A guide to managed office spaces

What if you could have a workspace that perfectly reflects your brand, feels truly yours, yet requires none of the operational headaches of traditional offices? That’s precisely what managed office spaces offer. It’s a fresh approach to workplaces winning over businesses of all sizes. In today’s dynamic business landscape, managed offices provide the perfect middle ground – combining the flexibility and convenience of serviced offices with the personalisation and privacy of traditional leases. According to recent research, three-quarters of UK businesses are on the hunt for a new workspace [1]. So, whether you’re a growing startup ready for the next step or an established business seeking more adaptable solutions, a managed office might be exactly what you’re looking for.

In this guide you will learn:

• What managed office spaces are and how they work
• Who managed offices are ideal for and why
• How the costs work and what’s included
• How to evaluate and choose the right managed office for your business
• Key differences between managed offices and other workspace options
• Essential things to consider before making your decision

What is a managed office space?

A managed office space offers businesses private, customisable workspace within a purpose-built business centre. Owned by providers like BizSpace, these spaces support modern business needs, blending a professional environment with operational flexibility – your office tailored to your needs, with operations handled by the provider.

These purpose-built spaces can be furnished to match your exact requirements: private or communal access, specific technical infrastructure or particular layouts, all adapted to support your business effectively.

Unlike serviced offices where facilities are shared, managed offices give you complete control over your space – from layout and branding to furniture and facilities. Your own office space without the operational hassle.

The key distinction is your level of control and privacy. While serviced offices have shared common areas, managed offices provide a self-contained environment where everything from reception to meeting rooms is exclusively yours.

Who are managed offices for?

Managed offices serve a diverse range of businesses, but they’re particularly well-suited for:

Startups and growing businesses

For startups and scaling businesses, managed offices provide the perfect balance of professional space and flexibility. Recent research indicates that 75% of businesses who moved to managed offices had previously used serviced offices [2], suggesting it’s a natural progression for growing companies. You can start with the space you need today and adapt as your business grows without the constraints of traditional leasing. The ability to quickly adjust your space makes managed offices ideal for businesses in growth mode, while reduced deposit requirements make them more accessible for newer businesses.

Established SMEs seeking flexibility

Small and medium-sized enterprises benefit from the cost-effectiveness and convenience these spaces provide. Since these offices come fully equipped with essential amenities and services, SMEs can eliminate the need to invest upfront in infrastructure, freeing up valuable resources for other business priorities and enjoying a professional, branded space without the administrative burden.

Companies embracing hybrid working

The customisable nature of managed offices makes them ideal for businesses adapting to new ways of working. You can create spaces that support both in-office and remote working patterns, with areas designed for collaboration when teams come together. Research shows that even employees who prefer remote work cite ‘a more pleasant workspace’ as one of the top reasons they choose to come into the office [3], making quality environments crucial for successful hybrid working. 

Privacy-focused organisations

Financial services, legal firms, and other businesses handling sensitive information benefit from the secure environment that managed offices provide. With your own dedicated space, you can implement the security measures your business requires.

What are the benefits of renting a managed office?

Complete customisation

Unlike serviced offices, managed offices give you the freedom to create a workspace that truly reflects your brand and working style – from the layout of the space to the wall colors and lighting.

Operational simplicity

While you maintain control over your space, the provider handles all the day-to-day operations – including maintenance, cleaning, utilities and security. You won’t need to juggle multiple suppliers or worry about facility management.

Scalability

Managed offices typically have more flexible terms than traditional leases, making it easier to scale your space up or down as your business needs change. This flexibility extends to the layout, which can be reconfigured as your team’s working patterns evolve.

Cost transparency

With all-inclusive monthly payments covering everything from utilities to maintenance, you can manage your budget without worrying about unexpected costs, which makes financial planning much more straight-forward.

Private facilities

Meeting rooms, breakout spaces and kitchen facilities are exclusively yours to use, ensuring privacy and availability.

Professional image

Having your own branded space can significantly enhance your company’s professional image, making a strong impression on clients and potential employees alike. 

Enhanced employee experience

Industry experts note that many corporate occupiers now view managed spaces as a strategic tool to enhance the employee experience while maintaining business agility [4]. By creating attractive, functional environments that support various work styles, businesses can improve engagement and retention while showcasing their company culture.

Tips for choosing the right managed office space

Location considerations

When selecting a managed office, accessibility for both teams and clients should be a priority. Research shows that location directly impacts your business reputation and success [5]. Look for convenient transport links, adequate parking, and nearby amenities. Consider proximity to clients and business partners for improved collaboration and networking potential, and ensure the area provides appropriate security for your staff and assets.

Space planning

Effective space planning makes for a productive office environment. Managed spaces mean you can allow room for growth without overcommitting financially. Look to balance individual workspaces with collaborative areas to support different work styles. Design meeting rooms and breakout spaces for various interaction types, with comfortable kitchen areas that encourage social interaction while providing necessary amenities. And don’t forget to incorporate sufficient storage!

