In recent years, managed office spaces have become popular among businesses as a perfect office space solution. Flexible and ready-to-use office solutions benefit your business by cutting costs, boosting productivity, and making employees happy. However, not all managed office spaces are the same, so you must know the features when looking for an office for your business. This guide shall give you a clear understanding of what makes a managed office space and what you should consider when choosing one.

Location and Accessibility

The office location is vital. Managed office space location impacts employee morale, business operations, and the perception of your company by others.

Key Points to Consider

• Public Transport: Ensure the office will be easily accessible by bus, train, or subway. It is convenient for employees who use public transport to move about.
• Parking: If most people commute to the office, then there is a need for adequate parking space for them. Find out if there are specially allocated parking places in the building or if one can park elsewhere near the building.
• Location to Facilities: The office should be near food outlets, such as restaurants, cafes, parks, and gyms. This keeps the employees in harmony between life and work.
• Security: Research the building security of the locality, mainly if your team will work late at night.
• Access to Clients: If your business visits clients frequently, being near or in the middle of town is ideal.

Office Location and Layout

Design and layout have much to do with how productive and happy your employees will be.

Key Points to Consider

• Open or Private Space: Depending on the kind of business, you may need an open workspace or private offices. Look for a space that fits your team.
• Flexibility: It should be an accessible space to change with growing businesses.
• Natural Light: A lit-up office boosts mood and energy by having lots of natural light inside.
• Soundproofing: In open offices, good sound insulation is essential to deter people from distractions.
• Comfy Furniture: Ensure the office provides the best ergonomic furniture for long working hours.
• Branding: Some offices allow you to customize the space to reflect your company’s brand and culture.

Technology Infrastructure

Strong and trustworthy technology is critical in modern business life.

Key Points to Consider

• Fast Internet: Your office should have fast, dependable internet, preferably with a backup.
• Wi-Fi Coverage: Make sure that Wi-Fi covers the entire office, with a stable connection in every area.
• IT Support: It is advantageous to have IT support within the office to address technical issues swiftly.
• Meeting room Technology: Check if the rooms include screens, projectors, or other video conferencing capabilities.
• Cybersecurity: Ensure what is being done to protect the data within your institution, including network security.

Meeting and Collaboration Spaces

Meeting and teaming areas are essential for any managed office space.

Key Points to Consider

• Varying room Sizes: Different meeting rooms must be available to suit different group numbers.
• Convenient Booking: A convenient meeting room booking system should help avoid scheduling collisions.
• Informal Spaces: The breakout rooms or lounges facilitate short, informal meetings or brainstorming sessions.
• Technical Aspects: The rooms must have whiteboards, screens, and video conferencing facilities.
• Privacy: For confidential discussions, ensure they soundproof the meeting rooms.

Also read: why is it important to nurture a collaborative culture?

Amenities and Services

The services and facilities of a managed office space may make a difference in your workday.

Important Points to Consider

• Reception Services: A formal reception can impress your visitors or clients in a big way.
• Handling of Mail: Determine whether the office has services for mail and packages.
• Cleaning Services: An office subject to regular cleaning appears neat and professional.
• Kitchen and Refreshment Facilities: Look at office spaces with good kitchens with all basic supplies, including coffee and snacks.
• Wellness Centers: Some offices have gym, yoga, or relaxation rooms available to employees.
• Printing and Photocopying: You will expect shared printing services to be standard, but be aware if there are any additional fees for copying or print services.
• Event spaces: Some offices offer rooms for company events or big meetings.

Security and Access

Ideally, the building should have good security to protect staff and equipment.

Important Points to Consider

• Hours of Operation: If your team needs to work beyond normal working hours, ensure the building is open around the clock.
• Security Personnel: On-site security guards are helpful, especially after working hours.
• Access Control: Look for buildings with secure access systems, such as key cards or biometric scans.
• CCTV: Ensure there are security cameras at all times in areas of common use and entry points.
• Secure Storage: If you store valuable documents or equipment, look for an office with secured storage.

Lease Terms and Flexibility

Managed office spaces generally have more flexible lease terms than regular renting contracts. This may prove advantageous to you should you ever need to expand.

Key Points to Consider

• Flexible Leasing: Keep an eye out for month-to-month or short-lease options. A moveable contract can change with your needs.
• Space to Expand: Ensure you can make adding another desk or space easy or move it to a larger space if your business expands.
• Inclusive of Cost: Know what is included in the rent. Most managed spaces cover utilities, internet, and so on because all those things are supposed to be in the core services.
• Modifications on Demand: Identify if the provider will allow any modification in the space. You should know who is going to take care of the cost.
• Notice Period: Know how long notice is required if you want to vacate the space early.

Sustainability and Wellness

In the quest for sustainability and employee wellness, these considerations are important for a company’s selection of an office space.

Key Points to Consider

• Energy Efficiency: Offices with energy-saving lighting, heating, and cooling systems are excellent choices.
• Recycling Schemes: Confirm that the office allows recycling and waste-minimization plans.
• Nature: Plants and park-like settings help make the working area fresh and breathable.
• Wellness Initiatives: Some provided office spaces offer wellness initiative programs like yoga classes or praying sessions.
• Fresh Air Circulation: Check if the office has its air circulation system checked and maintained regularly with up-to-date filtration systems.

Brand Relevance

Your office must relate to your brand and its identity.

Key Points to Consider

• Brand-aligned Design: The office space’s overall look will align with your company brand.
• Customization: Some offices allow you to embed your company’s logo or design aspects in the premises.
• Shared Values: Other offices suit your type of business by allowing it to show more about a goal to be sustainable or innovative.

Support and Management

Quality management and support services can determine your experience in a managed office space.

Key Points to Consider

• In-house Administration: The in-house administration team at the location will be the first to deal with most problems, from small to minor day-to-day issues.
• Quick Reaction: Ask your soon-to-be co-working space how long the administration team takes to deal with problems.
• Maintenance: Understand how the office deals with general maintenance and emergencies needs.
• Value Adds: Some offices go that extra mile by offering additional value adds, like administrative services or virtual office offers.

Cost and Value

Cost is always an important factor; it’s equally important that you enjoy the value of the money you pay.

Key Points to Consider

• Transparent Pricing: Ensure all costs are upfront, with no surprise fees. Compare the overall cost of managed offices with traditional office leases in the same location.
• Return on Investment: Consider what the office brings regarding productivity, employee satisfaction, and brand presence.

Conclusion

The above-mentioned factors should be considered when looking for a managed office space to meet your needs and sustain your business. The right office will attract talent to the door, impress clients, and create a positive and fruitful environment for your team. If you’re looking for a flexible, well-equipped, and cost-effective managed office space, BHIVE Workspace is the perfect solution.