Beginning the process of looking for office space can be daunting. Unlike most things you buy today, finding office space can’t be resolved with a simple Google search. In this article we look at how to find your next office, the steps you need to take and how we can assist you in taking them and the key reasons we think using Office Freedom is still the smartest way to find your next office.

At Office Freedom, finding great office space is our business. We help businesses big and small find office space every day; in fact, we’ve helped over 38,000 clients to date.

How to find your perfect workspace

The wisdom of getting expert tenant representation

Finding office space on your own can be a formidable challenge.

You’ll need to:-

• Define your requirements
• Consider all the options (location, cost, size, type of workspace, amenities, scope to expand, terms etc.)
• Conduct searches and local research
• Check reviews and credentials
• Make numerous calls
• Shortlist properties
• Arrange viewings
• Negotiate with property experts
• Agree contract terms
• Organise the office move

For all these reasons it’s wise to get expert “Tenant Representation”, this is what Office Freedom provides.

Use an established, experienced representative

Office Freedom started in 1993 and was the first global broker of flexible workspace. Back then John Major was UK Prime Minister, Bill Clinton was US President and the average UK house price was £62,333, so you’ll appreciate that we have a lot of experience in this business! We apply all this invaluable industry knowledge to every client we represent today.

Review the whole market

With thousands of options available in the market, you can become overwhelmed and spoilt for choice, making it difficult to recognise which option is the best for your business. Office Freedom represents over 15,000 business centres across the globe giving us full market coverage, making us a one-stop-shop for finding great office space.

Consequently, we are able to help businesses of all sizes, from start-ups and SMES to corporates, find their ideal office space solution; anywhere in the world. We know exactly how to navigate the office search journey and our reach and expertise will empower you to make well-informed and educated decisions.

How Office Freedom will support you every step of the way

Step 1 – Tell us what you want, what you really really want

We can help you define your requirements so we can conduct a smarter search. We’ll discuss how many desks you need, the type of space, location preferences, length of term, amenities required and budget. Our experienced consultants can help you establish your requirements so we can recommend and shortlist properties we know will meet your needs.

Step 2 – Easily search our office portfolio website

With over 15,000 flexible workspaces listed on our easy to use website, you are free to browse at your leisure, but if you’d like a helping hand, our expert consultants can assist you and advise you of any “soon to be listed” offices.

Step 3 – Our consultants search, compare and shortlist the best office spaces for your requirements

Our experienced consultants will shortlist properties matching your requirements and present viable options within the surrounding area which best fits your budget and the current market availability. A detailed search report of these options is then sent to you to browse, compare and make your final shortlist of options to view.

Step 4 – Accompanied viewings

Office Freedom acts as your global single point of contact throughout your entire office search. Once you’ve shortlisted the properties you’d like to view, your office space consultant will accompany you on viewings (where required) to help you gain a clear vision and understanding of which space will suit you best.

Step 5 – Tailoring your shortlist and negotiating the best possible terms

When you’ve viewed the final shortlist of offices, it’s time to negotiate the best possible price for the office space you love. Our consultants will negotiate hard to get you the very best terms possible which could save you £000’s.

Step 6 – Sign a simple agreement and move into your new office

Once you’re happy with everything, all that’s left is to sign on the dotted line and move into your new workspace. When you’ve settled into your space, our consultant will arrange a suitable time to visit and catch up with your team and ensure you love your new home.

Three Great Reasons to Choose Office Freedom

1. Free and impartial service:

Our service is completely free for clients, we get paid by the landlord and our impartiality means that we have access to all available offices.

2. Unrivalled Experience and Expertise:

Our industry expertise and experience of the flex market is second to none. As pioneers in the flexible workspace market we have the knowledge and contacts to ensure we find you the very best office solution for your business. But don’t take our word for it, look at our testimonials, read our reviews and see our 5-star rating on Trust Pilot.

3. Skilled Negotiators

Our market knowledge and long-standing relationships with workspace operators enable us to negotiate better deals and terms for our clients. In many instances we have saved clients thousands of pounds on their office costs.

We’re here to help

If you’re considering moving office, then call us today and speak with one of our experienced consultants. No matter how big or small your office requirement is, our team are always on hand to offer help and advice. Get in touch today for a no obligation chat, call 0203 603 2576.

On 1^st August 2020 UK Government advice for employers changed as part of the plans for “a significant return to normality by Christmas”. On 17^th July the Prime Minister said that “Instead of government telling people to work from home, we are going to give employers more discretion, and ask them to make decisions about how their staff can work safely.” In this article we look at flexible workspaces and how the industry has responded to the need for safer office environments. We highlight ten key measures that are helping to make flexible offices safer.

Many employers and employees will be asking if their office is COVID-19 secure? How safe is it? Could more be done? All these questions are vexing employees and employers as we all consider how to make returning to the office as safe as possible.

Flexible workspace operators have responded swiftly

Flexible workspace providers, (those offering serviced offices, coworking, managed and hybrid spaces), have been some of the swiftest to respond to the Government guidelines on COVID-19 secure offices and contact centres. Importantly many flexible workspace providers have gone way beyond the mandatory measures, investing heavily and making herculean efforts to make their offices as safe as possible.

With lockdown restrictions easing, flex providers are confident that their new safety strategies will only enhance the environment of innovation, social interaction, wellbeing and productivity that already exists.

Flexible workspace operators are putting your safety first

Flex space providers have adopted a “safety first” approach and have been rolling out new health and safety protocols to ensure workspaces are healthy, safe and productive. In addition to implementing the recommendations within the Government guidelines some have consulted more widely and have been advised by healthcare experts in infectious diseases and hygiene, and specialist medical institutions to shape their safer office strategies.

Ten ways that flexible workspaces are being made safer

1. Distancing, cleaning and hygiene

Distancing, cleaning and hygiene are the three pillars upon which operators are building safer offices. From the moment you arrive in the office you will notice how much effort and expense has gone into enhancing your safety. You should feel confident that no stone has been left unturned to provide a safer office environment.

