Commonly asked questions from corporate occupiers about flexible office space

Flexible office space has become a key component of global companies’ office portfolios, given the adaptability it provides through shorter contracts, quicker move-ins and lower capital expenditure. To help businesses navigate this changing market, our experts address some of the common misconceptions around flexible office space and a few of the factors to consider when finding the right solution. 

I’ve heard flexible office space is for startups, are there benefits for larger businesses using it? 

Absolutely, one of the greatest benefits of flex space is the agility it offers, enabling businesses of all sizes to respond quickly to changing needs, expand into new markets or provide hybrid solutions for their team. Flexible workspace requires limited capital expenditure too and with the operational elements taken care of by the flex operator, corporate real estate teams can benefit from focused time and resources on projects elsewhere. With hybrid working models now prevalent in our working world, flex space can also give corporates the opportunity to test and evaluate the space they really need, in an increasingly uncertain world.  

Is flexible office space more expensive than a traditional lease? 

Flexible office pricing is dynamic, varying according to demand, location, commitment term, quality of the space and more! Due to all-inclusive pricing in flex, like for like cost comparisons can sometimes be tricky. However, key benefits include cost predictability, the lack of capital expenditure required upfront, as well as the additional amenity space on offer, which can often make flex solutions a more cost-effective solution than traditional leases. 

Are there benefits of using one global provider versus an independent provider? 

Using a global provider ensures consistency, simplifies management, and allows employees to access multiple locations globally. There can be cost benefits too if you have a large portfolio, with opportunity for pricing to be more competitive. Typically, independent providers offer more flexibility when it comes to pricing, branding, and building rules, resulting in bespoke spaces and more personalised services. It’s important to consider both options to find the best solution for your team. 

Partnering with a global advisor such as Workthere to help manage your office portfolio, ensures you secure local market rates, consistent quality, and appropriate tailored solutions across regions, whilst supporting the navigation of local market nuances, which can save time and optimize costs across your portfolio. 

We have global workplace standards and provide ergonomic work settings for our team in our office space. How will our teams work in coworking spaces? 

Dedicated flexible offices come fully equipped with high-quality ergonomic furniture which may already meet your workplace standards. Many providers will also allow you to customise your space and furniture to meet your team's needs, either bringing in your own equipment or providing a variety of options themselves.   

In Managed spaces the layout, design and furniture is often bespoke and you have much greater optionality. This allows you to create a sense of your organisation and consistency of culture across your locations.  

We want to ensure our brand is visible, how does this work? 

Historically, many flexible office operators did not allow clients to brand their own space, instead choosing to promote their own brand. However things have definitely evolved and matured in this area. Today, providers often allow personalization within your own space, such as branded signage or colour schemes to reflect your company’s identity, as well as opportunities in communal areas such as the reception.  

We have heard that renewals can be time consuming, how do they work? 

As the contract terms are shorter in flex compared to a traditional lease, the renewals can come around quite quickly! At renewal, it is common place to be required to give notice of intention to renew or terminate up to 3 months in advance of the end date - the length of notice required often varies based on term length. At renewal, the costs may be re-negotiated to align with your current needs. Often the costs typically increase, but benchmarking the market is a useful way to assess your rental increase against the market average helping you to make an informed decision regarding your next steps.  

What amenities should I expect within a flexible office space? 

Flex office operators provide an extensive array of shared amenities, from meeting rooms and breakout areas to cafes, gyms, podcast studios, and event spaces. What is offered varies from provider to provider. The increasing competition within the market is driving a flight to quality with operators providing premium facilities alongside hospitality-led service to attract occupiers. 

Typically and particularly evident in more mature markets, we’ve seen more space within buildings allocated to facilities. These amenities are appealing for businesses in fostering a sense of community, collaboration, creativity, and well-being within teams without a need to manage them.  

Flexible office space offers many benefits -  it’s agile, cost-effective, and designed to support the modern workplace. These factors make it an ideal solution to integrate into your office portfolio.