Finding the right type of office space: A complete guide

Is your business searching for the perfect office space? This comprehensive guide will provide you with invaluable insights into the world of office rentals. Whether you’ve overseen many office moves before or this is your first one, understanding the different types of office spaces available and how to choose the right one is essential for your business’s success.

In this guide, you will learn:

What an office space is, including its history, evolution, and what it is today.
The concept of office rentals, why they exist, and why companies rent instead of buy.
The rise of flexible solutions, what they are, and why companies want flexibility and scalability.
Why there are different offices to rent, what each office type is including their benefits and for which kind of business they are most ideal.
What to look for when renting an office space and the most suitable type of office based on your business type.

What is an office space?

An office space is where work gets done. It’s a dedicated area where professionals focus on tasks and work, usually at desks, workstations or meeting rooms. It is generally in a building or part of a building that can be used as an office. [1]

Offices serve as a business’s operational hub, offering the essential infrastructure and amenities for employees to perform tasks efficiently. Think of them as the central hub where ideas are shared, projects take shape, and collaboration thrives, making everyone feel part of a team.

The evolution of the office space

Office spaces have evolved dramatically over time. In the 1960s, cubicles dominated the office landscape, offering employees a dedicated private workspace; however, they often left workers feeling isolated.

By the 1990s, open plans took over, promoting collaboration but sometimes sacrificing focus. Today, office layouts balance open and private spaces to cater to different work styles. Technology has transformed offices, from lighting and telecommunications to the rise of digital tools, and furniture has also shifted, with mobile, flexible designs replacing fixed desks. [2]

Company culture has moved from rigid, productivity-driven setups to more collaborative, people-centric environments, while office sizes range from compact units to sprawling tech headquarters [3]. Over time, as business needs evolve, so have the office options for businesses.

What makes up the office of today?

The modern office is a flexible and dynamic workspace. It’s a far cry from the rigid, hierarchical spaces of the past. A flexible, dynamic space that encourages collaboration, innovation, and productivity, the modern office is a hub for connected professionals equipped with cutting-edge technology like video conferencing, high-speed internet, and digital document management.

Beyond technology, the contemporary office emphasises collaboration and social interaction. Communal spaces, relaxation zones, and flexible working arrangements create a welcoming and inspiring environment, while lighting, acoustics, and supportive work culture are also essential components of a successful modern office [4].

The global pandemic in 2020 accelerated these trends and underscored the importance of employee well-being and the need for adaptable workspaces, especially given the rise of hybrid working [see: the hybrid model is the future of work]. During the pandemic, there was a time when the role of the office and its future were unclear; however, more companies are backing physical workspaces than ever before. With increasing business demands and employee needs, the range of office options has also expanded.

The office rental concept

The rise of office rentals

The concept of renting office space began to take shape in the late 19th and early 20th centuries, driven by urbanisation, industrialisation, and the rise of modern office buildings. As cities grew and commercial real estate developers constructed large office buildings, renting became a flexible and cost-effective solution for businesses, especially as property prices in prime areas soared. The trend accelerated after World War II, making the rental model the standard practice for companies seeking flexibility and scalability without the financial burden of property ownership.

Why rent an office (instead of buying)?

Businesses often choose to rent office space instead of buying for several reasons:

Financial flexibility

Renting requires a lower upfront investment, allowing businesses to allocate capital to areas like growth or operations instead of tying it up in commercial property.

Scalability

Renting allows businesses to scale up or down based on their needs without being tied to a long-term property investment. They can move to new locations or adjust office sizes as the company grows or shrinks.

Reduced risk

Renting minimises the risks of owning a depreciating or difficult-to-sell asset if the company needs to relocate or downsize, especially for businesses in fluctuating markets or uncertain futures.

Reduced maintenance responsibilities

When renting, landlords typically handle maintenance and repairs, reducing the operational burden on businesses and saving them time and money.