2. Safer layouts, fixtures and fittings

Office layouts, desks and seating have been revised to provide safe distancing and, where appropriate, plexiglass dividers are being installed. Private offices have been reconfigured with fewer desks and free-flowing space to allow safer movement.

3. Handwashing and sanitisation

Frequent thorough hand washing is widely recognised as one of the most important safeguards in combatting COVID-19. Flexible workspace operators have rolled out multiple hand washing facilities in lobby areas upon arrival and extensively throughout their buildings.

4. Temperature checks

Non-invasive temperature checks, such as thermal imaging are being widely introduced for all residents and guests. In many locations those visitors recording a temperature of 38C or above will be refused entry and asked to refer to NHS guidance. Operators are well aware that temperature screening must be done lawfully and any data captured by imaging must be processed in accordance with prevailing data protection laws.

5. Free face masks

Most flex space operators will have policy guidelines on wearing face masks and many are providing free high-grade masks for all workers and visitors.

6. Safer ventilation

Having well ventilated workspace is an important part of combatting the spread of COVID-19. In a recent study of “Heating , Ventilation and Air Conditioning (HVAC) Systems in the Context of COVID19”, the European Centre for Disease Prevention and Control concluded that “HVAC systems may have a complementary role in decreasing transmission in indoor spaces by increasing the rate of air change, decreasing recirculation of air and increasing the use of outdoor air”. Consequently, flex operators are modifying their HVAC systems wherever possible to optimise safer air flow within their buildings.

7. Signage and One-Way systems

Floor tape, stickers and spaced seating guidelines are in place within most flexible workspaces and pathway indicators have been located to create walkways guiding people through buildings without accidentally contacting others. Spacing indicators are commonplace to help with safe standing and seating. Prominent signage conveying health and safety guidelines are clearly visible in strategic locations throughout flex office buildings.

8. Wellness and Health Programmes

In recognition of the stresses that we are all suffering, many flex office providers are offering additional wellness programmes to help with residents’ physical and mental health. Wellness classes and studios remain open, with distancing respected, and wellness events are running to support employer and employee wellbeing.

9. Enhanced cleaning

Flex providers are implementing enhanced cleaning protocols to ensure they maintain the highest standards. Many providers have hired extra staff to ensure that new protocols are maintained. Training, management and supervision of cleaning staff is imperative to ensure that cleaning is implemented effectively. Flex operators have been leading the way in this aspect of office management.

Cleaning regimes now include; hourly inspections, daily floor to ceiling cleaning and sanitisation, high touch area (switches, handles etc.) focus cleaning, usage of high grade anti-bacterial cleaning solutions, more frequent cleaning of common areas (meeting rooms, kitchens etc.), half hour cleaning of lifts and bannisters. The list goes on.

10. Safer shared facilities

Some of the shared amenities available within flexible workspaces are what differentiate them from a traditional mundane office. Concierge services, bike storage, lockers, gyms, showers, kitchens, conference rooms, event spaces, roof terraces, reading rooms, lounges etc. make the flexible workspace so much more than just an office. Flex office providers have gone to great lengths to ensure that many of these facilities can still be used and enjoyed safely. Capacity, distancing and usage is regulated, cleaning is meticulous and etiquette on usage is clear for all. You will soon find that many of the amenities that you enjoyed prior to lockdown are available post lockdown.

Need help finding a COVID-19 secure office?

If you are planning for transitioning back to the office and the safety of your workspace is top of your priority list, Office Freedom can help you review your options and find a suitable “Covid-19 Secure” flexible workspace. Offices are available nationally and internationally and are ready to move in next day. Our advice is independent, impartial and free of charge and we’ve been helping companies find great office space since 1993.

Speak with one of our expert property consultants today. Call 0203 603 2576 or visit https://www.officefreedom.com/company/contact-us

When you decide to commit to a lease and create your own office space, only some of the costs are obvious. The time, effort and stress in creating an office from scratch are often over-looked. In this article we look more closely at the issues and costs of setting up your own leased office and explore the benefits of the increasingly popular alternative – flexible workspace.

Long term workspace planning is a near impossible task

One thing is for sure, your future workplace needs are hard to predict. The pace of work and technology is accelerating and life-changing events like the coronavirus outbreak means that the only constant is change. 

It’s virtually impossible for businesses to reasonably project their headcount needs into the future and for that reason it raises the question as to the wisdom of entering a lease for an office that will commit your business for five, ten or even twenty years. Your business may grow massively, contract or even be challenged to survive. Nobody knows – so getting locked into the wrong lease could be fatal. 

Hidden Costs 1: Up front and annual costs are only part of the true cost of leasing an office

Some costs of leasing are more visible than others. The upfront costs are significant and will include; fit-out, furniture and equipment, Stamp Duty Land Tax, solicitor fees, landlord fees, agent fees, IT Way Leave and more. There are also core property costs to consider such as rent, business rates, service charges and buildings insurance. Then you will need to budget for annual costs for services such as IT and telecoms, cleaning, security, dilapidations, maintenance, health and safety management and more. But what are the hidden costs? 

Hidden Costs 2: Complexity, wasted time and lack of expertise

Building a new workplace from the ground up is no easy task. Although real estate and facilities experts are relatively expensive to engage, they represent much better value than doing it yourself. Creating an office environment is so important that it often ties up valuable CEO and senior executive time.  

Consequently, people who aren’t experts in real estate and design end up negotiating with experts who do this task for a living. Many valuable staff will get distracted from their core tasks and get side-lined into creating the new workspace.

Hidden Costs 3: Don’t pay for office space that you don’t use

Predicting how many staff you need to accommodate in the future is extremely difficult. Expanding or contracting your space may be very difficult both physically and contractually. Building conference rooms, huddle spaces and quiet areas and having staff away from desks means that you are creating a lot of space that is under-utilised. Even on busy days, there are at least some staff members who will be on work trips, taking sick days, or working remotely. 

