The Office During Power Outages: What to Check Before RentingAdvertisement

Before renting an office with a backup power supply, you need to find out whether your workstations, internet connection, and the building’s essential systems will function without electricity. The phrase “there’s a generator” does not answer these questions. Ask the landlord or property management company to explain what equipment is connected to the backup system, how the switchover works, and who is responsible for maintenance.

For a team that works with clients, holds online meetings, or uses cloud services, the entire process is crucial: getting into the office, turning on the equipment, connecting to the network, and having suitable working conditions. These issues should be verified during the inspection, and agreed-upon services and payments should be documented before signing the contract.

Determine what must work without electricity

Make a short list of tasks and equipment without which the team won’t be able to work. For one office, this might include laptops, a router, and workstation lighting. For another, it might also include a switch, a local server, a phone system, or equipment for receiving visitors. Determine your needs based on the number of employees present at any given time, not just the total number of staff members.

Share the list with the building’s technical representative. Ask them to compare it with the available power capacity and explain any limitations. Separately, find out if there is a power reserve for ventilation, heating, water supply, and elevators. A laptop’s own battery does not replace the need to check these systems.

Check the backup capacity in the specific space

The building’s generator or battery system may serve specific zones and loads. Therefore, ask to see which outlets in your future office are connected to the backup power supply, what the allowed load is, and whether additional approval is required for connections. For a battery solution, find out the stated runtime based on the load your team plans to use, as well as the conditions for recharging.

If you’re planning to rent office space in Kyiv, the A-Office directory will help you compile a list of options by neighborhood and square footage. For each selected property, verify the backup power arrangements separately: building descriptions and photos do not replace confirmation that the specific office will remain operational during a power outage.

Also clarify the timing and procedure for switching power sources. If even a brief power outage is unacceptable for your company’s operations, discuss with a specialist the need for an uninterruptible power supply (UPS). You should not modify the building’s electrical system on your own: the solution must be compatible with the equipment and approved by those responsible for electrical systems.

Find out if the internet will remain available

Check not only the Wi-Fi in the conference room but the entire path to the service. The router, fiber-optic terminal, switches, and other necessary devices must be powered. Ask your provider about backup power for its equipment at your specific address and the network’s operational conditions during prolonged outages.

The Ministry of Digital Transformation’s explanation of xPON states that the user must power the router and the ONU (Optical Network Unit). Therefore, simply mentioning the technology in the proposal is not enough: clarify the availability of a connection in the building and the power supply for the equipment on your end.

If you need a backup channel, discuss whether it operates independently of the main one. Having two contracts with providers does not necessarily mean they share infrastructure. Test mobile internet right in the premises: check if you can make video calls and use the necessary services. If possible, also evaluate the connection during an outage.

Inspect access to the building and conditions for the team

Ask how the entrance doors, access control system, and communication with security personnel function without the main power supply. For an office on an upper floor, confirm the elevator’s operation and the accessible route for people with mobility impairments. During the inspection, walk the route from the entrance to the office and familiarize yourself with the emergency exits.

Check the lighting in hallways and stairwells, as well as access to water and restrooms. Find out which heating and ventilation systems run on backup power and what limitations arise once the backup power is depleted. Comfort and the ability to stay indoors shouldn’t be judged solely by whether your laptop turns on.

A separate issue is shelters. The State Emergency Service advises checking the condition of shelters near your workplace. Confirm access procedures during an emergency and the contact information of the person in charge; walk the evacuation route and verify that every employee can use it. Having backup power in the office does not replace this check.

Clarify responsibilities and safety protocols for backup equipment

Find out who maintains the backup system, monitors its condition, and responds to malfunctions. For a building with a generator, ask for an explanation of how the equipment is safely located and operated. This is a question for technical staff, not an additional task for the office administrator.

The State Emergency Service’s guidelines on power outages warn against using a fuel-powered generator indoors due to carbon monoxide emissions. A portable fuel-powered generator must not be operated in an office or hallway. Use battery stations and UPS systems according to the manufacturers’ instructions; coordinate their placement and connection with the responsible specialist.

Clarify payment terms before signing the contract

Request a written breakdown: whether the backup power is included in the base rate or the operating fee, whether there is a separate charge, and how it is calculated. For additional equipment, clarify who pays for the purchase, installation, and maintenance, and who will own it after the lease ends.

Agree on the list of services, available power capacity limits, the procedure for reporting malfunctions, and the contact information for inquiries. If the owner promises to upgrade the system, specify exactly what is planned and when. Distinguish between existing backup systems and equipment that is only planned to be installed.

Review this brief checklist

Record the answers for each facility in the same format. This makes it easier to see where terms have been confirmed and where further clarification is needed.

What to Clarify with the Landlord Before Making a Decision

In consultation with the management company, ask a technical representative to demonstrate the backup mode and check routine operational tasks. Do not turn off the power or test the electrical equipment on your own. If a demonstration is not possible, clarify which specifications are documented and what remains unverified.

You should choose an office where the capabilities, limitations, fees, and procedures during an outage are clear. This approach will help you evaluate the space based on your team’s actual needs and determine in advance what to do if the backup power or communications fail.

Олена Болган