As your business grows, you might start wondering, “How much office space do I actually need?” It’s a tricky balance – too much space and you’re left paying for a lot of empty desks; too little and you’ll have employees accidentally elbowing each other during Zoom calls.

Finding that sweet spot is key to boosting productivity, morale, and the overall vibe of your office (especially if you’re in a creative or tech industry where brainstorming sessions and quiet coding time both need room to breathe).

Let’s take a closer look at how to figure out what works for your team – and why flexible office solutions might just be your new best friend.

Why office space matters for productivity and culture

Your office environment isn’t just about where people sit; it’s where they work. The right space can keep your team feeling energised, engaged, and, ideally, not counting down the minutes until they can leave.

According to the Design Council, well-thought-out office design can actually increase productivity by up to 20%. That’s a pretty solid boost, considering all you have to do is make sure the chairs are comfy and people have a bit of room to move.

A Dell study also found that 73% of UK workers said they’d consider jumping ship if their office space wasn’t inspiring enough. Who knew desks and lighting could have that much power?

All this to say, having a workspace that not only functions well but also feels right can make a big difference in how your team feels about their workday. Some people thrive in collaborative spaces, while others need a quiet corner to get into their flow. A flexible layout that offers both can keep everyone happy.

How much office space do you need per person in the UK?

Here’s where it gets a bit more technical; how much space does each person actually need to avoid bumping into their neighbours while also keeping things cost-efficient?

The British Council for Offices (BCO) suggests that a “sweet spot” for office space is 10-12m² per person, which not only boosts productivity but also keeps everyone comfortable, especially if you’ve embraced hybrid working. On average, that’s about 100-150 square feet per person, but this can vary depending on how your business operates.

For teams that love collaboration, you might want more space for breakout areas and communal workstations. On the flip side, if a lot of your team is working remotely, you could get away with fewer desks (and save a bit on rent in the process).

Here’s a quick look at typical space needs:

• Private office: 100–150 sq. ft. per person (for when you need peace and quiet)
• Open-plan office: 70–100 sq. ft. per person (for those who love the sound of collaboration)
• Meeting rooms and communal areas: 50–60 sq. ft. per person (because where else are you going to nail that client pitch?

 

Calculating the space your business needs

Now that you know how much space per person is typical, let’s walk through how to actually use those numbers for your own business.

1. How many people are in your team?
   This is the most obvious factor. Remember to account for future hires if you’re planning to grow in the near future when you do this calculation.
   
   Start with the basics. Multiply the number of people on your team by the space you think they’ll need.
   
   For example, if you’ve got 10 employees and you’re leaning toward an open-plan office, you’ll multiply 10 x 100 sq. ft., so you’ll need around 1,000 square feet of space to get everyone comfortably seated without crowding.
2. What kind of work do you do?
   Different industries and roles have different needs, and therefore require different layouts.
   
   If your team thrives on collaboration, you might want to allocate extra room for breakout spaces and group work areas. Alternatively, if quiet focus is key, factor in more private office space at about 100-150 sq. ft. per person for those who need it.
3. Do you need room for meetings or events?
   Don’t forget the extras like meeting rooms, kitchens, and those essential coffee stations.
   
   For these shared spaces, plan on about 50-60 sq. ft. per person. So, if you expect to regularly have five people in meetings, set aside at least 250-300 square feet for that purpose.
4. Are you adopting a hybrid working model?
   If a chunk of your team works remotely or in a hybrid setup, you could reduce the number of permanent desks. But you’ll still want flexible spaces for when everyone comes in, so consider hot-desking or shared workspaces to keep things versatile.

By applying these numbers, you’ll have a clearer sense of how much space your business needs – not too little, not too much, but just right.

And if you’re still unsure, you could start out in a flexible office space. These allow you to adapt your office size as your business grows, ensuring you always have the right amount of space.

How much space does your business really need?

It’s easy to overestimate your office needs. You get excited, think you’re about to become the next big thing, and suddenly you’re stuck paying for more square footage than you actually need. The trick is to strike a balance between comfort and efficiency.

For startups with smaller teams, or businesses experimenting with hybrid working, flexible office solutions give you a way to scale your space without going overboard. Start small, and expand as you grow. Chances are, you’ll find you need less space than you initially thought (especially if your team prefers to work from home).

It’s also a good idea to plan ahead. As your business evolves, your office should be able to adapt with you. Look for spaces with reconfigurable layouts, movable partitions, or hot desking to balance space, comfort, and cost effectiveness.

Future-proof your office space for growth

Speaking of evolving, the last thing you want is to be stuck in a long-term lease that doesn’t fit your business anymore. Flexible leases are your best friend when it comes to future-proofing. They give you the freedom to grow (or shrink) without the stress of being locked into something that no longer works.

Planning for the future doesn’t mean you have to predict every single change, but it does mean you should pick a space that can adjust as your team’s needs change. Whether you’re hiring new staff, expanding your services, or just shifting the way you work, make sure your office can grow with you without the hassle of a full relocation. 