If your office accommodates your full team, you may be able to save money by building out a smaller space than you think you need, but what if you get it wrong and need to expand? Additionally, in all office leases you pay for more square footage than you actually use, such as “dead” areas behind pillars and shared space areas. 

The Solution For Hidden Costs: Flexible workspace is the solution for agile post lockdown office space

Flexible workspace offers a more agile solution for today’s unpredictable times. The high upfront costs associated with building out an office space are gone. You won’t need to pay construction costs, legal fees, architect fees or even buy furniture. That’s all included. In most cases you will be required to pay a monthly rental per desk which will include all services and any shared spaces or facilities. 

Company leaders don’t have to become construction experts. A flexible office space is already thoughtfully designed by architects and ready to accommodate your workforce. That means senior leaders at your company won’t have to spend months labouring over the project, choosing finishes or negotiating with contractors. They can do what they were hired to do — run the company. 

1. Flexible offices are ready to move in as soon as you are

Flexible offices don’t require any upfront build out. They can quickly accommodate small or large groups of employees right away. Once you’ve decided upon the ideal office you are simply required to sign a short, easy to understand agreement and you can move in. 

2. The best of both worlds – private office space with fantastic amenities

Your office is “your” office i.e. private, self-contained space, not shared with anyone – the only space that’s shared is the communal areas so loved by everyone: break-out spaces, meeting areas, event spaces, gym, library, roof terrace etc.  

Flexible workspaces are being configured to provide unbranded space that can accommodate all size and layout requirements, providing a health-conscious high-end space with state-of-the-art technology and amenities. 

3. Hassle free flexible office space

Flexible office providers take care of all of the hassles related to the daily operating and maintenance of your workplace, saving you additional time. Whether its reception staff, IT provision, or security, with a flexible office, it’s included in the rental. Often the coffee and snacks that people expect are included too.

4. Flexible terms – avoid getting trapped in a long-term lease

Flex terms are far shorter than traditional office leases. You can rent month to month, for twelve months or more if you wish. A traditional lease will commit you for anything from 3 to 20 years. Flexibility of terms is crucial because business culture and economic climates change rapidly, making it hard to accurately forecast how a company will grow or contract depending on economic shifts. Flex space builds in that all-important agility to your workspace portfolio. 

Let Office Freedom help you find your next office

To find out how Office Freedom can help you find the right office solution for your business contact one of our experienced property consultants today: 

Call: 0203 603 2576 

Email:  info@officefreedom.com 

Request a call back: https://www.officefreedom.com/company/contact-us 

Flexible Workspace – the solution for the new normal

In the new world, the #1 priority for businesses is to ensure the safety and well-being of their employees. Governmental guidelines are being interpreted to the best of anyone’s knowledge as to how to prepare the office space for a new normal, where interaction and collaboration will be re-defined.

Your office space is the centre of idea sharing and creativity and this needs to be preserved. Ensuring the office space complies with the new normal is a challenge to strategize and implement. The challenge is abstract, but the solution is straight forward – Flexible Workplaces.

This article aims at guiding you to better understand your possibilities when it comes to renting an office space, the various types of rental agreements and why flexible office space is the ideal solution for business of any kind planning to transition back to the office post lockdown.

Office Costs – How to preserve capital and reduce overheads

When lock-down eases, we will enter a new world, a new normal, which will be a major reset and reboot for everyone. We are all coming to terms with the fact that business will never be the same again, in terms of general priorities and especially with regard to commercial property.

Businesses are seeking health-conscious working environments that enable them to work as safely as possible, where health and well-being are prioritised. Business owners also want to know the best way that they can preserve capital and reduce overheads when considering office costs. They are looking for cost-effective solutions which don’t tie them down long term and offer flexibility to upsize or downsize as circumstances dictate.

Whether you are a global enterprise business or a small start-up, where these considerations are the priorities, flexible workspace is the answer. Here we take a look at what a flexible office is and contrast the cost benefits with that of a conventional lease.

The solution for post lockdown – Flexible Workspaces

Flexible office space comes in all shapes and sizes. This umbrella term encompasses flexible workspace, serviced offices, coworking spaces, managed offices and hybrid spaces.

Flexible offices are “work ready” spaces. It’s a “plug and play” environment that’s ready when you are. Offices come fully furnished with furniture, utilities, IT infrastructure, security and management supplied. Many flexible workspace providers have been quick to invest in converting their offices to be COVID-19 compliant, enabling you to preserve your capital and reduce overheads. Flexible offices are available to move in next day and offer maximum flexibility, with flexible contracts typically ranging from one month to two years.

Financial benefits of flexible workspaces:

• No up-front capital expenditure and as far as possible…
• All costs are wrapped into one all-inclusive simple monthly invoice.

The outdated nature of traditional leasing in the New World

Conventional leased office space involves renting space directly from the landlord of the building, on a price per square foot per annum basis, with no shared facilities such as club lounges, meeting rooms etc.

Leasing involves a fixed-term inflexible contractual commitment i.e. you will be stationed in one place for a long period of time and customisation comes at a significant cost.

Financial hurdles with traditional leasing:

• Up-front costs and more capital expenditure: from painting, construction, furniture, utilities, etc.
• Ongoing occupational costs such as rates, insurance, utilities, security etc.
• Unexpected, additional service charge contributionsg. towards new roof, lift, exterior improvements.
• Expensive reinstatement costs (dilapidations)

Lease costs that you need to budget for with traditional leasing:

When entering a lease agreement, you will need to budget for the following:

1. Up Front Cap Ex Costs: Fit out, furniture, Stamp Duty, Professional Fees etc.
2. Core Property Costs: Rent, rates, service charge, buildings insurance etc.
3. Service Costs: IT, utilities, security, cleaning, gardening, refreshments etc.
4. Occupational Maintenance Costs: Building maintenance, dilapidations, air conditioning, liability for unexpired term of lease etc.

