How To Transition From A Traditional Office To A Flexible Workspace In Singapore

Traditional Office Vs. Flexible Workspace

Before discussing the transition process, it’s better to understand the actual difference between both. Thus, for better insight, we’ve listed some of them below.

Work Mode & Setting

Traditional offices have a certain professional mode where you have to stay at your work desk, in front of your laptop screens, and within your cubicle. Moreover, there aren’t many outside opportunities for collaboration and networking.

However, flexible office spaces are usually shared between individuals and companies, where employees can work for temporary hours and leave once their work is done. Additionally, as several people from different fields are present, it opens doors to various opportunities and builds communicative communities.

The overall atmosphere is professional yet casual, depending on the type of flexible workspace you’ve selected.

Moreover, when searching for a flexible workspace, you can choose from various space options, including shared, private, coworking, virtual, and more.

Rental Prices & Lease Contracts

While traditional offices have high prices and yearly contracts, they can be heavy on the pocket if you’re a small business or an individual looking for limited space and facilities to work with. In contrast, flexible working spaces offer shared spaces and temporary lease contracts lasting from days to weeks and months. This option is more cost-effective as rental payments and overall spent expenditures are shared, and you can move out when you want to.

Services & Amenities

Mostly, in traditional office spaces, the buyer has to spend extra money to furnish the space with furniture, equipment, and additional required amenities like a kitchen, printing machines, and power backups, which are heavy on the pocket. But when it comes to flexible spaces, they’re already furnished with essential amenities like furniture, technical equipment, Wi-Fi and cables, kitchen appliances, and additional power backups to save extra costs. Thus, you can happily move in without thinking much.

Location

Don’t you get tired of traveling to your traditional office, which is far away from your place and requires additional commute costs? Well, if you select a flexible workspace, you can shorten your travel time and cost. How? As there are plenty of coworking spaces available across Singapore and at prime locations, you can easily find one close to your residency. And since the travel time will be reduced, you can manage your commute by walking or cycling.

Environment & Atmosphere

Since setting up furniture or anything extra to make the environment comfortable or aesthetically pleasant requires additional costs in traditional offices, many employers or owners avoid such initiatives altogether. However, most modern-day flexible workspaces are furnished with creative and aesthetic interiors and furniture to let the employees work in a welcoming and eye-pleasing environment. Additionally, many prioritize employee’s well-being by adding separate places for relaxation and reducing stress.

5 Ways to Transition from a Traditional Office to a Modern Flexible Workspace

Now, let’s help you set up a flexible workspace if you’re working in a traditional setting. Hint: it can only be done in just a few steps:

1. Deciding Your Workspace Type & Layout

The first step is to decide the type of flexible workspace that best suits your needs. Here are the main options:

• Coworking Space: Ideal for startups or small businesses, coworking spaces offer shared work areas, conference rooms, and amenities like kitchens and printing stations.
• Private Flexible Office: This option provides a dedicated space within a larger building, offering more control over security and privacy while allowing flexible arrangements.
• Virtual Office: A virtual office provides a business address and access to meeting rooms and other services on an as-needed basis, which is ideal for remote work.

2. Optimizing Shared Resources

Once you've chosen your workspace type, consider how you'll divide and utilize the space;

• Shared Amenities: Plan the placement of shared resources like kitchens and printing stations to ensure easy access for everyone.
• Furniture Layout: Design a layout that accommodates a variety of work styles, offering dedicated quiet areas, collaborative zones, and flexible workstations.
• Visual Appeal: Don't neglect aesthetics! You should add wallpapers or posters that reflect your brand while creating a welcoming and inspiring environment.

3. Technology & Mobility

Technology and advanced tech equipment are necessary in any flexible workspace. Here's what you need to consider:

• Essential Equipment: Provide the necessary hardware and software for employees to work effectively, including laptops, headphones, or video conferencing tools.
• Network Infrastructure: Make sure your space has a high-speed Wi-Fi network that can handle increased user traffic and maintain a seamless connection for everyone.
• Security Measures: Add advanced and authentic security protocols to protect your company data and network.

4. Collaboration & Communication

As flexible workspaces have a collaborative and communicative environment, here’s what to do to promote that:

• Meeting Spaces: Design dedicated meeting spaces with technology for both in-person and remote collaboration.
• Communication Tools: Use online communication platforms like Discord, Slack, Zoom, Asana, Trello, or others to promote effective communication between employees regardless of their location.

5. Prioritizing Functionality & Well-being

Since a flexible workspace has to be highly functional and welcoming for any individual or organization, make sure you’re keeping these points in mind:

• Functional Design: You can design your workspace to support the specific needs of your team and also provide solutions that enhance productivity, collaboration, and satisfaction.
• Employee Comfort: Invest in ergonomic furniture that stimulates good posture and reduces long-term health issues.
• Natural Light: Maximize natural light exposure whenever possible to improve mood, boost productivity, and enhance sleep.
• Breakout Spaces: Create designated breakout areas for informal collaboration, relaxation, and socializing.

Additional Considerations for Enhanced Flexibility

Besides these tips, there are additional considerations that come along when setting up a flexible workspace. Thus, for that, check out our suggested tips below:

Easy Booking & Clear Pricing

Make sure your coworking spaces are easy to find and book across Singapore. Also, add clear and affordable pricing and renting policies in the terms and conditions section.

Location Matters

Secondly, it’s better if a flexible working space is set up in a prime location with eateries, commuting stations, and other leisure destinations nearby for easy access.

Prioritizing Feedback

Lastly, don’t be afraid of what people have to say about your coworking space. Focus on constructive feedback and improve accordingly.

Property Leads in Singapore at Office Hub

While setting up a flexible workspace is fun, it can also be time-consuming. But you can avoid that hassle and get yourself a fully furnished and equipped flexible workspace by checking out some of our listed recommendations in Singapore at Office Hub. Also known as one of the best office space providers, their experts keep your preferences in mind and suggest the best office spaces for you!

The Takeaway

So, this was our insight into transitioning from a traditional office to a flexible workspace. From briefing you on the differences between both to suggesting the ways and recommending the popular leads across Singapore, we believe this excerpt must have helped you.

If you're looking for an office space urgently, you can contact Office Hub right away and leave a message for their experts.