Choosing the right office space for your business

Finding the right balance of office space doesn’t have to feel like solving a puzzle. Think about your team’s size, the way you work, and how much room you’ll need as you grow, and you’ll be on the right track.

Whether you’re looking at flexible leases, virtual offices, or coworking spaces, the key is to shape your office to better suit your business needs.

Flexible office spaces are like a chameleon for your business – they can be whatever you need them to be. Whether it’s coworking spaces, shared workspaces, serviced offices, or hot desks, flexible offices adapt to your style and needs.

Since the pandemic, the demand for these adaptable work environments has skyrocketed. Businesses everywhere are shifting towards a more flexible approach to work-life balance. Remote and hybrid work models are the new norm, giving employees the freedom to balance their work and personal lives more effectively.

In this blog we’ll explore:

• Understanding Flexible Office Space
• Traditional Offices vs. Flexible Offices: How do they compare?
• Different Types of Flexible Office Spaces
• The Benefits of Flexible Office Space
• How Flexible Office Space Can Improve Your Business
• Who Should Consider Flexible Office Space?

Understanding Flexible Office Space

Imagine a workspace that moulds to fit your team’s vibe. Whether you’re heads down at a desk, chilling in a breakout area, or brainstorming in a creative corner, flexible workspaces keep things interesting and productive.

These spaces are perfect for businesses that want to give their employees more control over their work-life balance while boosting productivity and networking opportunities. It’s a win-win.

Traditional Offices Vs Flexible Offices: How do they compare?

There’s a lot of buzz about flexible versus traditional offices. With remote and hybrid work on the rise, more businesses are leaning towards flexible spaces that offer more perks.

In fact, 72% of UK employers offer total work location flexibility for their corporate employees, while only 28% require staff to be in the office full time. But what’s the real deal?

 

	Flexible Office	Traditional Office
Contracts	Think short and sweet. Flexible offices usually offer rolling 30-day contracts or 3-6 month leases, perfect for small businesses who need to manage their costs more closely.	Traditional offices often come with long-term contracts, bigger upfront costs, and a serious commitment.
Layout	A mix of workspaces – breakout areas, meeting rooms, hot desks, private booths – designed to keep your team inspired and collaborative.	Static setups with fixed desks and limited opportunities for daily mingling.
Services	All-inclusive, but for offices. Flexible offices often cover everything from parking to kitchen access, though you might have less control over décor.	You get to call the shots on the layout, but be ready to shell out for amenities and facilities.
Visibility	Open-plan layouts make it easy to connect with other businesses and freelancers – a networking goldmine.	Traditional offices can feel a bit isolated, limiting daily networking opportunities.
Creative Environment	Flexible offices allow for easy environment changes, keeping the creative juices flowing and morale high.	Even the most creative traditional offices can feel stale without a bit of stimulation.

 

 

Different types of flexible office spaces

There are various different types of flex spaces that could serve your business needs, here are the different types and what they offer:

Serviced offices

Serviced offices are your plug-and-play option. Managed and maintained by another company, these spaces are perfect if you want to hit the ground running without worrying about the details.

If you’re looking for an office you can move into and crack on with business asap, serviced offices are probably a good choice for you. 

Managed offices

If your business is big enough to have managed offices, you know you’re doing well.

Managed offices give you the whole shebang – a full floor or building to customise as you see fit. Great for businesses that want complete control over their space.

Shared offices

A shared office provides space for multiple businesses to work in the same area and share the same facilities. They are often suited to businesses or startups who are looking for a part-time lease, where one company rents it for 1-3 days a week and the remaining days are rented by a different company. You get all the benefits of an office without the full-time commitment.

Coworking spaces

Coworking spaces are like the Swiss Army knife of office spaces – versatile, flexible, and perfect for individuals or small teams who want to meet up and collaborate in a vibrant environment.

Since the COVID-19 pandemic and the rise of hybrid and remote working, they have become increasingly popular as go-betweens for teams from one business to meet and collaborate. They’re so popular in fact, that the percentage of remote workers using coworking spaces is expected to double by 2026. 

Coworking offices offer a flexible approach to working, as they can often be booked on demand.

Satellite offices

Satellite offices are additional branches of a larger company that are in a different location to their main offices.  They’re suited to businesses wanting to create a productive and collaborative work environment for employees outside of their main offices.

They’re a particularly great option when looking for talent in different areas or countries. They provide an office for employees to work from in a new location, making it easier to collaborate and work with their team in person.

Virtual offices

A virtual office allows businesses to get all the benefits of a physical office space, without actually having to rent a full office space.
They’re perfect for businesses wanting to dip their toe in the water in a new location before fully committing to a satellite office. They often include many benefits such as:

• A different postal address (a great option for entrepreneurs just starting from home)
• A receptionist that takes calls for your business so you don’t have to provide your personal phone number, open mail to your virtual postal address and scan it over to you.
• Access to meeting rooms, so if you were looking for talent or opportunities in the area, you have somewhere to meet with them.

Not all virtual offices will provide all of these services, so it’s worth checking what’s on offer before you commit to a virtual location.