Infrastructure assessment

Before committing, thoroughly assess the technical infrastructure. Verify internet connectivity options and speeds to ensure they meet your digital requirements. Check electrical capacity throughout the space to support all equipment needs. Evaluate heating, ventilation, and air conditioning systems for comfort and efficiency. Review security systems and access control measures, and ensure the infrastructure supports your A/V needs for meetings and presentations.

Provider evaluation

Your managed office experience largely depends on the provider’s quality. Research their reputation through client testimonials and reviews. Enquire about maintenance response times and problem-solving approaches. Understand the range of support services they offer beyond basics and verify their financial stability for long-term reliability.

Finding and securing your managed office

One of the key advantages of choosing a managed office is the straightforward process of securing your space. Unlike traditional office leases that can involve lengthy negotiations and complex procedures, the steps to getting started with a managed office are remarkably simple:

• Find a space

Browse available locations and shortlist options that match your requirements for size, location, and budget.

• View the facilities

Arrange viewings to see spaces in person, assess the building quality, and check out the available amenities.

• Secure your office

Once you’ve found your ideal space, the process moves quickly – with simplified contracts and reduced deposit requirements (typically just two months rather than the traditional six).

This streamlined approach means you can quickly and easily move from initial search to moving in.

How does the rental pricing of managed offices work?

The pricing structure for managed offices differs significantly from traditional leases. Instead of paying per desk or dealing with multiple separate bills, you’ll typically have a single, all-inclusive monthly fee based on your total space requirements. This transparent approach means no hidden costs or unexpected extras – what you see is what you pay.

Purpose-built managed offices often offer more competitive rates than traditional leases or serviced offices, particularly when you consider the included amenities and reduced upfront costs. Market research indicates that demand for managed offices is growing [6]. The lower deposit requirement makes these spaces more accessible, especially for growing businesses.

Several factors influence pricing:

Space metrics

The total square footage you occupy is the primary factor in determining your base cost. This includes not just desk areas but also meeting rooms, breakout spaces, and any other facilities within your exclusive use.

Location premium

Prime business districts naturally command higher rates than other locations. However, the convenience and prestige of central locations often justify the additional cost.

Service level

The extent of services included in your package affects the overall price. Basic packages typically cover essential services, while premium offerings might include additional support services.

Contract flexibility

Managed offices offer two main types of agreements:

• License agreements

Shorter-term, flexible options ideal for smaller offices and businesses needing maximum adaptability.

• Lease agreements

Longer-term options (typically up to three years) for larger spaces, offering stability while maintaining flexibility.

Both options usually require only a two-month deposit, significantly lower than the six months typically required for traditional office leases. This reduced upfront commitment, combined with transparent pricing and no hidden extras, makes managed offices particularly accessible for growing businesses.

Additional financial benefits may include small business rates relief for eligible companies, further reducing the cost of your workspace.

What’s included in the cost of renting a managed office?

The all-inclusive monthly fee for a managed office typically covers a comprehensive package of services and amenities, allowing you to focus on running your business while the workspace provider handles all operational aspects of your office environment.

Space and core services:

• Base rent and business rates
• 24/7 unrestricted access to your space
• Building Insurance
• Security and access control systems

Facilities and infrastructure:

• High-speed Wi-Fi and modern IT infrastructure
• Regular cleaning and maintenance of the building
• On-site parking facilities
• Communal facilities (breakout areas, meeting rooms, kitchens)
• Shower facilities

Business support:

• Dedicated centre managers providing ongoing business support
• Facility management handling day-to-day operations
• Professional reception services (if needed)
• Mail handling and telecommunications support
• Technical support and maintenance response
• Guidance on potential business rates relief for eligible companies

What is not included in the cost of renting a managed office?

While managed offices provide extensive coverage, certain specialised elements typically require additional investment. Utility and cleaning costs related to your unit are usually separate. Customisation costs also remain separate, like furniture, for example. Technology extras such as specialist equipment, advanced AV systems, specialised software, additional phone lines, and custom IT infrastructure configurations generally fall outside standard packages.

Summary

Managed offices represent an innovative solution in today’s evolving workplace landscape, bridging the gap between traditional leases and serviced offices. They offer businesses the perfect balance of control and convenience – providing the freedom to create a branded, customised workspace without the operational responsibilities of a conventional lease.

When evaluating whether a managed office is right for your business, consider your current needs and future growth plans. Think about the level of control you want over your workspace, the importance of privacy and branding, and the value of having professional management handle day-to-day operations.

The right managed office solution can transform how your business operates, creating a workspace that enhances productivity, supports your culture, and helps your business thrive. By carefully considering the factors outlined in this guide and working with a reputable provider, you can find a managed office solution that perfectly matches your business needs and aspirations.

References

[1] “Three-quarters of businesses are actively considering changing their workspace”. FMJ. 26 June 2024.
[2] “London Offices – The Rise of Managed Solutions”. JLL. 30 August 2024.
[3] “The impact on real estate”. McKinsey. 13 July 2023.
[4] “What to look for when renting office space”. British Business Bank. 17 September 2024.
[5] “Spotlight: UK Flexible Offices – 2024”. Savills. 13December 2024.