What Clients Look for in Managed Office Spaces

Companies are increasingly turning to managed office spaces to meet changing operational needs. These fully serviced workspaces, maintained by third-party providers, allow teams to move in and start working without handling infrastructure or daily operations. According to a Yardi Kube survey, 24% of clients chose flexible office solutions to reduce expenses, while 17% cited the ability to scale space based on demand. As this model becomes more widely adopted, workspace providers are focusing on specific client priorities such as location, cost, flexibility, workspace design, and operational support.

What Is a Managed Office Space?

A managed office space is a private office setup leased from a workspace provider. The provider handles all infrastructure, setup, and daily operations, allowing the client to focus on work. Unlike traditional office leases, these arrangements shift the responsibility for setup and daily management to the provider, making the space ready for immediate use. Managed office spaces offer:

• Fully Furnished Offices: The provider sets up desks, chairs, meeting rooms, and phone lines beforehand. This includes ergonomic furniture, professional lighting, and pre-installed telecommunication systems that meet business standards.
• Inclusive Services: Utilities such as electricity, internet, and water are included in the fixed monthly cost. This bundled approach eliminates multiple vendor relationships and provides predictable monthly expenses for budgeting purposes.
• Maintenance and Cleaning: Regular housekeeping, repair work, and general upkeep are part of the agreement. Providers typically offer daily cleaning services, weekly deep cleaning, and on-demand maintenance for equipment or facility issues.
• Custom Branding and Layouts: Clients can request layout changes or colour adjustments to match their brand. This includes custom signage, company colours in common areas, and furniture arrangements that reflect the client's work culture and operational needs.

Main Considerations When Choosing Managed Offices

Clients evaluate managed offices based on location, cost structure, flexibility, workspace design, amenities, and operational support.

Location and Accessibility

Location is a top priority for most clients. A convenient and well-connected office improves daily operations and client access. A CBRE report found that 54% of coworking members choose their workspace primarily based on location.

• Central Business Districts (CBDs): Offices in recognised business areas increase visibility and allow better access to business services. CBD locations provide access to banks, legal services, government offices, and networking opportunities within walking distance.
• Transport Connectivity: Clients prefer offices near metro stations, bus stops, and major roads to simplify staff commutes. Locations within 500 metres of public transport hubs reduce employee commute time and improve attendance rates.
• Parking Availability: Parking space or nearby public parking is often a deciding factor, especially for teams with frequent visitors. Dedicated parking spots or partnerships with nearby parking facilities reduce client meeting complications and support hybrid work arrangements.
• Proximity to Clients or Partners: Being close to business partners saves travel time and improves collaboration. Many clients choose locations within the same business district as their key clients or suppliers to facilitate regular face-to-face meetings.

Cost and Flexibility

Managed offices offer a more predictable and flexible cost model compared to traditional leasing. This approach eliminates upfront capital expenses and provides operational expense classification for accounting purposes.

• All-Inclusive Pricing: Rent, maintenance, internet, cleaning, and support are billed as a single monthly amount. This typically includes utilities, security services, and basic office supplies.
• Short-Term or Rolling Contracts: Clients can sign for 3, 6, or 12 months instead of multi-year leases. This flexibility allows businesses to adapt to market changes, seasonal fluctuations, or growth phases without long-term commitments.
• No Capital Investment: The space is fully set up, removing the need to buy furniture or install infrastructure. This helps companies avoid upfront setup expenses and delays.
• Expandable Space Options: Clients can upgrade to larger spaces or reduce space

Workspace Design and Amenities

The layout, design, and added services influence employee productivity and client impression.

• Customisable Layouts: Clients can modify the interior to suit team structure or branding needs.
• Meeting and Conference Rooms: The availability of well-equipped rooms for internal discussions or client meetings is essential.
• Breakout Areas and Cafeterias: These improve team comfort and support informal work or breaks.
• High-Speed Internet and IT Setup: Reliable internet and ready-to-use cabling are non-negotiable for most businesses.

Other Important Factors

In addition to location, cost, and design, clients also assess features like security, sustainability, community offerings, and on-site support. These elements contribute to how practical and reliable the workspace is for daily use.

Security

Security is critical for protecting both physical assets and digital infrastructure.

• Access Control and Surveillance: Offices often use keycards, biometric systems, and CCTV to prevent unauthorised entry.
• Secure Network Infrastructure: Business-grade Wi-Fi with dedicated networks and firewalls helps protect company data.

Sustainability

Clients increasingly prefer environmentally responsible spaces that align with corporate ESG goals.

• Energy-Efficient Systems: LED lighting, efficient HVAC, and motion sensors reduce power use.
• Recycling and Waste Management: Availability of structured recycling and responsible waste disposal adds value.

Community and Social Aspects

Some clients value workspaces that also support informal networking or knowledge exchange.

• Common Areas for Interaction: Lounges or communal kitchens allow informal discussions among tenants.
• Professional Events or Workshops: Organised events within the office space to support learning and engagement.

Onsite Support

Reliable facility management is essential for smooth day-to-day operations.

• Reception and Mail Handling: Front-desk staff manage guest entry, mail delivery, and basic admin tasks.
• Onsite IT and Maintenance Staff: Quick resolution of technical or physical issues avoids downtime.
• Cleaning and Hygiene Services: Regular, visible cleaning supports employee comfort and health compliance.

Conclusion

Clients selecting managed office spaces are guided by clear, functional needs. They prioritise accessible locations, predictable costs, design flexibility, reliable support, and secure, well-maintained environments. Providers that address these preferences can meet the growing demand for workspaces that balance professionalism with ease of management.