The three reasons for choosing Flexible Workspaces

Flexible workspaces allow businesses to leverage property as an agile rather than a fixed asset. With agile flex property, you can choose what initial Capex will go into the space and allow your workspace to expand or contract depending on the needs of your business.

Three key benefits of flexible workspace

Flexible offices are increasingly popular with large businesses and enterprise too who value the flexibility and agility that serviced offices provide. Three key benefits can be summarised as:

1. Cost – When you factor in total occupational costs eg fit-out, maintenance and service provision, a serviced office can often work out cheaper than a leased office.
2. Flexibility – Flex offices can be secured on short term agreements to suit your needs. You can upsize or downsize your space as required with minimal hassle.
3. Convenience – The provision of all fixtures, fittings and furnishings means that you can be working in a flexible serviced office within days of signing the agreement.

Should you take a Lease or Flex space?

Due to the large upfront expenditure of renovating and setting up the building, there’s a high initial cost to traditional leased property. There is every likelihood that the number of employees will change, market impacts will be volatile, and technology will impact the business requirements. Introducing these risks in future planning changes everything.

Unpredictability demands flexibility

Looking to the future, a business may grow or shrink in terms of number of employees. Working patterns may change or life changing events like COVID-19 may occur. In these uncertain times companies want to build in agility to their property portfolio to address the realities of today’s fast moving and unpredictable business world. Flexible workspace provides that opportunity.

Office Freedom – Helping you make the right decision

Our experienced expert consultants will help you find the office that’s perfect for your needs and also negotiate the best terms and price on your behalf, all free of charge i.e. no finders’ fees. We will help you make the right decision for your business with independent and impartial advice. Since 1993 we’ve helped over 38,000 businesses find their new office. Call us today on 0203 603 2576 or contact us here https://www.officefreedom.com/company/contact-us

On 11^th May 2020 the UK Government issued guidance to help employers, employees and the self-employed understand how to work safely during the coronavirus pandemic.

The detailed guidance covers eight different settings and is broken down into practical steps which the Department for Business, Energy and Industrial Strategy (BEIS) said should be put in place “as soon as is practical”.

Guidelines are issued for workplaces categorised as construction and other outdoor work, factories, plants and warehouses, homes, labs and research facilities, offices and contact centres, restaurants, shops and vehicles.

The guidelines apply to businesses that are allowed to open under current lockdown rules and shops that could begin a “phased reopening” from June 1 if transmission of the virus decreases.

Five Steps to Working Safely – Department for Business, Energy and Industrial Strategy (BEIS)

1. Do a COVID-19 Risk Assessment
2. Follow cleaning and hygiene rules
3. Help people work from home
4. Stay 2m apart where possible
5. If 2m is not possible, take steps to manage risk

Assess risks in consultation with workers or trade unions

Under health and safety, employment and equalities legislation, employers should carry out Covid-19 risk assessments and consult staff or trade unions. Firms should publish the assessment if possible and BEIS said all businesses with more than 50 employees were expected to do so.

Where possible, two-metre social distancing should be maintained

Work areas should be redesigned to accommodate a distance of two metres between people, while other measures could include staggering start times, creating one-way pathways around sites, opening more entrances and exits, or changing seating plans in break rooms.

Manage the risk of transmission if two-metre distancing not possible

This could include putting barriers in shared spaces, creating shift patterns or fixed teams to minimise contact between people, or ensuring colleagues are facing away from each other. The guidelines state multiple people should avoid travelling in the same vehicle, and for vehicles to not be shared if possible. Additional safety measures should be considered if social distancing is not possible for people such as couriers, mobile workers and lorry drivers.

If a risk assessment shows personal protective equipment is required then it must be provided free of charge to workers who need it, and must fit properly. But the Government guidelines say workplaces “should not encourage the precautionary use of extra PPE to protect against Covid-19 outside clinical settings” such as hospitals or when responding to a suspected or confirmed case of the virus. Employers are encouraged to support their workers in using face coverings safely if they choose to wear one.

More frequent cleaning

Workplaces should be cleaned more frequently, with a focus on regularly touched objects such as door handles and keyboards. Employers are told to provide hand-washing facilities or hand sanitisers at entry and exit points. A relevant notice to display is available to download on the Government website.

The flexible workspace industry has been swift to respond

Flexible workspace providers have been some of the swiftest to respond to the challenges of making workplaces COVID-19 secure. New layouts have been implemented to maintain 2m distancing, office floor plans changed, desk plans rearranged, dividers installed, no-touch access systems fitted, sanitizers distributed, health monitoring implemented, and foot-flows reworked. Flexible workspaces are being reconfigured so that everyone can be kept at a safe distance but without sacrificing the opportunity for collaboration, productivity and teamwork to flourish.

In addition to the practical measures in and around the office itself, flexible workspace can satisfy the increased demand for truly agile space, that can easily expand or contract as circumstances dictate. Flex spaces are fully provisioned and can be rented on a short-term basis that doesn’t tie businesses down with long term onerous leases. The absence of significant up-front capital expenditure and the idea of paying only for the space you need, when you need it, is a proposition that holds great appeal post COVID-19.

Need help finding “Covid-19 Secure” office space?

If you are planning for transitioning back to the office, Office Freedom can help you review your options and find “Covid-19 Secure” flexible workspace. Our advice is independent, impartial and free of charge.

Speak with one of our expert property consultants today. Call 0203 603 2576 or visit https://www.officefreedom.com/company/contact-us

Important Disclaimer: This article has been prepared by Office Freedom for general information only. Official guidance from the UK Government on working safely during coronavirus (COVID-19) can be found here https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19. Office Freedom makes no guarantees, representations or warranties of any kind, expressed or implied, regarding the information including, but not limited to, warranties of content, accuracy and reliability. Any interested party must undertake their own inquiries as to the accuracy of the information. Office Freedom excludes unequivocally all inferred or implied terms, conditions and warranties arising out of this article and excludes all liability for loss and damages arising there from.

