The flexible office space concept is by no means a new one, but in the last few years, the model has started to gain serious traction among professionals and organizations of all sizes.
But despite the surge in interest, many people are still unclear about how to pick the right flexible office space to suit the needs of their business. This isn’t entirely surprising—there’s a wide range of service options available, from coworking and dedicated desks to private offices and team suites.
And beyond the variety of service tiers available, each flexible office space also offers its own unique vibe, community, and amenities that may be a better fit for some types of companies and industries than others.
The first step in choosing the right flexible office space for your needs is to book a tour and see it for yourself. But while you’re there, it’s essential to ask the right questions.
So, to help you ensure you’re attaining all of the insights you need to make an informed decision, keep handy this list of 78 questions to ask when touring a flexible office space.
General
When you take a tour of a flexible office space, it’s wise to start with a few high-level general questions to help you get an idea of what you can expect from the space and the operator.
Here are some questions to consider:
- What types of services do you offer?
- Who is each service tier ideal for?
- Is your workspace dog-friendly?
- What are the most common questions or concerns you receive from prospective members?
- What differentiates your flexible office space from others in the area?
- What are your flexible office space’s core values?
Location
One of the most important factors to consider is where the flexible office space is located.
First and foremost, the location has to make sense given where you or your employees will be coming from. For instance, if your team lives in the city, a suburban space wouldn’t make sense, and vice versa.
But beyond the geographic location of the space, it’s also important to consider what’s in the immediate vicinity.
We recommend exploring the following topics:
- What are the main business hubs or districts nearby?
- How would you rate the neighbourhood’s vibe and reputation?
- Are there any plans for future developments in the area that might impact its appeal?
- What types of amenities are in the area, such as restaurants, coffee shops, retail stores, cocktail bars, and hotels?
- Where is the nearest public transit?
- What are the nearest major roadways?
- How far is this location from the nearest airport?
- Is there parking on-site or nearby? Is it free or paid?
- Are there childcare facilities nearby?
- What cultural or entertainment venues are nearby, such as theatres, galleries, or music venues?
- Are there parks, jogging paths, or green spaces for relaxation during breaks?
- Are there any bike paths nearby for those who commute on two wheels?
- Are there fitness centers or wellness facilities nearby?
- Is the space easily accessible for individuals with disabilities?
- How would you describe the rush-hour commute to and from this location?
- Are there secure areas for bicycles or other personal transportation methods?
Amenities
With a flexible office space, the amenities are one of the most critical features. Not only do they help make your workdays more streamlined, efficient, and productive, but they can also help support better work-life balance and make the workplace more enjoyable. This can even serve to enhance your company’s employee value proposition.
It’s wise to dive deep into the space’s amenities with questions like:
- What types of furnishings are included in each membership tier? What quality is the furniture?
- Are there any complimentary snacks and refreshments available?
- Are there dedicated spaces for relaxation or downtime?
- Are there communal or lounge areas where people can socialize?
- Are there event spaces on site? If not, can the common areas be reserved for events or large gatherings?
- How many meeting and conference spaces are available? What type of equipment do they offer?
- How many hours of meeting and conference room time are available with my desired membership tier?
- How are meeting rooms booked?
- Are there on-site fitness or wellness facilities?
- What type of business essentials do you offer, such as printers, scanners, and copiers?
- Are these services free or do they come with additional charges?
- Do your workspaces come with sit-stand desks and ergonomic chairs?
Community
One of the greatest differentiators between traditional offices and flexible office spaces is the presence of a close-knit professional community. This can provide both professional networking and social benefits.
So, it’s wise to find out exactly what that community entails when touring a flexible office space by asking questions like:
- What types of organizations currently work in this space?
- What types of businesses, professionals, or industries seem to thrive here?
- Are there opportunities for collaboration with other businesses or professionals?
- Are there opportunities to showcase our services to other businesses in the space?
- What’s the best way to meet like-minded professionals here?
- Are there any community events hosted in the space? If so, what kind?
- How densely packed are communal spaces during peak times?
- Does your space conduct any wellness or charitable initiatives?
- How would your members describe the experience of being in your space?