Location, location, location

Renting allows businesses to operate in high-demand, premium locations that may be too expensive to purchase outright. It also allows them to quickly relocate to areas with better access to markets, talent, or transportation as and when required.

Access to amenities

Rented spaces often come with amenities like parking, security, and conference rooms, which can be expensive to maintain in-house.

The need for flexible office solutions

What is a flexible office space?

Flexible office space offers a versatile solution for businesses seeking adaptable work environments. Unlike traditional long-term leases, flexible spaces allow for customisation, short-term rentals, and easy scalability; companies can adapt their workspace to changing needs, rent for shorter periods, and expand or contract as required. Additionally, flexible spaces often include shared amenities like meeting rooms and breakout areas, encouraging collaboration and networking. Whether it’s a private office, a managed space, or a co-working environment, flexible office space gives businesses the freedom and flexibility to choose the best fit for their needs.

Why are companies looking for flexible office space?

With their adaptability to the changing needs of modern businesses and workers, flexible offices have become an increasingly popular workspace choice for many companies [see: The rising demand for flexible office rentals]. Companies highly value their ability to scale up or down quickly without being locked into long-term leases, making it easier to manage growth or downsizing. The rise of remote and hybrid work has also driven demand for flexible options, as businesses now seek spaces that offer varied work environments like quiet zones, meeting rooms, or collaborative areas [see: Flexible workspace will become the industry standard]. However, the most significant benefit is promoting a more dynamic, agile work culture, which is a critical factor in the success of startups and established companies.

The different types of offices to rent

Why are there different types of offices?

The variety of office types reflects businesses’ preferences and staff’s diverse needs. Different companies have varying requirements, from sizes and flexibility to amenities and cost. Some

businesses may require a fully managed workspace with all the bells and whistles, while others may prefer a more flexible and affordable option. Some may need a private, independent space, while others may thrive in a collaborative and social environment. Ultimately, the choice of office type depends on a company’s specific needs, budget, and desired level of flexibility.

What are the different types of offices?

Traditional office space

A traditional office space is usually a long-term leased space that a company customises to its needs. It is generally in a standalone building. Businesses have complete control over layout, branding, and office management, such as cleaning, utilities, and operations.

Benefits:

Complete control over office management and operations
Potential for customisation
Long-term stability
Established location

Ideal for:

Corporations that operate in traditional professional services like finance, accounting, legal, etc.
Larger businesses that can tie themselves into longer leases
Established businesses with long-term needs
Businesses that require a physical presence

Private office space

Private offices, also known as ‘self-contained’ office spaces, are usually found within shared buildings. It is their own enclosed space, separate from other tenants. They provide businesses with the option of privacy and independence while allowing complete control over layout and use.

Benefits:

Privacy and security
Independent access to the building
Flexibility in terms of layout, design and possibly branding
Possible access to shared amenities

Ideal for:

Small to medium-sized businesses and enterprises
Teams that require a private workspace with independent building access
Professional services, technology companies and enterprises that require privacy

Serviced offices

Serviced offices are fully furnished and managed and are usually found within a shared building. They offer a hassle-free solution with short-term leases and access to shared facilities like kitchens, IT support, meeting rooms, and reception services. For more information on serviced offices, check out what is a serviced office?

Benefits:

Ready-to-use setup
Minimal upfront costs
The cost of utilities and other services is usually covered
Flexibility in terms of lease length
Access to shared amenities

Ideal for:

Startups
Businesses with fluctuating needs
Businesses that want to minimise overhead costs
Project-based teams

Managed offices

A managed office is a workspace where the building provider handles the day-to-day operations and maintenance. This includes services like reception, administration, and facility management. Unlike serviced offices, where the provider completely furnishes the interior, managed offices offer more customisation options. Companies can choose their floorplan, number of desks and meeting rooms, and even furnish the office.

