Updated On December 20, 2022
In the past decade, flexible office spaces have exploded into an innovative business solution, helping entrepreneurs, businesses, and companies afford high-quality coworking spaces with end-to-end work and meeting solutions. What started with just 160 coworking spaces in 2008 has grown into over 20,000 locations worldwide (that’s over 1000%!), even after the effects of the pandemic. CBRE found that 69% of companies with 10,000 or more employees identified flexible office space as the most in-demand amenity of the future, and another study by property brokerage JLL found that 41% of office tenants expected to use more flexible office space because of the pandemic.
With so many office space providers to choose from— with varying types of offerings and amenities – it may be overwhelming trying to figure out which one is best for you. Just because one office space seems like the whole package on the outside, it may not end up being the right fit for you or your company. Always read the fine print in your agreement and check to see if pricing is transparent, but most importantly, book a site tour and experience the space for yourself.
To ensure you’re choosing the right provider and finding the right space for your time, we’ve prepared this list of 25 questions to ask during your next site tour:
Pricing
- What’s included in my agreement and what is billed as “add-ons”?
- What additional charges could I incur and how are they charged?
- How much is rent for office space and are there any costs for move in or design of the space? And what costs are paid up front in the form of a deposit?
- Do I have flexibility to add and subtract people if my company grows or contracts?
- Does my contract give me reciprocal access to other facilities—for example, if I’m a member in Philadelphia can I also work in your New York property when I come visit?
Facilities
- What is the quality level of the furniture? Are there sit-stand desks or ergonomically designed workstations?
- How many desks are in an office? Are the workstations spacious enough for your team, or will they feel more cramped?
- How easy is it for a tenant to control the climate? Has the space been designed with HVAC infrastructure for the flexible layout—with air thoughtfully distributed from one room to another? Or are some rooms really warm and others really cold?
- How loud is the shared space during peak times? Can you do heads down work without being interrupted?
- Do you have a backup server if the Wi-Fi goes down?
- Do you offer tech tools like webcams, fiber optic cable lines, smart boards or even good old fashioned hard phone lines?
- What are the additional amenities offered in the agreement? Does it include fitness centers, showers, locker rooms, or outdoor spaces?
- What kind of snacks or beverages are offered in your kitchen? What is complimentary, and what is additional?
Community
- Who else works in this space? What kind of work do they do? Does their company culture jive with mine?
- Are the common areas densely packed or can my people easily utilize the common space?
- Who will be part of the onsite support team, and will they be available every day? Can they help me book meeting rooms, greet guests and answer phone calls?
- What happens if a neighbor is being too loud? Is that handled by the office provider or the tenant?
- Is there a tech expert on location in case there’s a problem with the internet, printers or my devices?
Services/Events
- What community events are being held in the space? What people can I engage with at those events?
- If I run my own event here, do you need to pay someone to help with setup and breakdown?
- Do you offer health-and-wellness options like yoga, step challenges, or healthy snacks?
Privacy and Office Security
- How are you ensuring office data security on your networks?
- How are you ensuring that private spaces remain private?
- Do you have locks or HID readers outside all suites so people can’t roam into private areas?
- What measures are you taking to ensure my personal security? Are there security guards? Office security systems? Surveillance cameras? If you’re interested in learning more about this, we’ve put together a guide to help you evaluate the privacy and data security of a flexible office space, linked here.
Take some time to really think about what you and your team need to be productive and successful every day. These are some great thought starters, but there's a lot to consider before renting a flexible office space, but if you ask the right questions up front, you can rest assured knowing that you’re making the right decision for yourself and your company.
If you want to learn more about where to find office space for rent, or how shared office space works, contact us today to book a tour of one of our Convene locations.