- What aspects of your space or services do your members get the most value from?
Pricing, terms, and agreement
When you’re considering a flexible office space, “flexible” is the operative word. On a fundamental level, these spaces should provide competitive pricing and flexible terms.
Compared to a traditional office lease, flexible office agreements are short and simple. You shouldn’t need to consult legal counsel to review it.
But with that being said, we always recommend giving the agreement a thorough review and ensuring you’re asking important questions like:
- What’s included in my agreement?
- How long are your agreement terms for each tier of service?
- Are there any hidden fees or add-ons I might encounter? What additional charges could I incur and how are they billed?
- Are there set-up or management fees for this location? What costs are paid up-front in the form of a deposit?
- What’s your termination policy?
- How easily can I scale my workspace up or down as the needs of my business change?
- To what extent can I customize my office space?
- Are there any costs for move-in or design of the space?
- Do you have office spaces in other cities? If so, does my agreement give me reciprocal access to them?
Technology infrastructure
The vast majority of professionals and organizations today rely heavily on technology for their operations. With that in mind, it’s critical to ensure that the technology infrastructure offered at your flexible office space is efficient, effective, and secure.
While you might not be an IT specialist, it’s worth your while to ask:
- How fast is the internet in this space?
- Do you have a backup server if the WiFi goes down?
- Do you offer tech tools like webcams, fiber optic cable lines, smart boards, or hard phone lines?
- How secure is your technology infrastructure? What cybersecurity measures do you have in place?
Security and privacy
Cybersecurity is one thing. The privacy and personal security of you and your team is another—and it’s vitally important.
You should feel completely safe and secure within your flexible office space, and you can ensure this will be the case by asking questions such as:
- How soundproof are individual workspaces, offices, and meeting rooms?
- Where and how can I safely dispose of confidential or sensitive documents?
- How do you ensure that members’ privacy is protected?
- How is the building accessed during business hours? After hours?
- Who do I contact in case of a security issue?
- How are lost or stolen items handled?
Sustainability
For many professionals, employees, and organizations, sustainability is incredibly important.
If this sounds like you, feel free to discuss the sustainability of the workspace with questions such as:
- Does your flexible office space operate sustainably? If so, how?
- Does your workspace or building have any sustainability certifications?
- Are the furnishings and interiors sourced sustainably or responsibly?
- How do you manage waste? Do you offer recycling and composting?
- Are there incentives for members to adopt sustainable practices?
- What’s the building’s energy consumption, and are there any renewable energy sources in use?
Management
Flexible office spaces are heavily hospitality-inspired. High-touch service and professional support are par for the course in these environments. And the management team within the space will heavily influence the experience that you and your team have while you’re there.
So, don’t hesitate to explore how the management team works to create an outstanding experience with questions like:
- How would you describe the management team at this office space?
- Who is on the space’s in-house support team? What types of support do they offer?
- What are the house rules in this space?
- Is there a tech expert available to help with IT challenges?
- Who handles issues with billing, repairs, and disputes between tenants? How are these issues addressed?
- How are day-to-day needs managed in this space? Is it done through an app? By email? Through direct requests?
- How is incoming mail managed?
- How are incoming phone calls managed?
- Do you offer voicemail or call routing services?
- How easy is it to control the climate within individual workspaces?
- Is air quality well-managed within the space?
Flexible office spaces are an optimal option for many professionals, teams, and organizations. They can provide big benefits in terms of cost-efficiency, flexibility, convenience, and your overall workday experience.
But it all comes down to finding the perfect space for your needs.
With so many options to choose from, doing your due diligence is essential. And, by asking the right questions when taking a tour of a space, you can ensure you’re putting yourself and your team in the best possible environment.
Are you in search of a new and more flexible headquarters for your company? If so, book a tour of your local iQ Offices location today. We’d be happy to answer any of these questions for you.
Kane Willmott is the co-founder and CEO of iQ Offices, the largest independent Canadian-owned co-working operator with offices in Ottawa, Toronto, Montreal and Vancouver. iQ Offices provides beautiful office spaces with safety, service, privacy and design at the forefront.
