Why Your Company Should Consider a Non-Traditional Working Space

As the pandemic continues to affect the economy, many companies, corporations, and Small- and Medium-sized Enterprises (SMEs) are readjusting their workforce and workplace strategies. The adjustments aim to meet the current and future needs of their company while staying in full operation and gaining profit.

Some enterprises chose to switch from traditional office to flexible workspace, coworking spaces, or work from home setups for various reasons. Staying in the office or going fully remote is no longer the question because flexible space and coworking save costs, provide options, and offer reliable infrastructure and service in these uncertain times.

At this point, companies are starting to realize that they may not need their physical office anymore as they go virtual. Organizations spend thousands of dollars or even millions for the upkeep of buildings, and businesses are getting smarter with the changes they are making. Working from home is the new norm, which has significantly decreased the use of big physical offices.

The measure of an office per square foot is no longer an accurate measure of the office’s total cost. Companies are beginning to realize that to find the right solution, it’s a good idea to compare the entire lifecycle cost of between a traditional office, work from home, and flexible workspace, and align it with the goals of their organization.

The pandemic arises, and companies rapidly shifted to remote and online work. This gave birth to a new definition of what a workplace is. As we’ve all come to realize, the workplace isn’t limited to where we work but also refers to how it works. It is not just the place but also the system that helps reach the organization’s goals. With COVID-19 restrictions easing, companies are gradually getting back on its track, but with a few changes.

Because the pandemic still poses risks, establishments set protocols, and companies adjust their workplace setups in many forms. Some companies have opted to continue working remotely, while many continue to explore hybrid models of workplaces that are not entirely physical or fully remote. Today’s office comes in different styles, and with the right planning, your company might function better than ever before, simultaneously being effective with workforce management.

1. Traditional Office

Glass dividers, distanced desks, a new cleaning system, and temperature checks are some of the things that changed in traditional offices to draw employees back to the office. Though these minimal efforts may seem fair, many companies are questioning the viability of these long-term responsibilities. However, some companies are still choosing to use this kind of workplace and even sign on new spaces to make up for socially-distanced headquarters.

2. Work from Home

Remote work has been the solution to handling the workforce during the global pandemic. To date, several tech companies have renounced traditional offices and shifted to remote work policies. Facebook, Twitter, Google, Uber, Airbnb, Square, Microsoft, American Express, and others have switched to the work-from-home system.

3. Coworking

Coworking is not new for big companies, but the pandemic has paved the way for other enterprises to be aware of what coworking has to offer. Flexibility during uncertainty is what businesses long for at the moment, which also causes the rising popularity of coworking amongst businesses. Coworking provides the flexibility that some companies are looking for during these challenging times. Coworking is a tool that large companies are starting to seriously consider.

4. Flexible Office

A flexible office falls somewhere between traditional office and coworking. Companies might be interested in this type of workplace setup if they need flexibility, but still have to meet the enterprise’s requirements. This office may be costly at face value since the workplace includes security, technology, high-speed Internet, utilities, community staff, and private entrance. Still, in the long run, it may cost less.

When finding a suitable workplace for a company, there are two decisive factors to consider. First, the workplace should be aligned with the company’s goals. And second, the cost of the workplace must be within the allotted budget and timeline. A traditional office has already proven and shown what it can provide, but right now, the physical workspace is not the only option. Mid-pandemic, many workplace options have come to light; flexible office and coworking might tick some of the boxes.

Flexible office and coworking spaces are easy to procure and occupy. As flexible as they are, the service provider reduces the documents required and the negotiation processes. It streamlines the management of the company’s portfolio while still meeting the needs and facilities requirements, such as cleaning and maintenance. Besides, flexible office and coworking spaces take the rent, electricity expenditure, and other bills in one statement. In a traditional office, these are presented individually on separate accounts accumulating numerous paperwork. The provider in flexible office and coworking space also includes the staff. They provide the maintenance workers and front desk personnel, which is another convenience for the organization at no cost.

The robust cleaning policies of coworking spaces and flexible office will assure you the high standard of care is imposed on the facility to fight the virus. If an employee gets sick, the liability is not on you but the workplace provider. Flexible offices provide server room, Internet connections, and other IT relations at a low cost.

When computing for the workplace costs, there is a lot to consider other than rental rates, such as the buildout, staffing, and recurring fees. Private workspaces are saving companies a couple of bucks when it comes to operating expenses and rent. Flexible offices and coworking spaces eliminate underutilized space and give sufficient space for the group to meet the needs of a more distributed workforce. When using a coworking workplace, companies need not buy furniture, fixture, and equipment. They don’t have to build out space and can share amenities.

To better understand an office’s total cost when comparing between the traditional office, flexible office, coworking office, and work from home options, consider these four factors: rent, buildout, recurring cost, and staffing. Let’s assume a company requires 40 seats for 60 employees.

This amounts to around $184/person in a traditional office, which would be $185,000 annual rent. In a flexible office, a seat costs $550 monthly or $264,000 yearly rent. $240,000 yearly rent for coworking office, set at $500/seat. And a work from home arrangement does not collect rent.

Usually, the burden on buildout is on the lessor in a traditional office setting. However, landowners often agree to pay a portion of the cost incurred for the buildout, but this can still result in a substantial amount on the side of the company. At an average of $80/SF buildout budget, a traditional office tenant can spend $296,000 even without employees setting foot in the office yet. On the contrary, for flexible offices, coworking offices, and work from home arrangements, this cost doesn’t exist.

These costs are utilities, Internet, office supplies, pantry supplies, and cleaning fees, which could add up to $21,600 annually for a traditional office. For a work from home arrangement, the Internet cost for a single employee can cost $24,000 annually. For flexible office and coworking office, these services are all included at no credit.

Serviced workspace such as flexible office and coworking offers another convenient and money-saver service: office management. Equipped with additional staffing needs are flexible workspace and coworking. These staff members are readily available for those kinds of offices and are free of charge. Whereas, for traditional office, these additional members are hired by the service company and paid by them.

In conclusion, the total cost of office per month per person over the full lifespan of a 36-month lease, after taking in rent, buildout, and recurring, the traditional office is the most costly at $694. The second is the flexible office at $565, then coworking at $514. The least expensive of all arrangements is the work from home option at $63. While remote work is economical of all, it is not always the best option. Flexible workplaces and coworking spaces can achieve a healthy balance.

For organizations planning to find new workspace, there are several non-traditional offices you can choose from. If you’re looking for a non-traditional working space in Houston, Texas, try UOffice Executive Suites. We offer coworking spaces that might suit just what your company needs. If you are interested in coworking or the memberships we offer, contact us today at 214-406-3326 or send us a message at jmerritt@rfs-inc.net.