Free Real Estate Review

“When lock-down is finally over, we will enter a new world, a new normal, which will be a major reset and reboot for everyone. As a result of the life changing circumstances, one thing is clear; new changes will emerge shifting how we collaborate and how we use our office space. Agile work and social distancing are here to stay, which demands that companies re-evaluate their workspace requirements.

Organisations will need a new solution to renting office space that prioritises the safety of their staff, whilst economically ensuring flexibility.  

The strategy to re-opening: Real Estate Review

To provide immediate support and peace of mind, Office Freedom is offering a Real Estate Review Service, free of charge, where you can send us details of your current agreement(s), and we will  review and give you free advice in regards to the best way to increase flexibility, reduce overhead, preserve capital and decrease costs.

Office Space: Flexible Workspaces

In terms of office space, flexible workspace and agile working is the way to go for all organisations. It will become more important than ever as flexible workspace offers up-front benefits as opposed to traditional leasing: 

1. Contract flexibility; as workspace can be rented on flexible terms as opposed to a traditional lease which has a fixed term and fixed amount of space. 
2. Cost efficiency; no reinstatement costs  

Our aim is to help you to reduce costs and increase flexibility of your office space, so that you are best prepared for the future, no matter what transpires.”  

Richard Smith
Founder & CEO, Office Freedom 

How it Works

• Provide us with a list of your national/global offices and summary of terms 
• We will review the rental, term and type of agreement   
• Then produce an outline report with recommendations on cost savings and a more efficient/streamlined portfolio. 
• We will provide an initial general overview of your national and international office space footprint 
• Discuss benefits of flexible and agile working i.e. a mix of staff working from office, home, on the road, etc.   
• Free consultation with one of our real estate experts 

Introducing Office Freedom Business Solutions

Access our Trusted Panel of Partners & Industry Experts 

• Rent renegotiation (for UK traditional leases, not serviced offices)   
• Rent reviews, lease renewals, dilapidations, property management   
• Advice on Property Investment  
• Legal, accounting, general business advice, IT, Financial Services  
• And a multitude of other services 

About Office Freedom 

• Office Freedom pioneered the concept of serviced office/flexible workspace tenant representation in 1993   
• Since then, we’ve helped over 38,000 satisfied clients find office space all over the world  
• We compare the entire market and help source the best solution   
• We don’t charge a finders-fee for flexible workspace solutions   
• Our service is impartial as we have no exclusive ties to any of the flexspace providers   
• We list over 15,000 locations, in over 150 countries, in over 1000 cities.   
• We offer the full spectrum of flexible workplace solutions including:  Flexspace, serviced offices, managed offices (hybrid between lease and serviced), coworking,  Freehold/long leasehold purchase, flexible leases, meeting rooms, virtual offices, day offices and business continuity space. 

 Contact us to get started https://www.officefreedom.com/free-real-estate-review 

Call 0808 1209 856 or email flex@officefreedom.com 

“The coronavirus is pushing everyone into this kind of extreme working from home,” says Nicholas Bloom, a professor of economics at Stanford University. There are two types of working from home: short-term or occasional work from home, and permanent or full-time work from home. “It is kind of like comparing light exercise to marathon training,” he says. 

The internet is awash with advice, tips and suggestions on how to make working from home a happier and more productive activity. However, until recently, that activity could be balanced with normal social interaction such as attending meetings, conferences and events. We could travel as necessary and work in relative peace, enjoy normal personal contact and socialise outside of working hours. 

Now with familiar businesses and services shutting down daily, social distancing policies and lock-downs imposed, working effectively and happily from home is more challenging than ever. 

Office Freedom scoured the internet and researched many respected sources to bring you the Office Freedom definitive guide to working from home happily and productively under today’s most challenging of circumstances. We’ve summarised the best advice to help you work safely and productively from home. 

Create a dedicated workspace

Not everyone has the luxury of making a spare room into their office but it’s important to create a space that you and others recognize as your “office”, even if that’s half of a dining room table. If you share with others, let them know the boundaries in terms of physical space and your working hours. Children especially need to appreciate when you are “at work” and when you are not.  

Try to create a space where you can feel comfortable and productive. If you can, get good ventilation and access to natural light, a regular dose of vitamin D from sunlight can really help your mood. Finally, the right equipment, like an adjustable chair and second monitor will help you feel more comfortable and productive. “Have a space you go specifically to work. It could be a certain table or chair – some place that’s consistently your workspace. It helps you get in the right frame of mind.” – Sam Mallikarjunan, CRO Flock. 

Keep safe from computer viruses

Apologies for mentioning the “V” word but employers will usually want to conduct a risk assessment for home working to ensure your machine and remote access is secure and that you have the correct security and anti-virus software. Be extra careful with sensitive documents and be on your guard for phishing and scam emails.  The Government’s National Cyber Security Centre has sound advice for all cyber security matters https://www.ncsc.gov.uk/news/home-working-increases-in-response-to-covid-19

Consider your mental health

Before the pandemic struck, we were all awoken to the importance of looking after our mental health. Even though these are extra-ordinary times, as an employee you can still raise concerns about your individual situation. If you are struggling with childcare challenges, feelings of isolation, connectivity issues or anything else you should raise your concerns with your manager and seek appropriate support.  

Keep in touch with colleagues – supercharge your comms

Everyone knows that working from home can be very lonely and many people struggle with isolation. This risk is compounded with the social restrictions imposed by Government to tackle Coronavirus. WhatsApp, Slack, Zoom, Microsoft Teams, Skype, Facetime and the like can help humanise remote working, particularly with video comms but it takes effort to make contact. Do it and you will feel better. Don’t be afraid to call a colleague simply to ask how they are doing?  

“Remote workers don’t get a “water cooler” so you have to make one. Set up regular support, chat, and gossip sessions with people in your sector”, says Aaron Balick PhD, Psychotherapist. 

 “Out of sight, out of mind can be a real problem for remote workers,” says Sara Sutton, CEO and founder of FlexJobs, “the very best remote workers will reach out to coworkers and managers regularly” through a variety of tools. 

Are you a cheerleader?

