Flexible workspaces have become a cornerstone of modern work strategies, offering employees and organizations the flexibility and cost-effectiveness needed in today’s dynamic environment. No longer limited to startups or freelancers, flexible workspaces now cater to companies of all sizes, helping them effectively engage their hybrid and remote teams.

In this guide, we’ll explore:

• What flexible workspaces are
• The evolution of flexible working
• Differences between flex spaces and traditional offices
• Benefits of flexible workspaces
• Types of flexible workspaces
• How to implement flexible workspaces
• Emerging trends in flexible workspaces

What are flexible workspaces?

Flexible office spaces are fully equipped and serviced workspaces that employees and companies can work from and enjoy all the amenities for a productive workday.

Flexible workspaces are also called flex spaces or remote workspaces. Unlike long-term office leases, these spaces have flexible lease terms, which tie tenants to the occupancy for years. Flex space lease terms span daily pay-as-you-go passes to month or year-long memberships.

When we think about the traditional office space, we most likely envision an open plan or even cubicles; remote workspaces come with a greater variety of office layouts and types of spaces, from open spaces to private areas. Let's go over some of the most common ones:

• Coworking spaces offering on-demand access to shared workspace areas with office-like amenities (Wi-Fi, printers, coffee and tea, lounge areas, phone booths, and even standing desks). These spaces usually have conference rooms and meeting rooms for members to book and hold presentations and meetings.

• Hot desking is a way of booking workspaces, meaning there are no reservations or designated desks. Instead, you drop by, choose an available workstation, and work there for the day.

• Desk hoteling is the opposite of hot-desking and works by booking a dedicated desk for the day.

• Private office spaces are usually available inside coworking spaces for companies to book for their team only.

The rise of flexible working

Pre-pandemic vs. post-2020

Before 2020, flexible workspaces were primarily associated with startups and freelancers. However, the pandemic accelerated their adoption across industries as companies transitioned to remote and hybrid models. According to a 2023 report by JLL, 70% of companies now include flexible workspaces in their real estate strategy.

Hybrid work as the desired model

Hybrid work has emerged as the preferred model, blending remote and in-office work. Employees increasingly seek flexibility to choose where and how they work, driving the need for on-demand workspaces that support teamwork and focused tasks.

Supporting a distributed workforce

With teams across regions, companies must provide employees access to professional office environments closer to home. Flexible workspaces bridge this gap, offering equitable resources to all employees, regardless of location.

Differences between flexible workspaces and traditional offices

Lease terms: Freedom vs. commitment

Imagine being able to use a workspace solution only when you need it, paying for a day, a month, or as required. Flexible workspaces offer this agility with short-term, on-demand leases that adapt to changing business needs. In contrast, traditional offices come with long-term commitments, often locking business owners into multi-year leases regardless of whether the space is fully utilized.

Cost: Efficiency vs. overhead

In a flexible workspace, your expenses are straightforward—no hidden electricity, cleaning, or maintenance fees. Pay-as-you-go pricing lets you control costs with precision, cutting unnecessary overhead. On the other hand, traditional offices bring overhead costs, such as rent, utilities, and upkeep, often exceeding your needs and leaving little room to save.

Layouts: Customization vs. uniformity

Step into a flexible workspace, and you’ll find a blend of open seating, cozy common areas, private rooms, and even standing desks. These dynamic office designs cater to both teamwork and private focus. Traditional offices tend to follow standardized designs, often with rows of desks or cubicles that may not meet the diverse preferences of today’s workforce.

Scalability: Growth without constraints

Your team is expanding rapidly or entering a new market. Flexible workspaces scale effortlessly—you can add more desks or locations without a hitch. Traditional offices, however, lack this adaptability. Expanding means navigating cumbersome lease negotiations or dealing with insufficient space until the contract ends.

