Office Relocation Guide: Embracing Shared Workspaces for Flexibility and Growth

The world of work is changing, with the classic office setup no longer fit for purpose. As more companies adopt a hybrid model and make use of remote workers, traditional leases are falling out of favor, with businesses demanding more dynamic workplace solutions. What’s more, as the gig economy continues to replace rigid contracts and fixed salaries, there’s a growing appetite from freelancers for innovative workplace solutions.

If you’re considering an office relocation, coworking workspaces provide an ideal alternative. Offering more freedom than standard leases, shared workspaces are also relatively affordable. Furthermore, there’s the benefit of a truly collaborative environment and access to first-rate facilities. Interested in learning more about shared workspaces? Our office relocation guide breaks down everything you need to know.

Introduction to Office Relocation and Shared Workspaces

The shared workspace concept is more popular than ever. By the end of 2024, it’s estimated that there will be more than 41,000 coworking spaces globally. Appetites for coworking spaces show no sign of abating, with the flexible workspace market enjoying an annual growth rate of more than 21%.

The growing demand for shared workspaces is understandable. These communal spaces promote collaboration and drive innovation, while flexible lease terms make them an affordable alternative to conventional offices. They’re a particularly attractive prospect for smaller businesses and startups, with coworking spaces offering first-rate amenities and facilities that would ordinarily be beyond reach.

For larger companies looking to expand, shared offices provide an affordable alternative to conventional ones. An ideal choice for businesses looking to establish satellite offices and international branches, coworking spaces shorten lead times and make it easier to gain a foothold in new territories.

Benefits of Choosing a Shared Workspace

If you’re planning an office relocation, shared workspaces boasts many benefits. An ideal choice if you’re looking to boost productivity, coworking spaces can improve work-life balance, encourage collaboration, and bring significant cost savings. However, these are just a few of the perks you can look forward to.

Cost Efficiency and Scalability

Whether you’re looking to create an agile workspace or want to work more collaboratively, coworking locations are worth considering. Because you’re not dealing with traditional lease agreements and startup expenses, you can slash the cost of office relocation considerably. Furthermore, because you’re not paying over the odds for things like utilities and shared amenities, you can reduce overhead costs.

Shared workspaces also let you scale easily. An obvious choice for startups and smaller companies, coworking spaces grow alongside you. Start with a few dedicated desks, then upgrade to a private office suite as your business matures.

Enhanced Collaboration Opportunities

Coworking spaces and collaboration go hand in hand. If you’re looking to foster innovation and enhance networking avenues, shared workspaces beat out traditional office setups, every time. Whether you’re working alongside similar businesses or sharing a space with a company operating in an entirely different sector, shared spaces make it easier to connect and pursue rewarding opportunities.

Alongside business benefits, coworking locations provide you with the perfect venue for social events. From office icebreakers to team-building sessions, shared workspaces provide you with all the resources you need to bring the social aspect to your business.

Access to Premium Amenities

Many fledgling businesses have to cut corners and make compromises when it comes to securing office space. Whether it’s second-rate facilities or a lack of basic amenities, shortcomings tend to be a staple of many first-time workspaces. With a shared workspace, you’ll enjoy access to amenities usually unattainable to you. While you’ll have to respect the do’s and don’ts of shared workspaces, the benefits far outweigh any drawbacks.

Flexible Lease Terms

Rigid lease terms can throttle a new business. From sky-high rental rates to a slew of additional charges, office leases can prove incredibly expensive and blast a massive hole in the bottom line. If you’re looking for a more flexible alternative to traditional office leases, shared workspaces are the way to go.

Rather than tie yourself down to a months-long lease agreement with no get-out clause, shared workspaces bring you an unrivaled level of freedom. In many cases, you’ll only pay for the time you’re using a space, whether it’s a dedicated desk or a larger office suite.

Planning Your Office Relocation

Knowing how to rent an office space is just the start of a longer process. Even though shared spaces are more cost-effective and flexible, office relocation itself can still prove a headache. For a smoother transition, you’ll want to bear the following in mind when preparing for a move.

