Flexible workspace solutions, or environments that support a variety of ways to work, have become integral components of our existing work model. The desire for flexible work still holds true according to the 2024 Salary Guide from Robert Half which reports on employment trends for hundreds of positions across multiple industries. According to the report, flexible and remote work options are still at the top of the list when it comes to perks people want most. This need will drive companies and businesses to further embrace flexible workspace solutions.
Source: https://www.roberthalf.com/us/en/insights/salary-guide/perks-benefits
What makes flexible workplaces so popular?
Let’s be honest—working from home has its drawbacks, including isolation and countless distractions. And the traditional office, with its rigid cubicles and structured environment, isn’t much more appealing. Enter flexible workplaces. These vibrant and adaptable spaces are designed to meet the needs of various work styles and activities.
Coworking spaces, a popular type of flexible workspace solution, offers a range of setups from communal open areas with flex desks and work booths to private office suites suitable for individuals or teams of ten or more. This versatility allows everyone to tailor their workspace to their preferences, fostering both creativity and productivity—key ingredients for a successful professional life. Since the popularity of flexible workplaces continues to be a mainstay, here are four essential tips to help you find the ideal flexible office space.
Understanding the costs
If you’re aiming to merge the advantages of working from home with the benefits of an office environment, finding a cost-effective space is crucial. Flexible workspace providers cater to remote workers and startups to established corporate teams by offering deals on flexible workspace solutions that make economic sense for people on a hybrid work schedule.
For instance, Pacific Workplaces regularly offers two free months on a twelve month agreement for any private office space or virtual office plan. We also have regular special offers on our All Access Pass and Flex Desk Memberships. Be sure to ask your flex office provider what current promotions they’re offering.
When assessing the costs associated with flexible workspaces, keep these considerations in mind:
- Setup Fees: Always read the fine print associated with any promotional offers. While you might enjoy a reduced monthly rate, hefty setup fees can offset these savings. Typical setup fees for a private office in a flexible workspace range from $99 to $199—anything beyond this should warrant closer scrutiny
- Security Deposit: Typically, flexible workspace agreements require a security deposit equivalent to one month’s rent and services, though some may ask for two months’ worth. Remember to account for this in your budget since it represents a significant initial expense and ties up funds for the duration of your agreement
Flexibility is key
Look for extremely flexible term lengths when it comes to securing your workspace. Virtual Office Plans and Flex Desk Memberships all have default month-to-month term agreements for the ultimate flexibility. For private offices, private office suites or team rooms, term lengths can vary from month-to-month up to 12+ months. Be clear on the term-length requirement for your workspace deal. The discount may only apply if you sign-up for a specific length of time. If the deal requires you to sign for longer than a year, make sure that a longer term-length makes sense—even if the price is right. If your deal locks you into a long contract, continue to shop around, or do some negotiating and ask for a shorter term-length.
Services and amenities
Choosing a flexible office space provider has significant advantages, primarily through the comprehensive infrastructure and business services that come standard. These amenities, which include everything from live answering services and high-quality printers to podcast studios and private phone booths, equip you with the professional tools that are often lacking in a home office setup.
To ensure your flexible workspace meets all your needs, look for the following features to boost productivity:
- Access to Meeting Rooms: Meeting spaces that can be booked instantly through an online reservation system, allowing for seamless scheduling of discussions and presentations
- Dedicated Support Staff: Onsite personnel ready to assist you and your colleagues, enhancing your office experience and providing immediate help when needed
- Advanced Technology Tools: Facilities such as Zoom Rooms for video conferencing are essential for effective collaboration with remote team members and clients, ensuring you stay connected regardless of physical location
Pro-tip: For a deeper dive on the types of “extras” to look for in your flexible workplace, check out this article: Your Hybrid Work Schedule Needs These 5 Amenities.
Tailoring your flex workspace experience
Make sure your membership plan is customizable so you can add and remove services as you need them. You may or may not need live call answering, digital mail services, and access to meeting rooms, so why pay for it? The important takeaway is to ensure the flexible office space you choose aligns with your work-style. Here’s a punch list of the services and membership plans at Pacific Workplaces to give you an idea of what similar providers might offer:
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- Flex Desks: Open coworking areas that provide a variety of seating arrangements from community tables to drop-in desks where you can get work done as needed
- Dedicated Desks: This option ensures you have a set workspace every day. Dedicated desks also often include secure storage for your belongings.
- All Access Pass: Offers access to all Pacific Workplaces locations. Designed for professionals who Work-From-Home (WFH), but want the flexibility to work-near-home in a private office to do concentrated work when the home office doesn’t cut it
- Virtual Office Plans: If you want a professional business address, live answering services, and access to conference rooms to meet with clients, a virtual office membership is a great way to go
- Private Offices: Fully-furnished private offices ensure that you have 24/7 access to a secured space with a lockable door. The privacy not only allows you to work efficiently, but you still get the benefits of shared amenities and community events
- Day Passes: Coworking day passes offer WFH professionals a way to utilize a coworking space for a day without the commitment of a monthly membership
One final tip to consider is location. There’s no sense in signing up for a flexible workspace solution if the location isn’t convenient for you. Most WFH professionals look for coworking spaces near home or within an area you travel to frequently (i.e. same neighborhood where you pick-up kids from school). While shopping around, try doing searches of the cities or surrounding areas you’re interested in such as ‘office space for rent Sacramento’ or ‘coworking spaces near me in Sacramento.’ That should provide you a starting point of the flexible office space providers in that area.
Visit Pacific Workplaces or similar providers to explore how a flexible workspace solution can meet your current and future needs, ensuring you are supported and poised for success in the evolving work landscape.