Managers have a pivotal role to provide clear communication to the remote team and to keep up morale. It’s easy to become stressed and depressed in these challenging times and if workers are to remain at home for an extended period, the Manager’s role as “cheerleader” to keep spirits up takes on increased importance.

Work when you are most productive

We all differ in our levels of productivity during the day, no-one races through their work at break-neck speed from morning through until evening without waiver. Therefore it’s important to recognise your peaks and troughs and where possible, structure your work accordingly. Try to make the most of your productive peaks by tackling the tougher tasks on your list, then you can use the slower points to tick off some easier tasks. “For me the most productive times of the day are usually early in the morning or late at night. I recognize this and try to plan my day accordingly.” B. Leaning, Product Designer Funsize. 

Work around the kids

With schools closed, one of the biggest challenges for parents working from home is meeting the needs of their children and getting their work done. It’s no easy task. Some of the best advice we have seen revolves around, 1. Establishing a routine, 2. If you have a partner, work with them to split your time. 3. Make good use of any nap time. 4. Use technology to your advantage to support child learning. 5. Be honest with your employer. 6. Keep positive, these are unique circumstances and very testing times! 

Get dressed

Everyone recognises the temptation to stay in their pyjamas or wear their favourite well-worn lounge wear, but it doesn’t help with your productivity or motivation. The fact is you are at work and the old saying “feel smart, work smart” applies. Of course, there is no need to go over-board with smart attire but establishing a routine where you get up, get showered and get dressed for work will pay dividends. 

Write a to do list

When you’re working from home a “to-do” list will help you greatly. Even if you don’t use them so much in the office, at home it will give you an agenda for the day to work to. Once you have written it, you get an immediate sense of satisfaction that you are in control and can see what’s ahead. Try it and see.  

Psychologist and author David Cohen offers three reasons why we love to-do lists; 1. They give us a structure. 2. They provide a plan we can stick to. 3. They are proof of what we have achieved. 

Take regular breaks

Once you’re engrossed at your desk, fully engaged with your work, it’s easy to work through lunch and not take breaks. However, breaks are important if you want to maintain quality of work and productivity, not to mention your own well-being. If possible, take breaks at regular intervals and don’t skip lunch. Make a point of moving away from your desk, go for a walk, water the garden or just go to a different room. “Breaks, like making and eating lunch, can recharge you to do better work. Don’t assume you need to be working 100% of the time while you’re home to be more productive.” – Ginny Mineo former Content Marketing Strategy Manager, Hubspot 

The sound of silence

One of the advantages of working from home is you can choose your own soundtrack. In the office it might be too quiet or too noisy, or perhaps you were not a fan of the pop hits of yesteryear playing in the background? Experiment with different music for different tasks, talk radio stations can help combat the isolation that you might feel, listen to a podcast or perhaps simply enjoy the sound of silence. Get a Bluetooth speaker or a comfy pair of headphones and you’re (un)wired for sound. 

TV or no TV

Some people prefer to work with the TV on in the background. Clearly the choice of programming is a personal one but there are no hard and fast rules. Whatever helps you focus, remain positive, happy and productive is the right one. Perhaps with the TV on in the background, when you hear the Pointless theme tune at the end of the programme, it’s a timely reminder to down tools! 

Plan your meals

If you can, plan and prepare your meals the day before. If you were in the office you are unlikely to have spent long prepping a meal so it’s best not to get into this habit now. Making meals in advance will maximise the time you have to eat your meal and help ensure that you don’t skip meals or grab the quickest option.   

Use the mobile sparingly

Whilst our mobile phone is an essential asset, it provides access to a world of temptation and distraction. If possible, it’s a good idea to put your phone out of easy reach. Logging out of social media accounts will also cut down on the amount of disruptive scrolling and enable you to re-focus on your to-do list. Some remote workers recommend removing social media links from the toolbar to prevent aimless browsing. 

Ignore your housework

When you’re working from home it can be tempting to get ahead of some household chores but these can easily eat into your day and make you less productive. At least in the office there’s no way that you can succumb to this distraction. That’s not to say you can’t multi-task and work efficiently, like putting the washing on before you sit down to work, but draw a clear distinction between work and homelife. 

When work finishes, finish work

Whenever possible set a time to finish your working day and stick to it. Sometimes workload means that you need to continue to work through the Evening, but it isn’t advisable. Just because you can work all hours doesn’t mean that you should. Use the fact that you no longer have to suffer the commute home to spend more time doing the things you want. 

How Office Freedom can help

If you are at home worrying that your office lease is up for renewal or you’re re-thinking your office requirements for the future, give our expert property consultants a call. We’ll be happy to discuss your requirements, explore options to meet your workspace needs and most importantly, reduce your overheads. Call our team on 0203 603 2576.

Keep well and stay positive

We sincerely hope you have found some of this advice useful and it will help you through these troubled times. Above all, we hope you stay healthy and happy. 

Sources: 

https://www.ncsc.gov.uk/news/home-working-increases-in-response-to-covid-19 

https://blog.hubspot.com/marketing/productivity-tips-working-from-home 

https://www.michaelpage.co.uk/advice/career-advice/growing-your-career/manage-mental-health-remote-working 

https://www.bcs.org/content-hub/working-from-home-10-tips-for-staying-productive/ 

https://www.bbc.com/worklife/article/20200312-coronavirus-covid-19-update-work-from-home-in-a-pandemic 

https://www.ncsc.gov.uk/news/home-working-increases-in-response-to-covid-19 

One of the key reasons for this is that flexible workspace offer a number of financial advantages over traditional leasehold space.

The ability to preserve capital is a critical requirement nowadays as businesses do not need to budget for fit-out, set-up costs nor capital expenditure.

Unlike leasehold property, there are no dilapidations costs and no obligation upon exit to return the office space to exactly the same state as when you moved in.

This cost is easily overlooked at the beginning of a lease but weighs heavy when you need to exit the space.

