Businesses are realising that their workspace can be much more than just four walls. The office can be the engine room of ideas and collaboration. It can be the key for creating a thriving culture, and moving to the right space can even save you money without compromising on quality.

This insider guide tells you everything you need to know to find the right workspace and get the best deal so that your business can keep growing and developing in 2025.

1 – How can you tell what type of office is right for you?

There’s all sorts of different types of office available including leased, managed, serviced and flexible. All of them have different attributes and benefits which can help you in the long-term, for example:

·      Leased – Lowest cost per sqft, longer commitment

·      Serviced – Lower up front cost, most flexible contract

·      Managed – Medium cost and contract length

It can be even more complicated when hybrid working is thrown into the mix. It’s the biggest shake up we’ve seen in the working world for quite some time and has made companies of all shapes and sizes look at an office move.

Some good questions to ask yourself when you’re trying to work out the best workspace option for you are:

·      Your business size

·      Whether you expect to grow quickly

·      How long you’re prepared to commit to an office space place for

·      Whether you want to brand or customise your office

If you start with working out those answers, you can begin to see what type of office might be the best fit for you and then start your search.

Our comprehensive look at leased, serviced and managed offices is designed to help you understand what makes each type of office unique.

2 – How can you save money on office space and get the best deal?

One of the best ways to save money is ensuring that you aren’t wasting space or paying for amenities and features that you don’t really need.

Some key information to know includes:

·      If your utilisation rate is lower than 60% of the available office space, you’re not using it efficiently

·      71% of workspaces could support 4x their actual usage (Density Atlas, via Business Wire)

·      60% of businesses are planning to reduce their office space by 50% or more (Flexible Offices for a Flexible Future)

But how do you know if you aren’t using your space effectively? Or if the amenities you think are popular actually go unused?

A good way to learn more is to speak to your staff and find out what they actually want and need. They are the ones that use the building every day and need it to be useful. They know what works and what doesn’t. As companies adapt to the future of work, savvy leaders will make sure to include their staff in any planning.

Neil Roberston, Head of Customer Success at ESProfiler, sums up the difference getting staff involved can make:

“Our team loves it. The responses and changes we've madesince moving in have been incredible. It was everything we wanted and more, weconstantly use our meeting room. The team also has access to the Bruntwood App,which gives them a sense of community and has helped our new staff adapt toManchester.”

You can also use good old fashioned observation. If only half the desks in your office are ever in use it’s probably safe to take less space in the future. Likewise, if your meeting rooms are always empty, you could choose a new workspace where you can rent one when needed rather than paying for one to be available at all times.

Finally, you could use the nature of modern offices to your benefit. Why not try moving into a serviced space for a year to see what works, then find a more permanent solution after that which takes all those learnings into account?

3 – Understand your negotiating power and the potential costs

Reducing costs and keeping an eye on cash flow are important for any fast-growth firm, but it’s not the only consideration. When looking for a new office space, is it more important to squeeze every pound, or to get a perfect space that will drive business growth?

Understanding your negotiating power and where you can get concessions is key to this. It relies on a firm understanding of the market and the landlord you are negotiating with.

While most can be persuaded to throw in some freebies as part of a good deal, you don’t want to accidentally alienate them and miss out on your perfect workspace. It often will depend heavily on deal structure, for example:

·      Do you want an initial rent-free period?

·      Are you paying for fit out?

·      Has the council provided support funding?

·      Does the rent include repairs and maintenance?

·      Is there a service charge to be paid? If so, is it capped?

·      Are bills included in the rent?

·      Are there any corporate discounts included (i.e. for nearby gyms/restaurants)

·      Are meeting rooms, event spaces and other amenities included?

And other factors that will have an effect on negotiation include:

·      Location

·      Specification level

·      Type of space (i.e. leased vs serviced)

·      The building occupancy rate

·      How many other similar new spaces are coming to market

There’s a lot to think about, but if you want to get the best deal at the best price you need to know all of it. It’s not impossible todo so, but it’s much more cost and time effective to get expert advice from people who live and breathe offices.

Doing so can save you a serious amount of money. In the recent past we have saved companies hundreds of thousands of pounds purely through leveraging our market knowledge and using it to negotiate against landlords on behalf of our clients:

·      Lunio - £250,000+ of savings

·      Gibson Hollyhomes – 23% discount on rent secured

·      The Modern Milkman – 36% discount on rent secured

It’s also important to be aware of the hidden costs of leasing a new office. Make sure that you understand any dilapidation fees or break clauses in your current arrangement before signing up for a brand new space!

4 – What else can an office be?

Creating a workplace that people actually want to be in is about much more than just providing a desk. Choosing a workspace with the right amenities, environment and support for your employees will pay dividends no matter whether you are a start-up or a large enterprise.

As businesses adapt to the future of work, the following considerations are great examples of what you need to look for when choosing a new workspace:

·      Does the space include areas where staff can relax and socialise?

·      Do your staff want the option to work out before or after work?

·      Would your team benefit from being close to nearby bars, restaurants, shops and cultural sites?

·      Is the space inclusive and able to support diverse needs?

·      Is it close to transport links?

All of the above and more make up some of the things you need in your office space in 2025 and are key to making sure the best employees choose your business.

Put another way, you need to offer people an experience and a lifestyle that they can’t get at home in the age of hybrid working. That demand is changing what “the office” is, and creating additional demands for any business choosing a workspace in 2025.

It also partly explains why the party is with flexible workspace in Manchester for the foreseeable future.

5 – Digital connectivity, infrastructure and resilience

The office is also now in effect a central hub for spread out staff in the age of hybrid working. In many cases, your employees won’t all be in at the same time.

More businesses than ever are “digital first” and workspaces have become a mix of desks, event space, digital hub, virtual meeting room, leisure area and social space.

Keeping your staff connected like that requires first rate digital infrastructure, and it’s absolutely vital that you take the following into account when searching for a new home:

·      Mobile and wireless connectivity

·      Telecommunications and other meeting rooms

·      Building points of entry

·      Infrastructure risers

·      Access readiness

All of the above will get you online reliably and keep you there so that business can go ahead undisturbed and your staff can stay productive. A building’s WiredScore is a quick, easy way to check that your chosen space is up to scratch digitally.

And this also applies for businesses which have 100% office attendance. The world is more spread out than ever and just because your staff are in full time, it doesn’t mean your customers are.

You need to be able to meet them virtually, often at a moment’s notice – so don’t neglect digital connectivity when choosing a workspace!

6 – How much does a modern office cost?

One of the most important steps you can take when trying to choose a workspace and get the best deal in 2025 is to try and understand what it might cost from the outset.

Doing so means that you won’t be blindsided down the line and have to start the search again when a workspace turns out to be beyond your budget.

Our office cost calculator is the easiest way to get an outline cost at the beginning which will empower you to find the best office you can and get a great deal.

By simply inputting your estimated data, ideal office type and other basic info, you can start your search on the right foot.

Want more information that can help you understand the available options in detail? Get in touch with our team of experts today who will be able to help you on your journey to finding a new workspace in 2025.

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