Setting Goals for the Move

Before you start thinking about relocation, ask yourself what you actually want to get out of a move. Are you looking for larger premises to accommodate a growing headcount? Maybe your current space lacks the amenities you need to do business. Before searching for locations and whittling down a shortlist, it’s important to outline goals for your move.

Creating a Relocation Timeline

Even though shared workspaces tend to be cheaper than conventional offices, the relocation process can be an expensive endeavor. To help cut costs, it makes sense to create a relocation timeline to stick to. Break the moving process down into clear stages and allot each one its own timeframe. Sometimes, overruns are unavoidable, but with a timeline in place, your relocation isn’t going to end up wildly off schedule.

Budgeting for the Relocation

While you’ll be making a saving on rental rates by moving to a shared space, there are other moving costs to consider. From final payments to utility providers to the cost of moving vans and couriers, every aspect of relocation needs to be budgeted for.

Office Relocation: Announcement to Employees and Stakeholders

Word of mouth alone isn’t enough to announce a relocation. To ensure everyone’s in the loop and prepared for a change of scenery, make sure you’re announcing your relocation plans ahead of time. Once you’ve established that you are indeed moving, a general announcement sent out via email is enough to get the ball rolling.

Keep employees posted in the months and weeks leading up to your move, alerting them to any significant changes or actions that they need to take. You should aim to have a clear date for office relocation approximately two months before you anticipate moving.

Choosing the Right Shared Workspace

From open-plan spaces filled with hot desks to larger locations offering a range of facilities, there’s plenty of choice when it comes to shared workspaces. Below are a couple of things to consider when choosing a suitable space for your team. 

Understanding Your Team’s Needs

Draw up a list of what facilities your team needs to fulfill their duties and excel. If you’re keen on growing your company, you’ll also need to consider whether a space allows for scalability. Employee feedback sessions are useful for garnering opinions on what your team needs to do their jobs efficiently. If you don’t have time to host sessions, think about sending off an employee survey via email instead.

Key Features to Look for in a Shared Office

Most shared office spaces feature basic amenities like reception services, business printing, high-speed wireless internet, and more. Other useful features include 24/7 access, free on-site parking, and shared access to lounges and breakout rooms.

Making the Move and Settling In

Shared workspaces simplify the office relocation process, but you’ll still need to prepare your team for the move. Make sure everyone is clear on moving dates and has been introduced to the facilities on offer at your new location.

If you’re transferring to a shared workspace with all equipment and amenities provided, you won’t have to worry about hauling a large inventory of essentials to your new space. However, if you’re leasing a private suite or using dedicated desks, you can encourage your team to take charge of bringing personal items to your new location.

Maximizing Productivity in a Shared Workspace

Coworking spaces can provide a major boost to productivity. Expertly designed to promote collaboration and streamline workflows, a shared workspace makes it easier for your team to meet their objectives. Sometimes, however, your team may need a little push to be as productive as possible.

Tips for Adapting to the New Environment

Moving to a shared workspace eliminates the usual lead times that can bog down an office relocation. These fully equipped spaces are ready to go, but your team is still going to need some time to get acquainted with their surroundings. Think about staged inductions to introduce your employees to your new location. Many coworking space providers will provide onboarding sessions as standard.

Long-Term Growth and Flexibility with Shared Workspace

If you’re eyeing an office relocation, shared workspaces are a convenient and cost-effective choice. However, as well as being an affordable alternative to traditional offices, these shared spaces are perfect for businesses looking to grow. Many coworking locations offer a range of solutions, ranging from dedicated desks in open-plan spaces to fully-equipped private offices that can house an entire team. This makes it easy to scale an operation, without having to deal with constant lease renewals or upgrading packages with utility providers.

At Mindspace, you’ll find an unbeatable range of shared workspace solutions in some of the most enviable locations in the world. Looking for budget-friendly hot desking options with access to superior shared amenities? No problem. In the market for a private suite complete with meeting rooms and cutting-edge tech? Take your pick from an epic selection of premium spaces to base your operation.

Thinking about an office relocation? Why not explore Mindspace’s shared workspaces today? Already decided on a shortlist? Get in touch with the team to book a tour today.