Relocating your office to a coworking space.

A coworking space is a professional environment where workers from different businesses share an open office space. Coworking spaces are an excellent way for businesses and entrepreneurs to come together in the same space.

Not only does it provide a productive work environment, but it also gives companies a chance to network and even collaborate with other professionals.

Whether you’re looking for the reliability of a global professional network or relocating offices to a coworking space, there’s plenty to consider.

Why consider a coworking space?

"Businesses of all sizes can find the cost of more traditional office space daunting. With coworking, there is generally less requirement for a long-term commitment, plus rental fees and IT services are covered in one package, offering more convenient single payment and less expensive costs", says Joanne Bushell, MD, IWG South Africa

Plus, with opportunities to hot desk or have a dedicated workspace, you can enjoy complete flexibility no matter your working style.

With many coworking spaces hosting conferences, networking and social events, there are many additional benefits of coworking to be discovered. Don’t forget about on-site amenities and access to facilities that coworking spaces often also offer; these may include coffee shops, restaurants, gyms, and even daycare.

Consider the working environment you're looking for

"Every company has its own culture. Whether you're a new start-up business or a long-established corporate brand, seeking the right working environment is vital, ideally in sync with your company and its employees", adds Bushell.

Consider the type of business you're running, your company values, culture and your employees’ needs. For example, will they thrive in a creative, busy setting or prefer a quiet, more corporate environment?

Consider signing up for a Flex-office membership

Are you considering hybrid working but unsure where to relocate? Consider making use of Regus’ professional global network. With a Regus membership, you’ll have access to lounges, coworking spaces, and private offices wherever you go.

There are specific packages for the kind of spaces you’re looking for too. These range from access to global lounges to coworking spaces that encourage working alongside like-minded professionals.

What to keep in mind before relocating to a coworking office

Understanding what you need as a business can ensure you find a suitable coworking space for you.

Moving into a new shared workspace is an exciting step for any business - yet it can also present some challenges. To ensure a smooth transition, there are three key points to consider:

1. Plan ahead carefully and thoroughly

2. Prepare and organise yourself before moving day arrives

3. Communicate with everyone involved throughout the process

Essential features for an optimal coworking experience

Before deciding to rent a coworking space, it's necessary to consider the following:

Choose a space with a variety of options

When choosing a coworking space, look for one that offers a variety of options and facilities, such as private cubicles for focused work and communal areas such as game rooms for socialising and taking breaks.

Different team members may have different preferences for their work environment. So, consider what the majority of your team would find most comfortable.

Also, consider how close the communal areas are to your workspace. Having these areas nearby can provide an excellent opportunity for your team to benefit from more professional collaboration and networking. They also allow employees to step away from their desks and socialise, promoting a positive work-life balance.

Consider features your business and employees will need

Once you've decided to relocate to shared office space, it's essential to consider the features you and your team will need and may benefit from. Many coworking spaces offer common spaces, break-out areas, and even yoga rooms.

Other facilities may include access to bookable meeting rooms, mailing and printing facilities, shared kitchens, and often on-site cafes and gyms with shower facilities.

Equally, it’s crucial to ensure that any accessibility needs are met. Are there accessible entrances, lifts, and toilet facilities? These may be essential for both current and future employees or clients your business deals with. 

Get a headcount of employees who will use the coworking space

It can be challenging to gauge how large a workspace you will need without knowing how many of your team will use your new coworking space.

Speak to your employees to gain an understanding of how many will use your new shared office space so that you can put a coworking space plan in place and budget accordingly.

This will help you to reduce your business costs and avoid paying for unused office space.

Enable team members the flexibility to work remotely

Remote and hybrid working has become the norm for many businesses. If you're looking to transition from office space to a shared workspace to adopt this way of work, consider its location and enable employees to have more flexibility in their work schedule.

For those with longer commutes or other commitments, allowing them greater flexibility to work remotely but with access to suitable coworking space when needed will help promote a healthier work-life balance.

How to smoothly transition your office to a coworking space

Transitioning to a shared workspace can be incredibly exciting, but it's crucial to have a plan in place to keep things running smoothly.

Discover below how to relocate your business and team to a coworking space as simply as possible.