Collaboration: Hybrid-ready vs. in-person only

Think of a flexible workspace as a hub where remote teams can converge for brainstorming, socializing, or project kickoffs. These spaces are intentionally designed for hybrid collaboration, blending virtual and physical interactions. Traditional offices, by design, often favor in-person teams, making it harder for distributed employees to connect on equal footing.

Benefits of remote workspaces for companies

Flexible workspaces have many advantages over traditional office leases, from adaptability and lower costs to scalability and positive effects on employee engagement. Let's see them one by one:

1. Flexibility for employees

We all know it, but it bears repeating – employees want flexibility. They want it so much that they're willing to take a pay cut or change jobs over it. Flexibility isn't just about where employees work – it's about choosing where, when, and how you work. It's a paradigm shift to trusting employees to work in a way that works best for them.  

The era of one-size-fits-all solutions is gone; employees no longer want to work in a 9-5 schedule if their productive hours are early mornings and late nights. They also don't want to be tethered to an office chair daily if there is no reason to be there. Employees might do their best-focused work from home with their laptops, and the office is just a place to connect and collaborate with their team members.

So, while some of your employees may still want to come into the office every day as before, most will want flexible work arrangements and the chance to choose their work environment.  

2. Reduced costs

With remote workspaces, you don't just save on rent but also on expenses like fitting, furniture, and deposits. You don't have to pay for utilities and cleaning expenses when using a flex workspace. When you calculate all the costs, you can save up to 60% on real estate, which is why many companies are already making this switch.

You lower your company's turnover rate and increase retention by providing flexibility to employees and enabling them to choose where they are most productive. When you add all these cost savings together, you’ll save significant amounts of money as an organization while simultaneously providing a better employee experience.  

3. Scalability

We’ve all seen businesses struggling to grow because their office space can't keep up. Scalability isn’t just a buzzword; it’s necessary for modern organizations. Flexible workspaces allow companies to adapt quickly to changes, whether expanding to a new city, onboarding a surge of new hires, or downsizing to maintain financial agility.

Think of the traditional office model: committing to a multi-year lease means predicting your growth years in advance. If you grow faster than expected, you face the hassle of cramped quarters or negotiating additional space. With flexible workspaces, that scenario disappears. Need five desks in a new location next week? Done. Scaling down to three employees in that city next month? No problem.

Fast-growing companies can roll out teams in new regions without breaking stride, while lean startups can prioritize innovation over real estate headaches. With flexible workspaces, growth is no longer tethered to square footage but driven by your ambitions.

4. Maintaining company culture

Even though it may seem counterintuitive, facilitating in-person connections is critical for company culture in distributed teams. While some employees need spaces for focused, heads-down work, the truth is that most of them use flex spaces to meet with coworkers, connect, and use collaborative spaces.

Serendipitous encounters, socialization, and idea exchange are vital for establishing working relationships, building trust, and keeping employees engaged. On top of that, flex spaces level the playing field between employees in large metro areas and smaller cities, ensuring everyone has the same opportunities, perks, and access to workspaces. As a result, employees are better connected to their company, work, and each other.

5. Enhanced collaboration

We’ve all experienced the magic of a great brainstorming session—the energy, the shared ideas, the spark of creativity. But that kind of collaboration doesn’t just happen by accident; it thrives in the right environment. Flexible workspaces are intentionally designed to foster these moments, offering a mix of open areas, meeting rooms, and collaborative zones that encourage connection and creativity.

In a hybrid work world, these spaces bridge the gap between remote and in-person teams. Picture a team scattered across cities coming together in a vibrant coworking space, swapping ideas over coffee before diving into a strategy session in a sleek meeting room. That mix of planned interaction and organic conversation builds trust and drives innovation.

Traditional offices often struggle to replicate this. Static layouts and outdated designs can stifle collaboration or make remote workers feel disconnected. Flexible workspaces create equal opportunities for every employee to contribute meaningfully and feel part of the team.

