"When shit hits the fan:"
Scenario Immediate Action Long-Term Fix
Landlord demands 20% hike Serve notice citing agreement terms Move to co-working (no lock-in)
Electricity cut for non-payment Pay under protest + demand meter audit Install prepaid meter
Deposit not returned Send legal notice + tweet @CPM office Next time: Escrow account deposit
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📌 Pro Tips for Founders
1. Co-Working Spaces: Great for <20 teams—no deposits, no bills, no headaches.
2. Virtual Offices: Use for registrations (saves ₹50K+/year in rent).
3. Rent Negotiation: Offer longer lease = lower rent.
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🎯 Final Thought
"Your office is your castle. Either you control the moat, or you’ll pay ransom to cross it daily."