Inform your employees a reasonable time beforehand

Before making a move, give your employees plenty of time to adapt to your new workspace, helping them alleviate any concerns and understand the main differences between coworking and traditional office space.

When moving into a shared space rental, ensuring your staff feels at ease with the transition is crucial. Give your employees as much detail as possible about the new workspace so that they are more prepared for the transition. It’s important to highlight the main changes to the working environment for all employees.

For example, if your team is used to having their own fully stocked private kitchen, this may now be shared with other businesses in a coworking space.

Reach out to employees to understand their worries, thoughts, or opinions.

Good communication around a relocation to a coworking space and involvement of employees in the decision-making process can help them feel valued and minimise any potential disruptions to their work and personal lives. 

Take some time to communicate with them directly and be attentive to any concerns, ideas, or perspectives they may have about adjusting to a new work environment. Take everyone’s feedback to create a plan of action to address those concerns. This way, everyone will feel more comfortable with the process.

Share the transition plan with your team

A business continuity plan will make transitioning to a coworking office much more manageable. Before the move, think about what elements of your business and work might change and any practical information your team would benefit from knowing beforehand.

Sharing these changes with the team will help everyone to adapt to their new workspace more seamlessly, and additionally, where they may be able to support further with the moving process.

Whether you share perspective layouts and photos or a video tour, your employees will undoubtedly want to get a feel for their new workspace. This will help with any uncertain expectations and allow staff members to learn more about where they will be working.

Provide adequate storage at your coworking office

Nobody wants to sit in their new shared workspace surrounded by their own or others’ clutter. Before choosing your new coworking space, consider the storage options available, including lockers and small storage units.

Having accessible storage available to your employees will help keep their workspace clutter-free and their personal items secure, allowing them to be at their most productive.

Ensure employees have the right technology

As well as access to reliable and fast WiFi, your team will require adequate technology to work seamlessly. This includes everything from computer tech and connectivity to printer, projector, and conferencing software access.

Access to the right technology immediately will make for a smoother transition to coworking.

Layout rules for security

Your team might be used to switching off and leaving their computers behind in a private office. In this case, some changes may need to be made in your new coworking space.

As you transition to coworking, having security in mind is important. Check if there is a secure space where employees can store their laptops, devices, and personal belongings. If your team is coworking in a shared workspace, you must ensure that their tech and systems are protected when left unattended.

Put security rules in place beforehand to ensure everything is locked up safely or taken home daily.

Prepare your business for the move

We all know that moving can be stressful. When you've got work to juggle, things must run as smoothly as possible.

To avoid surprises or concerns, prepare for downtime during the move and as you set up your business at your new coworking space. Be sure to inform clients beforehand and provide your team with adequate technology to stay connected.

When you arrive at your new coworking space, ensure everything is ready, with access to WiFi and other facilities available immediately. Printing services and meeting room access are also features that may need to be immediately on hand.

If you're concerned about relocating your office, consider outsourcing to a local provider and look for additional services in your package that can ease the move, such as telephone answering services.

Ensure the new location is ready when you are

Before you move out of your current office space, ensure your new coworking office is ready. Confirm a date with your coworking provider and allow a little time between moving.

Try and visit your new coworking space before the official move, so you can flag any concerns or make any essential last-minute changes ready for moving day.

Equally, planning for any offboarding with your current office space provider is essential.

This will ensure a smooth transition and minimise potential downtime.

About IWG PLC ​

IWG is the global leader in hybrid work solutions and workspace brands. We create personal, financial, and strategic value for businesses of every size, from some of the most exciting companies and well-known organizations on the planet to individuals and the next generation of industry leaders.

They all harness the power of IWG's hybrid working platform to increase their productivity, efficiency, agility, and market proximity. IWG’s unrivalled network coverage includes approximately 3,500 locations across more than 120 countries, and 83% of Fortune 500 companies are amongst our growing customer base.

Through our brands, including Regus, Spaces, HQ and Signature, we help millions of people and their businesses to work more productively. We provide the world's leading hybrid work platform with professional, inspiring and collaborative workspaces and digital services, all available via the IWG app.

For more information:

Visit www.iwgplc.com and for more information on partnering with IWG, see:

https://www.iwgplc.com/develop-a-location