Benefits:

Customisable layout to suit specific business needs
Operational support with reception and facilities managed by the provider
Access to shared amenities like meeting rooms, kitchen, and IT support
Flexible lease terms for scalability and growth
Cost savings by avoiding upfront furnishing costs

Ideal for:

Small to medium-sized businesses and enterprises
Businesses that require a premium workspace
Expanding companies with specific needs or preferences

Office studios

An office studio is a smaller, more affordable workspace for individuals or small teams.These spaces are typically open and flexible, making them ideal for creative professionals and businesses that need room for both desk work and hands-on activities.

Benefits:

Affordable compared to larger office spaces
Flexible with open layouts that can be adapted to various needs
Creative environment fostered by the open-plan layout
Scalable for growing teams that need versatile space
Communityand networking opportunities

Ideal for:

Startups and small businesses
Freelancers and independent contractors
Creative professionals
Businesses requiring a blend of desk work and hands-on activities

Co-working spaces

Co-working spaces are shared work environments where individuals or small teams rent desks or workstations in a communal setting. These spaces encourage collaboration and networking among professionals from different industries and offer flexible, short-term rental options. They are ideal for various businesses, from freelancers to students [see: Why coworking is ideal for students]. In fact, many companies without centralised premises encourage employees to ditch homeworking and work from a local workspace instead [see: Homeworkers can boost productivity with a co-working space]. For more information on co-working, check out Why you should try co-working.

Benefits:

Cost-effective, with pay-per-desk options and shared resources
Flexible rental terms, allowing you to rent desks or space as needed
Networking opportunities with professionals from diverse industries
Being part of a collaborative and supportive community
Access to shared amenities
IT infrastructure, including high-speed internet [see: Highspeed internet is essential for effective co-working]

Ideal for:

Freelancers and remote workers
Small startups
Entrepreneurs and solo professionals
Consultants and digital nomads
Project-based teams

Satellite offices

Satellite offices, conveniently located in different geographic areas, are smaller branch locations of a company’s main office [see: What is a satellite office?]. They offer businesses the practicality of extending their reach and provide employees with a conveniently closer workspace without needing a full-scale office [see: The ‘hub and spoke’ office model]. For more information on what to expect from a satellite office, check out what is it like to work in a satellite office? For any business considering renting their own satellite offices, check out how to open a satellite office? Or How to convert to a decentralised office.

Benefits:

Reduces commute time for employees
Smaller spaces reduce overhead costs compared to larger offices
Access to a broader talent pool across different locations
Adapt quickly to changing business needs and market conditions
Serve a wider customer base and tap into new markets
Strengthen relationships with local customers and partners

Ideal for:

Large corporations looking to expand their presence
Businesses with remote teams
Companies aiming to improve client relations in specific regions
Organisations seeking to reduce overhead costs while maintaining operations
Companies with a national or international presence wanting to serve local markets
Companies seeking to attract talent from diverse regions by offering growth opportunities

Virtual office

Virtual offices provide businesses with a professional address and communication services without needing physical office space. They often include features like mail handling, phone answering, and access to meeting rooms on an as-needed basis. For more information, see: Why consider a virtual office.

Benefits:

Significantly lower overhead costs compared to traditional offices
Maintain a credible business image with a prestigious address
Operate remotely while still accessing essential business services
Easily adjust services as your business grows or changes
Use professional environments for client meetings when necessary

Ideal for:

Startups seeking a professional image without high costs
Freelancers who need a business address and communication services
Remote workers who require minimal physical infrastructure
Small businesses that want to expand without a large office footprint
Professionals who travel frequently and need occasional access to office facilities

Our types of offices to rent

Key considerations when renting an office space

When renting office space, businesses should consider several vital factors to ensure the space meets their needs, supports their operations, fits within their budget, and aligns with their long-term growth strategy [5]. These include, but are not limited to:

Location: Pay particular attention to the office’s proximity to customers, clients, employees, transportation, and amenities. A prime location can boost visibility and convenience but often costs more. A more rural area, on the other hand, might be more affordable but less convenient to reach.