Hot desks

Hot desks often get confused with coworking spaces, but they are related. ‘Hot desk’ just means not having an ‘assigned’ to seat in. Office spaces tend to have hot desks if the employees are hybrid or remote, and co-working space will almost always be made up of hot desks (which is where the confusion comes from).

Different offices for different businesses

With so many options, how do you choose the right one? It all depends on what your business needs.
A creative business might thrive in an open, airy workspace, while a corporate team might prefer assigned seating and easy access to coffee and tea. The key is finding the right fit for your team’s vibe and your business goals.

The Benefits of Flexible Office Space

There are many benefits when it comes to choosing office space, from how much money you spend to location and whether it aligns with your business goals and future plans. 

Cost efficiency

Flexible offices can help businesses manage costs more efficiently than traditional leases. Unlike traditional office leases, they don’t require an upfront cost to fit-out the office, pay security deposits and furniture expenses. 

Flexible offices come with all this ready for you to move in and start work, usually on a shorter term commitment with added flexibility. Having shared amenities such as meeting rooms, reception, kitchen areas, parking, showers etc. make flexible offices a popular option for new businesses, as it reduces the need to invest in and maintain their own amenities. 

Scalability

If you need to scale up, or scale down, flexible office spaces generally have the ability to flex to your business needs by easily being able to adjust the amount of space you rent without being locked into a long-term lease. 

Unlike traditional offices, leases can range from month-to-month rolling contracts to 1-3 year leases depending on your business needs. Shorter term leases reduce the risk of paying for unused space during downturns, or unforeseen circumstances (like a global pandemic). 

Collaboration and networking

Many flexible office spaces come with a community atmosphere that is welcoming and makes it easy to find new connections.

Think about it, if you’re working in a shared office space with entrepreneurs and individuals, you’ll have a lot more resources at your disposal than if you were working in your own, managed offices, siloed from other small businesses and freelancers. 

Many buildings also hold events to help businesses connect and find services local to them. 

Employee satisfaction and productivity

Flexible office spaces are a big win when it comes to keeping employees happy and productive. Why? Because they let people choose how and where they work best.

Whether it’s finding a quiet corner to focus or a cosy spot to collaborate, flexible offices cater to everyone’s needs. This not only boosts morale but also helps people get more done in a way that feels good to them (and benefits your business!).

How Flexible Office Space Can Improve Your Business

Adaptability

Change happens. When it does, flexible office spaces make it easier for your business to adapt. Whether you’re expanding, downsizing, or just need a new kind of workspace, these spaces give you the freedom to adjust without the stress of long-term commitments.

Attracting Talent

Today’s top talent is looking for more than just a paycheck – they want a workplace that fits their lifestyle.

Offering a flexible office space can make your business more attractive to potential employees. It shows that you value their needs and are willing to provide a work environment that’s modern, comfortable, and adaptable.

Supporting Hybrid Work Models

With more businesses embracing hybrid work, flexible office spaces are the perfect fit. They provide a blend of spaces for both in-office and remote workers, making it easy for your team to stay connected and productive, no matter where they’re working from.

Who Should Consider Flexible Office Space?

Startups and Entrepreneurs

If you’re running a startup or a small business, flexible office spaces are a great choice. They allow you to grow without the worry of long-term leases. Plus, the vibrant, community-focused environment is perfect for networking and finding new opportunities.

Small to Medium Enterprises (SMEs)

SMEs can benefit from the cost savings and flexibility these spaces offer. With shared amenities and short-term contracts, you can focus more on growing your business and less on worrying about expensive leases.

Corporate Teams and Satellite Offices

For corporate teams and satellite offices, flexible spaces are a smart solution. They provide a professional environment without the hassle of long-term commitments, making it easier to set up a new branch or project team in a different location.

How to Choose the Right Flexible Office Space for Your Business

Assessing Your Office Needs

First things first – figure out what your business needs. How big is your team? What amenities are must-haves? Do you need a space that supports collaboration, or one that’s more about quiet focus? Knowing these details will help you pick the right space for your team and your business.

Exploring Flexible Office Options

Don’t rush the decision. Take your time to explore different options. Whether it’s a serviced office, coworking space, or virtual office, each type offers something unique. Make sure to choose one that aligns with your business goals and work style.

Making an Informed Decision

Choosing the right office space is a big deal. It’s worth doing your homework to make sure the space you pick supports your business and helps your team thrive. Consider location, cost, and the specific features each option offers. The right space should feel like a natural fit for your business now and in the future.

Explore the Benefits of Flexible Office Space

Flexible office spaces are more than just a trend – they’re a smart choice for businesses looking to stay adaptable in an ever-changing world. Whether you’re seeking a space that grows with you, supports hybrid work, or simply inspires creativity, there’s a flexible office option that can meet your needs.

We’ve explored how flexible offices differ from traditional setups, the variety of spaces available, and the many benefits they offer – from cost savings to improved employee satisfaction.

In essence, flexible office spaces provide the freedom to create an environment that truly fits your business. They’re designed to evolve with your company, making them a great option for businesses of all sizes.