Booking a viewing is one of the most exciting steps in finding a new home for your business. When you walk into a beautifully designed serviced office, it is easy to get swept away by the stylish mid-century furniture, the barista-style coffee machine, and the panoramic views of the city. However, a successful office viewing requires looking past the initial aesthetic appeal to evaluate how the space will function for your team on a daily basis.
In the era of hybrid working, the office has to be a destination that employees actively want to visit. It must support deep focus, seamless collaboration, and seamless technology. A serviced office is more than just a collection of desks. It is an operational ecosystem that can either accelerate your team’s productivity or introduce daily friction. To help you make an informed decision, we have compiled a comprehensive checklist of what to look for, ask, and test during your next serviced office viewing.
1. Physical Space, Layout, and Daily Comfort
The layout of your private office suite directly impacts employee focus and collaboration. When you step inside the office, do not just count the desks. Consider the actual workspace environment and how it feels to spend eight hours a day there.
- Desk spacing and density: Are the desks crammed together, or is there room to move? Ask if the furniture layout can be reconfigured to suit your team’s working style. Some providers can remove desks to create a private collaboration zone or soft seating area within your suite.
- Natural light and ventilation: Look at the window placement. Dark offices can lead to fatigue, while offices with poor ventilation can feel stuffy by mid-afternoon. Check if the windows open or if you have individual control over the heating and cooling systems. A room that is too hot or too cold is a major source of workplace dissatisfaction.
- Acoustics and noise levels: Stand in the centre of the room and listen. Can you hear conversations from the adjacent office? Is there street noise or building vibration? If your team makes frequent phone calls or handles sensitive client information, ask about acoustic insulation or the availability of private phone booths nearby.
- Storage options: Check if the office comes with lockable pedestals, filing cabinets, or built-in shelving. If not, ask if you are allowed to bring your own storage units to keep the workspace tidy.
2. Technology, Connectivity, and IT Infrastructure
A beautiful office is useless if your team cannot connect to the internet. Technology is often the most critical point of failure in a new office move, so it deserves close inspection during your tour.
- Internet speed and redundancy: Do not just accept the phrase “high-speed internet.” Ask about the specific bandwidth available to your office. Is it a shared connection, or can you get a dedicated line? Crucially, ask if there is a backup or redundant internet connection in case the primary line goes down. A backup line ensures your business stays online even during an outage.
- IT setup and server rooms: If you have specific hardware, ask where the server room is located and whether it is climate-controlled. Find out if there are additional fees for patching in your own routers, firewalls, or printers.
- Power outlets and cabling: Look under the desks. Are there enough power sockets and data ports for every workstation? Messy cabling is a trip hazard and looks unprofessional, so check if the desks have integrated cable management.
- Mobile signal strength: Walk around the private office and the communal areas to check your mobile phone signal. Some modern buildings with thick concrete or steel structures can block signals, which is a major issue if your team relies on mobile calls.
- Access control and security: Ask how the building is secured. Is there a 24/7 security team, CCTV, or keycard access? If your team needs to work late or on weekends, verify that they can access the building safely at any hour.
3. Shared Amenities and Communal Spaces
One of the main benefits of a serviced office is access to shared facilities. However, these amenities are only valuable if they are actually usable when your team needs them.
- Meeting room availability and booking: Ask how meeting rooms are booked and how many credits are included in your monthly licence fee. If you run out of credits, what is the hourly rate? Walk past the meeting rooms during peak hours (usually mid-morning or early afternoon) to see if they are fully booked.
- Breakout spaces and phone booths: If your team needs a change of scenery or a quiet spot for a call, are there enough communal areas? Check if the breakout spaces are overcrowded or noisy. A lack of phone booths often leads to people taking loud calls at their desks, disrupting others.
- Kitchen and dining facilities: Inspect the communal kitchen. Is it clean and well-stocked? Are there enough microwaves, fridges, and coffee machines to handle the lunchtime rush? A cramped kitchen can lead to frustration during peak hours.
- Shower and cycle facilities: For team members who cycle or run to work, high-quality showers, changing rooms, and secure bike storage are essential. Ask to see these facilities during your tour to check their cleanliness, capacity, and overall condition.
4. Front-of-House and Building Management
The building staff are an extension of your own brand. They are the first people your clients, candidates, and partners see when they arrive for meetings.
- Reception services: Observe the reception team. Are they welcoming, professional, and efficient? Ask how they handle guest arrivals, mail sorting, and courier deliveries. A professional front-of-house team makes an excellent first impression.
- On-site support: Who do you contact if a lightbulb blows, the internet drops, or the air conditioning stops working? Find out if there is an on-site building manager during business hours and what the response times are for maintenance requests.
- Cleaning schedules: Ask how often your private office is cleaned and whether this is included in your monthly fee. Communal areas should be cleaned constantly throughout the day to maintain a professional environment.
- The building vibe: Pay attention to the general atmosphere. Is it a quiet, corporate environment, or a buzzing, creative hub? Make sure the vibe aligns with your company culture and the type of work your team does.
5. Contractual Flexibility and Hidden Costs
Before you sign a licence agreement, you must understand exactly what you are paying for. Serviced offices are famous for all-inclusive pricing, but there can still be unexpected charges on your monthly invoice.
- What is actually included? Clarify whether printing, scanning, tea, coffee, and meeting room usage are included in the base price or billed separately. Some providers charge extra for basic kitchen access or premium coffee.
- Dilapidation and move-out terms: Ask what happens when you leave. Are there deep-cleaning fees or charges to restore the office to its original state? Knowing these terms upfront prevents unexpected costs at the end of your agreement.
- Notice periods and expansion: If your team grows, can you easily move to a larger office within the same building? Ask about the notice period required to scale up, scale down, or exit the contract. Flexibility is one of the biggest advantages of a serviced office, so ensure your contract reflects this.
Find Your Next Serviced Office with Flowspace
Trawling through hundreds of office listings and coordinating viewings can feel like a full-time job. At Flowspace, we do the legwork for you. Our expert team builds curated shortlists of the best serviced offices across London and Europe, negotiates the best rates on your behalf, and coordinates your viewing schedule.
Ready to find an office space that your team will love? Explore our extensive database and let us handle the search. Visit flowspace.co/office-space to get started today.
FAQ
What is the difference between a serviced office and a managed office?
A serviced office is a fully furnished, move-in ready workspace where the provider manages everything from cleaning to internet, usually on flexible monthly terms. A managed office is a bespoke, blank-canvas space tailored to your brand, where the provider still manages the operations but you have more control over the layout and design, typically on a slightly longer commitment.
Are meeting rooms free to use in a serviced office?
Most serviced offices include a set number of meeting room credits in your monthly licence fee. Once these credits are used, you will be charged an hourly rate to book additional meeting rooms. It is always wise to ask about the credit allocation and hourly rates during your viewing.
Can we customise our private office in a serviced building?
Yes, most providers allow a degree of customisation, such as painting walls, adding your company branding, or bringing in your own furniture. However, you will usually need to get approval from the building manager first and may need to return the office to its original condition when you move out.
Is 24/7 access standard for serviced offices?
While many serviced offices offer 24/7 access to tenants via keycards or fobs, some buildings have restricted hours or require advance notice for weekend access. Always confirm the building access hours and security arrangements during your viewing if your team works flexible hours.
Are there any hidden costs I should watch out for?
Common extra costs include fees for dedicated internet lines, IT setup and patching, printing and scanning, additional meeting room bookings, and out-of-hours heating or cooling. Make sure to ask for a full breakdown of any potential additional charges before signing your agreement.