Finding the Right Workspace Strategy for Your Team

Many businesses start with the dream of having a perfect office in the right location. Everyone believes it will bring the team together and create a strong sense of culture. But when teams grow and people move out, the once lively office starts to feel empty and the costs no longer make sense. The challenge is clear. How do you create a workplace model that fits both the business and the people who work in it?

This is where FlowSpace changes the story. Instead of locking companies into one fixed solution, FlowSpace helps businesses design a flexible workspace strategy. The focus is always on giving teams what they need, wherever they are, without wasting money on space that sits unused.

In this blog, we’ll look at how one company found its way through this challenge. You will see how they reshaped their workspace model with FlowSpace and discovered a smarter, more sustainable approach.

The Starting Point: A Central Office in London

When the company began its journey, a central hub in London felt essential. The team needed a base that gave them structure and a professional environment for client meetings. FlowSpace played a key role in securing that first office to make the process simple and stress-free.

It gave the team a sense of identity and a space where collaboration could happen naturally. Workshops, brainstorming sessions, and client presentations all found a home there. The office created stability during the early days of growth.

Yet the real advantage was not only the office itself. FlowSpace also provided access to additional spaces across London. This meant the team could book meeting rooms, organise ad hoc gatherings, or find quiet spaces whenever required. The flexibility gave them confidence that they could always find the right setting, no matter the occasion.

The Turning Point: Recognising the Challenges of a Traditional Office

As the business expanded, the London office slowly lost its role. Once a lively hub, it began to sit quiet for long stretches of the week. Several team members who had used it regularly moved away from the city, leaving the space underutilised. What had once provided stability now felt like a burden.

The costs of rent, utilities, and maintenance remained unchanged, even as the office was used less and less. With so many empty desks, it became difficult to justify the ongoing expense. Leadership recognised that the traditional office no longer matched the way their team worked. A more flexible approach was needed, one that could adapt to change while still supporting collaboration.

Embracing a Distributed Team Model

Shifting to a distributed team model was the natural next step for the company. The leadership had always supported a flexible culture, giving people the freedom to decide how and where they worked. Because of this, the transition felt seamless, as the team was already comfortable moving between home and office.

Instead of relying on one central location, the company shaped its workspace strategy around projects and changing priorities. FlowSpace made this possible by providing access to a wide network of spaces across London and other major cities in the UK. Team members could easily book professional workspaces or meeting rooms whenever required.

This freedom kept the team connected and productive without being tied to a permanent office.

The Remote-First Shift: Flexibility Without Losing Culture

The shift to a remote-first approach brought both challenges and opportunities for the company. Remote working was already part of their culture, but the pandemic sped up the transition. What seemed like a short-term adjustment soon turned into a long-term model that matched the team’s changing needs.

Closing the London office freed up resources that could be invested more wisely. Instead of spending on empty desks, the focus moved towards creating meaningful in-person moments. Time together became intentional, whether through small team gatherings or larger company sessions that added real value. FlowSpace provided options for small team huddles, client meetings, and larger company gatherings whenever required.

The leadership placed culture at the centre of this model. Daily touchpoints, regular meetups, and access to flexible spaces ensured the team remained connected, collaborative, and motivated despite not sharing one fixed office.

How FlowSpace Helped Kope.AI

FlowSpace helped Kope.AI build a workplace model that matched their team and their way of working. The support went beyond securing a single office. It gave the company flexibility to adapt at every stage.

• Starting in London: FlowSpace secured their first office and gave the team a professional base for meetings.
  
• Flexibility from day one: The company also had access to extra spaces across London for workshops, client visits, or team catch-ups.
  
• Supporting a growing team: As employees moved across the UK and Europe, FlowSpace ensured they had workspaces near where they lived.
  
• Scaling with ease: Kope.AI could increase or reduce workspace use depending on projects without wasting money on empty desks.
  
• Always reliable: FlowSpace gave confidence that the right space would always be available when the team needed it.

This flexible approach reduced costs, supported collaboration, and ensured the workplace strategy grew alongside the business.

FlowSpace as the Growth Partner

Adapting to constant change takes more than flexibility. It also requires a partner who understands evolving needs. For this company, FlowSpace became that partner. From securing their first London office to arranging ad hoc desks and large offsite venues, the support was always there.

What set FlowSpace apart was its adaptability. Unlike traditional landlords, there were no penalties for scaling back and no barriers to growing again when required. Every request was handled with care, enthusiasm, and a genuine effort to find the right solution.

This approach gave the company the confidence to embrace change. They knew FlowSpace would always provide the right space at the right moment.

Conclusion

The right workspace strategy has never been about choosing between remote or office. It is about striking the right balance and always putting people first. A space should work for the team, not the other way around.

With FlowSpace, businesses gain the power to shape their workplace on their own terms. You can choose what works today and change it tomorrow without being tied to one rigid model. Flexibility becomes an advantage, not a compromise.

Looking to rethink your workspace strategy? FlowSpace can help you design a model that grows with your team. Start today → https://flowspace.co/