6. Reduced employee burnout & improved wellbeing

Remote work is great for many things, but there's one it's awful for – work-life balance. As employees feel they can't disconnect when working from home, it's reassuring to know there's a place to go to work and then leave when it's time to log off. Of course, not all your employees have an issue of this kind, but those who do will appreciate the ability to achieve this balance.

Additionally, the connection and company culture benefits we discussed above help workers feel a sense of belonging and appreciation and improve their well-being at work and during off-hours.

Remote workspaces for companies

Remote and distributed companies use remote workspaces in many ways, from providing options and flexibility to employees to tailoring unique candidate experiences. What unifies all these companies is the need to streamline and simplify the workflows of their People, Workplace, and Employee Experience teams and divert their focus from administrative and logistical tasks to employee well-being.

Remote workspaces make this happen by enabling geographical expansion into new areas quickly and easily, so companies can benefit from a larger, distributed talent pool while keeping real estate costs low and employee engagement high. With platforms like Gable, companies can go even further and use a centralized suite to manage usage policies, set budgets, and gain insights into how their distributed workplace is doing and what works for their employees.  

How to set up remote workspaces for your employees

So, how can you set up flexible workspaces that genuinely meet the needs of your team? The key lies in planning, communication, and ongoing feedback. Here’s a step-by-step approach to get started.

1. Understand your team’s needs

To design a successful flexible workspace strategy, understand your employees’ needs. What kinds of spaces are they missing? Who would benefit the most from access to these workspaces?

For instance, an employee in a noisy household may need a quiet, private area for focused work, while a manager leading a hybrid team may require collaborative meeting rooms. Conducting surveys or holding focus groups can uncover these preferences. Consider using tools like this workplace survey to collect actionable insights.

By prioritizing these conversations, you ensure that the flexible workspace options you implement resonate with your team’s unique challenges.

2. Define policies and budgets

Once you have a clear picture of employee needs, shift your focus to budgeting and policy-making. Determine how much you can allocate for flexible workspaces and how to distribute this budget across teams. 

Create guidelines for workspace usage: who can access what, how often, and at what cost. This helps maintain financial control while ensuring everyone benefits equitably.

For example:

• Will all employees have equal budgets, or will specific roles (e.g., sales, client-facing teams) have bigger allowances?
• Will some teams have reserved access to meeting rooms during peak hours?

How to manage remote workspace budgets

Budgeting for remote workspaces can be daunting for People teams, especially those used to fixed office leases. If you cannot predict exactly what it may cost to provide remote workspaces to employees, don't worry – it doesn't have to be expensive.

You likely want different levels of privileges for various departments inside your company - for example, sales vs. marketing, not to mention managers and executives. With platforms like Gable, you can manage remote workspace budgets and policies with just a few clicks, making it easy to tailor policies to your organizational structure and ensure spending doesn't go out of control.

3. Choose the right providers

Selecting a workspace provider is a crucial step. Look for providers that offer a range of options, such as coworking spaces, private offices, and on-demand meeting rooms, in locations convenient for your employees.

Providers like Gable also include tools to manage workspace usage and gain insights into employee preferences. If sustainability is a priority, seek providers with eco-friendly certifications, like those powered by renewable energy sources.

You ensure maximum utility and employee satisfaction by aligning your provider’s offerings with your company’s goals.

4. Communicate with employees

Rolling out flexible workspaces requires clear and transparent communication. Start by announcing the initiative and providing detailed instructions on accessing these spaces. For example:

• Share guides on how to book a workspace through the chosen platform.
• Set up a dedicated FAQ page to address common questions.

Encourage feedback and participation by framing the initiative as a collaborative effort. Employees who feel heard are more likely to embrace the change.

5. Monitor usage and iterate

Implementing flexible workspaces isn’t a one-and-done process. After launching, gather data on how employees are using the spaces. Are some locations more popular than others? Are employees satisfied with the amenities provided?