Flexible workspace comes fully furnished with IT and comms equipment installed. It’s a plug and play environment that’s ready when you are.

Monthly overheads such as utilities, security, reception services and cleaning are all covered under one all-inclusive invoice and are based on a per desk rate, so you only pay for the space you use.

Your office is your office ie private, self-contained space, not shared with anyone – the only space that’s shared is the communal areas so loved by everyone: break-out spaces, meeting areas, event spaces, gym, library, roof terrace etc

The Office Group

How choosing Office Freedom can save you money

Office Freedom agents are natural born negotiators with a “save the client as much as possible” mentality instilled in our DNA by entrepreneur, Richard Smith, our CEO and Founder.

We do not charge a finders-fee, but despite this, we also provide a free negotiating service, in other words, once you have chosen the space that you want, then comes our favourite part of the process.

We start negotiating the terms on your behalf and work on reducing the rent and other benefits such as rent-free periods and flexible terms. We lead the way when it comes to negotiating great deals.

The Office Group

Flexible and agile workspace

Flex offices are agile spaces. You can upsize or downsize at short notice meaning that whether your team is expanding or contracting, the space you need can be adjusted to suit.

This saves the costs of moving, fit out costs, agent costs, legal costs.

Flexible workspaces come in all shapes, sizes and types. There is no universal one size fits all approach. Whether you need regular office space of any size, hot desks, coworking space, private offices, managed space or a hybrid solution, all options are available. Customised and bespoke spaces can be provided where required and can be rented on flexible terms.

Contract flexibility is one of the main attractions of flexible office space. Workspace can be rented on short-term or longer term deals, where greater savings can be leveraged.

This is particularly appealing where businesses are unsure of the future or wish to mitigate financial risk.

Knotel

Other benefits of Flex

Even before the Corona Virus, flexible workspaces (aka serviced office space or coworking) have grown rapidly in popularity.

Start-ups and SME’s have always loved flex – but nowadays large corporate and enterprize companies have also embraced flex because todays spaces are fit-for-purpose.

The sector has received massive investment and is now full of predominantly unbranded space that can accommodate small or much larger requirements, providing high-end contemporary space with state-of-the-art robust technology, amenities and facilities that are ideal platforms for nurturing and retaining existing staff and attracting the best new talent.

Today’s flexible workspace provides a habitat that supports staff wellness and welfare that helps companies become happy and productive places of work.

WeWork

Compare the entire global flex market in one place

I’m sure you’ve heard of providers of flex space like Wework & Regus but they are 2 out of hundreds of providers worldwide. We list them all! With Office Freedom, you can compare the entire market.

You don’t need to search elsewhere, if you do you will be just duplicating our efforts and your phone wont stop with non-stop calls, messages and emails.

With us, you will have a single point of contact, working with you in a calm and professional manner.

Office Freedom are the global flexible workspace brokerage. We can help you find super-flexible office space of any size, 15,000 locations in over 150 countries and 1000 cities worldwide.

Our advice is completely independent and impartial. We’ve helped over 38,000 happy clients find their perfect office space since 1993, we are experts in this field, we’re good at what we do and we genuinely want to help.

To find out more how Office Freedom can save you money on your next office contact us today on 0203 603 2576 or complete the form here and we will contact you right away https://www.officefreedom.com/company/contact-us

If so, look no further. Office Freedom offers an extensive selection of office spaces that are available on short-term or flexible lease options.

Our serviced office spaces are designed to meet your every business need, meaning your company can work at its full capacity while enjoying all the benefits and amenities of a short-term office space.

Why does your business need a temporary office space?

We’ve seen that businesses are increasingly opting for temporary office spaces rather than typical fixed-term leases for a variety of reasons. These short-term solutions are now common among businesses operating across various sectors and industries. Here’s why…

Benefits of a temporary office space:

1. Business continuity planning

Maintaining business continuity is a challenge when markets face uncertainty from economic and political factors, global health and environmental crises and changes in social attitudes and trends. Unexpected occurrences can have startling impacts on vital business operations and require effective planning and an efficient response in order to be managed.

Therefore, flexible rental agreements on office space provide businesses with greater flexibility and control, allowing them optimal use of resources as part of a smart business continuity strategy that enables them to operate with minimal disruption in times of adversity.

There is no greater example of this dynamic than what we have seen in recent times but it was also a key trend in our market report on flexible workplace trends, which highlighted that the increasing appeal of London’s flexible workspaces is rooted in the widespread desire to mitigate risks and retain flexibility.

2. Close to the capital

Many of the short-term office spaces available are located on the fringes of London, close enough to all the action the city offers but far enough out for easier commutes with less traffic.

We have offices in areas all throughout Greater London, including:

• Enfield
• Watford
• Dartford
• Croydon
• Epsom
• Slough

Offices in these areas come at a fraction of the price of renting a temporary office in London, but still benefit from an array of business amenities that are on offer in the capital.

3. Good news for commuters

Flexible offices are also available in less densely populated areas, where the spacious workplaces can be reached by foot, bike or car, with plenty of room for on-site storage and parking too. Commuters no longer need to be dependent on public transport so you can gladly wave goodbye to the days of squeezing into crowded rush-hour buses or trains.

Here are some of the top commuter hotspots with short term office spaces:

• Manchester
• Birmingham
• Bristol
• Leeds
• Cardiff

4. Regional relocation

Whether you’re a regional business in search of a new office space or a national organisation looking for new regional offices, short-term spaces could be suited to your needs. Office Freedom can help you find a space that meets all your commercial requirements anywhere in the UK.

As well as city centre locations, we also regularly place businesses in offices in city outskirts and rural locations where shorter commute times and travel by foot and car can be enjoyed. Available on a short-term basis, these locations all boast easy travel into the city centre but at a distance which offers a closer to home solution to your office requirements.

Temporary office spaces are available all over the world and Office Freedom has years of international experience in finding the right workspace for every individual business and need. The short-term option proves particularly beneficial for companies entering a new market or for remote workers with a global client base, as there are no long-term commitments or investments required. Take a look at the list of locations in which we currently have available offices here.

