How Flexible Desks Can Support Growing Teams

As a business grows, it needs a place to call home. While traditional leases have been around for decades, they require a restrictive commitment of 3-5 years, involve a significant upfront investment, and have location constraints.

Luckily, over the past decade, co-working spaces have grown in popularity. With cost-saving benefits, a complete set-up workspace, and minimal effort required from business founders, it’s one of the most efficient ways to run a business. With their flexible leasing terms and work-life balance opportunities, they will only continue to grow in the upcoming years.

In fact, according to PwC, 72% of business leaders are planning to invest more in flexible working arrangements over the next three years. This shift shows the increasing demand for adaptable workspaces and the growing support for expanding them worldwide.

Nowadays, many new companies avoid committing to a single location or office space while they’re still in the early stages of scaling. With tight budgets and a focus on cost optimisation, they prefer agile coworking spaces that prioritise flexibility, offer short-term contracts, and include all essential amenities. This way, they can allocate their funds towards growth in their marketing, product development, research, or recruitment.

To accommodate workers of all types, flexible desks have become a great way to unite employees but still embrace flexibility within everyone’s lifestyle and the overall business. Let’s dive into these desks and how they can support your growing team.

What’s a flexible desk?

In a co-working space, a flex desk changes usage on the day. Employees aren’t assigned a specific desk to which they continue to return. Instead, they reserve a desk in advance, use it for the day, and then once done, it goes back up for grabs for other employees. All flex desks are in shared working environments, so you may pick desks in the same row or section, but there is no guarantee that you’ll have the same desk every time you come to work.

Flexible desks aren’t permanent; they allow employees to change desks throughout the week to shake up their surroundings. Say one day you prefer to sit next to your team members to collaborate on the newsletter. Each of you can book in one section to work together. But then, the next day, would you prefer some peace near the sunlight to get some writing done? You can pick a desk siloed away next to a window to focus. This gives employees full autonomy and control over their working preferences.

Flexible desks work in two systems depending on the coworking space:

1. The reservation system is where employees book the desk online through a reservation portal at a time they prefer for a day or part of the day. They can drop in at their allotted time and just get started working with the equipment that is there and set up. Think of it as going to a restaurant with a reservation; there is already a table ready for you.
2. An open system is one in which no bookings are made in advance, and instead, employees bring their own laptops to work at any open desk. They check which ones are open and pick the best one that suits their needs. No reservation is required. Think of it as going into the library and picking an open desk where you’d like to work.

How flexible desks can support a growing team

Flexible desks provide valuable benefits for teams of all types, whether remote, hybrid, part-time, or full-time.

1. Increased cost savings: Since all amenities are included in one price under the monthly fee, flex desks reduce overhead on unnecessary office space and extra money that would have been spent on equipment, furniture, and utilities.
2. Increased collaboration: With everyone in one shared space, there is room for more connection and teamwork. For example, if a director wants to focus on a project for the day, they can schedule a day to get flex desks with their team around them. For those working remotely or hybrid, it allows them to build the social connection they may be missing while outside the office.
3. Increased flexibility: Some days, you prefer to work independently rather than around a team. With flexible desks, employees can choose their workspace based on their mood, workload, or need for focus, allowing them to adapt to their environment as needed. While they may temporarily be more on their own, it aligns more with their work-life preferences and should be respected.

Things to consider with flex desks

When transitioning from a traditional office environment or a dedicated desk for each employee to a flex desk space, there are a couple of transitional aspects to consider.

• New routines: If employees are used to having a dedicated space, switching things up can make it harder for them to focus. Most people take a bit of time to adjust to a new routine. As a business owner, it’s important to discuss how your team feels about the change and be there for them if they need assistance.
• Admin changes: The coworking space manages new scheduling systems and policies, so your team will need to adapt to these updates. It’s important to talk through the booking process with them so they are clear on how to access a flex desk.
• Stay organised: Since flexible desks are shared, employees likely can’t have the same one daily. This means you’ll need to remind employees that they can’t leave their items behind, and staying tidy for those who come after them is key.
• Remote team integration: If you have remote team members, consider incorporating flex desks so they can come into the office as needed. This will give them a change of environment and help them collaborate in person.

As a business founder, you can decide how to run your business, but starting with a flexible desk is a wise choice.

Ready to try a flexible workspace?

If you sign up with an agile space like Work East, you’ll enjoy a flexible contract and all-inclusive membership with access to printing, refreshments, and community events. With contracts ranging from one to 12 months for just $350 a month, it’s the perfect setup for staying focused and productive in an affordable, dynamic environment.

Based in the bustling suburb of Box Hill, there are various like-minded individuals to connect with and opportunities to seize.