Cost: Consider not only the monthly rent but also additional costs like utilities, maintenance, insurance, and any hidden fees within the lease agreement. Also, consider the lease length and the total cost over the entire lease period.

Size: Examine the size and layout of the office space to ensure it meets current and future needs. Consider factors like space for meeting rooms, communal areas, and employee workspaces, as well as natural light, flooring, ceiling height, and the potential for expansion.

Lease Terms: Before signing on the dotted line, review the lease terms, including length, rent escalation, renewal options, and responsibilities for maintenance and repairs. Flexible terms can be beneficial if the business expects to grow or downsize.

Amenities: Examine the available amenities and services. These usually include parking, security, reception services, IT infrastructure, and access to shared facilities like meeting rooms, conference rooms, or kitchen areas, which may add value to the space.

Building Condition: Find out the building’s age, condition, and energy efficiency before agreeing to rent a space. You should also ensure that the office is in good condition and clarify the responsibilities for repairs and maintenance with the landlord.

Flexibility: Consider whether you can modify or expand the office space. If your business plans to grow, ensure the lease offers flexibility for expansion or relocation within the same building or complex.

Tenant Mix: Depending on the type of office being rented, multiple businesses may occupy the office units within the building or buildings. In this case, research the other tenants in the building to ensure a compatible environment.

For more information on what to look for when renting office space, see everything to know about renting office space.

Choosing a suitable office space for your business type

Offices for creative industries

Creative businesses should look for open, collaborative spaces that inspire innovation. Natural light, flexible layouts, and areas for brainstorming or presentations are essential. Access to breakout rooms and areas for creative expression, such as studios, may also be beneficial.

Offices for technology companies

Tech companies often need flexible, scalable spaces with high-speed internet and tech infrastructure. Open-plan layouts encourage collaboration, while dedicated spaces for quiet work or private meetings can balance teamwork with individual productivity.

Offices for retail and eCommerce

Retail and e-commerce businesses need spaces accommodating stock storage, product displays, and team collaboration. Access to warehousing, efficient logistics setups, and areas for customer support teams and e-commerce operations may be required.

Offices for startups

Startups benefit from flexible leases and scalable office space that grows with the business. Look for co-working spaces or serviced offices that offer networking opportunities, shared resources, and meeting rooms for collaboration without needing long-term commitments.

Offices for professional services

Professional services, such as law or finance, often require traditional or private offices and meeting rooms for client confidentiality. Look for prestigious locations with secure, quiet workspaces and access to administrative support, which can enhance client interactions.

Offices for education and training

Education and training spaces should provide flexible classrooms, meeting rooms, and areas for group work or workshops. The space should support audiovisual presentation equipment while fostering a conducive learning environment with good lighting, flexible layouts and breakout areas for group work.

Offices for non-profits

Non-profits often seek cost-effective office spaces with room for collaboration and community outreach. Access to meeting rooms, event spaces, and volunteer areas is essential, as is a central location that’s easily accessible to donors and stakeholders.

Summary

As you can see, office rentals have evolved significantly. They now demand more flexibility and customisation in their work environments, and the traditional office model has shifted to accommodate the dynamic needs of modern companies, giving rise to flexible office spaces catering to businesses across various industries.

Different office spaces are now available to suit specific business needs, from serviced and managed offices to co-working environments. Each offers distinct advantages, such as furnished spaces, shared amenities, or customisable layouts. Whether it’s short-term rental agreements or scalable spaces that grow with the business, companies today have more options than ever, providing a reassuring level of adaptability.

So, when it comes to choosing a suitable office space, ensure you understand your business’s specific requirements and remember to align your office space with your business type, whether you are in the creative, technology, or e-commerce sectors or another industry altogether. Finding the right office rental solution can help you create a productive, adaptable, cost-effective workspace that supports your company’s growth and success.