What is the difference between a flexible workspace and a traditional office?

Hanjalka Csabai at August 31, 2021

In many major cities in the world, the flexible workspace is increasingly shaping up as a convenient alternative to traditional office solutions because it gives companies the opportunity to implement versatile space solutions.

Flexible workspaces are also called shared desks or flexispace. They are rooms equipped with basic equipment such as the internet, telephone lines, offices and chairs, which allow employees, who normally work from home or remotely, to have a physical office for a few hours each week or every month, depending on the needs.

Unlike traditional offices, allocating space in flexible workspaces is not fixed, so businesses can maximize the benefits of cost- and time-efficient solutions. If in traditional offices, employees spend most of their time working in the office, flexispaces allow the staff employed to work from alternative locations. In other words, employees, especially those who also have to perform field work, can come to the office only when necessary. In some cases, there is even the possibility that employees from different companies will share a flexible workspace.

The great advantage of flexible office spaces is that it gives business owners access to fully equipped rooms, without requiring a long-term commitment to the duration of the lease or the terms of the contract. The duration of leases varies and can be extended to suit the needs and requirements of the occupant. It has been shown that most tenants who opt for such solutions conclude contracts for a duration of 4-6 months, but some end up extending them up to two years.

Another advantage of these spaces is that they are always ready to move. Thus, tenants who opt for this solution can enjoy a less disturbing transition when they are forced to change offices. Prior notice of this is sufficient and everything is solved easily and quickly.

Flexible office spaces are also known as temporary workspaces. Traditional leases cannot always meet the needs of firms at every stage of their development. For example, some companies may need additional office space during a particularly busy period, but may not commit to a long-term lease. Other firms may have to vacate their current headquarters while looking for a more appropriate space in the long run. Start-ups may want to rent office space for a temporary period before committing to a specific location. In such cases, flexible office spaces are an ideal solution, as they offer the kind of flexibility that traditional office spaces cannot offer.

There are other reasons why flexible office spaces can be attractive to some entrepreneurs. Reducing expenses is one of the most reminded advantages when it comes to flexible workspaces. In general, flexible offices are cheaper than traditional ones, since most providers include all expenses in a single fixed monthly fee. Rental rates can include parking, water, electricity, heating, business rates and other utilities, and many suppliers also offer the ability to add other additional items, such as storage spaces for business or parking spaces for visitors.

Fixed monthly costs facilitate financial planning and allow companies to manage their budget more accurately, helping them reduce their overall expenses. Last but not least, business owners have the option of renting flexible offices with services or managed, so they will no longer have to worry about hiring a new staff member to occupy the reception areas or to do administrative work.