5. Low/no up front costs

Some of the biggest drivers of short-term office uptake are financial. Most flexible leases involve no or very low up front costs, meaning there’s no need for capital expenditure investment in the form of a lump sum payable at the beginning of an agreement. Naturally, this creates a better cash flow and can, therefore, be seen as a low risk decision that is flexible and within your control.

Similarly, in a conventional lease office, in addition to your net rental rate, you will pay extra for fit out costs, operating costs such as insurance, building and grounds maintenance, taxes, common area maintenance and cleaning, utilities and other expenses incurred by the landlord. You are also obliged to pay for the costs for dilapidations in order to return the space to its original state upon exit and may also be subject to upward only rent reviews. These additional expenses can be avoided with a short term lease on a serviced office space.

6. Fully serviced offices

Right from the second you move in, temporary offices typically come fully furnished and are serviced with facilities and amenities to suit an array of business needs. From broadband and internet connectivity, refreshment areas, breakout spaces, functional meeting rooms, conference and communications facilities and manned receptions, it’s no wonder flexible spaces are so popular among an increasing number of businesses.

Professionals no longer need to spend valuable time and resources on the upkeep of permanent premises, which can often be a costly investment that causes a lot of inconvenience and disruption. Instead, they can bask in the freedom and flexibility of finding a space that is already perfectly suited to them, their needs and their workforce.

There’s no doubt that renting a temporary office space can have great benefits and create huge opportunities for businesses. If you’re looking for a new workspace, let Office Freedom help. Contact our team on 08005244118 or submit an online enquiry and we’ll be in touch.

Fire, flood, emergency works, structural repairs, infestation, contamination. Just some of the reasons why businesses should consider contingency planning and in particular, disaster recovery office space. When disaster strikes and you can no longer work in your office for a significant period, well prepared businesses refer to their Business Continuity Plan and move to disaster recovery office space so they can maintain “business as usual” with minimal disruption.

What is a business continuity and disaster recovery plan?

A Business Continuity Plan (BCP) is a plan for business that describes how work can be resumed quickly and effectively following a disaster. A Disaster Recovery Plan (DRP) is usually a component of the Business Continuity Plan and is applied to aspects of the organisation that rely on functionality of IT infrastructure. An essential component of any Business Continuity Plan is Disaster Recovery Office Space. This is an alternative physical location from which businesses can resume work with minimal disruption in the event of a disaster which necessitates relocation.

Ten key benefits of an effective Business Continuity Plan

1. It can potentially save lives
2. It builds customer confidence
3. It builds employee confidence
4. It protects brand reputation
5. It ensures industry compliance
6. It fosters a resilient business culture
7. It provides valuable data for the organisation
8. It mitigates financial risks
9. It provides competitive advantage
10. It protects the supply chain

Q. What is disaster recovery office space?

When a large-scale event like a flood, fire or contamination occurs, losing access to your office can be fatal. Disaster recovery office space is alternative workspace you can move into at short notice and recommence normal working practices with minimal disruption.

Q. What benefits does disaster recovery office space provide?

Disaster recovery office space is available at very short notice, in some cases, within hours. DR space comes fully equipped and furnished so there are no barriers to prevent work from re-starting swiftly. Contemporary IT, comms and security are all provided so minimal set-up is required. Several options for types and sizes of disaster recovery office space exist, from hot desks and coworking, to private offices and dedicated buildings.

Q. How soon can you move into disaster recovery office space?

In some cases where the office requirement is very simple or small-scale, relocation can take place in as little as four or five hours! In the majority of cases, disaster recovery space can be sourced and secured within 24 or 48 hours.

Q. How many people can be relocated in disaster recovery office space?

Disaster recovery office space can accommodate any size of relocation requirement, from a single hot desk through to the largest of corporate requirements for hundreds of desks. For example, recently several global financial institutions located in Central London have been testing back up offices in suburban locations in preparation for large scale staff migration, in case their main headquarters are taken out of action due to Corona Virus.

Q. What facilities are provided in disaster recovery office space?

Disaster recovery offices come fully equipped with all the facilities and amenities that you need to get your business up and running in double quick time. Typical facilities include:

• Private Offices
• Meeting Rooms
• Board room
• High Speed Internet
• 24/7 access
• Manned Reception
• Security systems – CCTV
• Central Heating
• Air Conditioning
• Dedicated phone lines
• Kitchen
• Break out areas
• Refreshments

Rental, utilities and facilities costs are usually covered by a simple all-inclusive monthly fee.

Q. In what locations can disaster recovery office space be found?

Disaster recovery space is available across the globe. Generally speaking, major cities offer the most choice of offices, but availability is widespread. An office broker service, such as Office Freedom, is best placed to provide independent advice and has access the widest variety of offices, as all providers and locations are covered.

Q. What are the most popular locations for disaster recovery space in London?

London is one of the most developed markets in the world for flexible office space, ideally suited to providing disaster recovery space. There are over 850 locations in Central London alone and around 1400 across the Capital. A third of Central London flex spaces can be found in the City of London and Tech City (Shoreditch, Old Street, Hoxton and surrounds). Midtown (Bloomsbury, Holborn, Farringdon) and SE1 have 165 flex locations available for disaster recovery and there are more than 300 different workspace operators providing space across London.

Q. How much does disaster recovery space cost?

The cost of office space depends on a variety of requirements. Key to pricing is the location, availability, number of desks, facilities, amenities, standard of finish, contract term etc. There is usually an office to suit most budgets and prices are negotiable. An office broker, such as Office Freedom, is best placed to understand the market and negotiate the best terms for its clients.

Q. Are you looking for disaster recovery office space?

If you are looking for disaster recovery space, talk to Office Freedom. Our experienced consultants have been finding office space for clients since 1993 and are trusted experts in this field. Our services are free and our advice is impartial. For a no obligation discussion about your disaster recovery office requirements call Office Freedom today on 08005244315.