Platforms like Gable can help you gather these insights, making it easy to adjust policies or reallocate resources as needed.

Remember, feedback is invaluable. Regularly check in with employees to understand what’s working and where there’s room for improvement.

Use tools that collect data on workspace usage, like heat maps of booking patterns or feedback forms to gather qualitative insights. Adjust budgets, policies, or provider relationships based on this data. For example, if employees consistently prefer collaborative spaces over private offices, you may allocate more resources toward meeting rooms.

Continuous iteration ensures your flexible workspace strategy evolves alongside your employees’ needs and your business’s growth.

Emerging trends in flexible workspaces

The world of flexible workspaces is evolving rapidly to meet the dynamic needs of modern workforces. These trends point to how the future of workspaces will continue to innovate and adapt.

1. AI-driven workspaces

Artificial intelligence is transforming flexible workspaces into smarter, more efficient environments. Imagine entering a coworking space where AI suggests the perfect desk based on your previous preferences, adjusts lighting and temperature to your comfort, and provides real-time updates on available amenities.

AI also helps workspace providers analyze usage patterns, optimize layouts to improve collaboration, and identify underutilized spaces to maximize efficiency. Companies can use tools like Gable to measure foot traffic and ensure workspaces meet employee needs. This data-driven approach ensures you can refine your real estate strategies and align them with employee behavior.

2. Sustainability and green initiatives

Sustainability is no longer optional—large and small businesses prioritize eco-friendly workspaces. Flexible workspaces are leading this charge by adopting renewable energy, minimizing waste, and incorporating biophilic designs to improve air quality and reduce stress.

Some providers now include sustainability certifications like LEED or BREEAM, signaling their commitment to reducing environmental impact. With Gable, you can access thousands of vetted coworking spaces worldwide, ensuring each space you choose aligns with your initiatives.

3. Wellness-centric workspaces

As the line between work and life continues to blur, employee well-being is becoming a top priority. Flexible workspaces are shifting to focus not only on productivity but also on mental and physical health.

Future workspaces will increasingly feature wellness rooms, yoga studios, nap pods, and spaces dedicated to mindfulness. Additionally, ergonomic furniture, standing desks, and natural lighting are becoming standard, fostering comfort and health. Some spaces even integrate fitness centers and healthy food options, creating environments that support employee well-being.

4. Integration with smart technology

The Internet of Things (IoT) enhances the user experience in flexible workspaces. From booking meeting rooms through voice commands to smart locks that enable touchless entry, IoT is making workspaces more intuitive.

5. Hyper-personalization

The future of flexible workspaces is hyper-personalized, tailoring every detail to the individual worker. Picture entering a workspace where your favorite coffee is ready, your desk height is pre-set, and your digital tools are instantly synced to the room’s technology.

With advancements in AI and IoT, these personalized experiences will extend beyond the basics to include tailored team collaboration zones, preferred seating arrangements, and curated spaces for specific work activities like brainstorming or deep focus.

6. Flexible workspaces as community hubs

Flexible workspaces are increasingly becoming places where employees connect with their local communities. Future spaces will host networking events, wellness workshops, and skill-building sessions, blending work and personal growth opportunities.

Providers are already experimenting with these ideas, creating vibrant hubs where collaboration extends beyond the workplace. This trend aligns with the growing desire for connection and shared experiences in a hybrid work world.

Docker shares, “Seeing our team members post photos together in person again is really exciting for us to see. It’s one of the telltale signs that connections are being made in person again, and we are happy to see our team benefit from them."

Ready to elevate your workplace strategy?

Flexible workspaces are reshaping how companies manage their real estate and engage employees. They offer cost savings, flexibility, and improved collaboration—key advantages in today’s hybrid work environment. By implementing a well-thought-out strategy, organizations can foster productivity and innovation while meeting the needs of a distributed workforce.

Discover how Gable can help you save on costs, boost engagement, and streamline workspace management. Schedule a Demo Today!