With the increasing use of video conferencing and remote work after the COVID-19 pandemic, signing long-term leases for traditional office spaces has become less relevant. Some major companies have also decided to offer their employees permanent remote or hybrid work. These include Reddit, Spotify, Twitter, and many more organizations. However, now and then, you may want or need to meet in person or find an office space to work in where you don’t have distractions from pets or roommates. If you’re wondering how to rent an office space for a day or obtain a meeting room for a short time, keep reading!
Who may need to rent an office or conference room for one day?
In the modern world of virtual assistants and digital nomads, in-person office spaces may not seem as relevant. Nevertheless, there are still quite a few reasons why someone may need to rent an office for a day.
One instance of where an individual may want to rent out an office is when you need to host a meeting with a client. Your home office may be very clean and organized, but still not be the best setting to host a significant client. A public place such as a library or coffee shop may not provide you with the privacy and professionalism you want to exude for your business. Also, unreliable Wi-Fi and equipment can be disappointing and waste your, your team’s, and your client’s time.
You can avoid all this hassle of ensuring you have the right equipment and professional environment to set your meeting up for success. You can rent an office for a day from a professional provider.
Another reason is that you are running a workshop. For example, you are hosting a writing program for participants to craft poetry and discuss famous pieces. Your home office space may not sufficient because it doesn’t have the equipment you need to run the class smoothly, including a projector. Renting office space with available equipment is convenient and cost-effective.
Say you’re a business owner, and your team works most of the time remotely. Suppose your group meets in person every so often. In that case, it can be essential to provide a professional environment to encourage productivity and concentration on whatever goals you have for your business meeting. So, for instance, you need to conduct an end-of-the-year meeting to discuss the annual business profits and trajectory. It may be best to have this done formally to improve your business's credibility to its employees and increase motivation.
So, in summary, renting an office space can address any of the following needs:
- Meeting room
- Classroom or workshop
- Temporary work area
- Place for your remote team to meet intermittently
What are some advantages to renting office space?
1. Offer amenities
As mentioned, these conference rooms can provide you or your business team with advanced tech, newer devices, and capabilities to enable creativity in your meetings, presentations, classes, or whatever purpose you need to rent an office space for. You can improve not only your employee motivations but yours as well.
2. Improve employee engagement and collaboration
Renting out a meeting room can give your staff a change in their routine and opportunities to interact with their colleagues, allowing them to change their perspectives and solve problems.
3. Enhance productivity
In addition, when employees work in the same setting day after day, they may become burnt out and less energized. Employees are also tasked with having to shut out distractions such as street traffic out their windows. A meeting room can take your employees to a place where they can relax and focus on their work. This invites them to a more creative headspace and enables attention and productivity.
How do I assess an office space I want to rent?
To ensure you find an office space that fits your needs, here are some general questions you should ask yourself.
1. How large a space do you require?
Is this space for you or a group of people? How many people do you expect to come to your meeting?
2. What technology or amenities do you want the office space equipped with?
It is important to outline what you need or want from this office space to ensure you find the best fit for your needs. Do you want a conference room or individual desks for you or a team? Do you need printing and copy facilities? Do you require a projector for a presentation perhaps?
3. What is the payment structure of the office space you are wanting to rent?
Is it an hourly rate? If you don’t know how long you may need the space, you may be at a disadvantage if the office space provider charges an hourly fee. It can add up, and you may instead want to opt for a daily charge. On the other hand, if you know the meeting will last only for a short time, it may be best to go for the providers that charge an hourly rate. If you’re operating on a confined budget, it is important to understand and ask any questions you may have on the costs of the office space you are interested in.
4. Look into the location of the office space.
If you’re far from the area, you’ll want a space closer to your lodging or airport. If you have multiple people coming to your meeting, you may want to consider an office with a central location to which people can easily commute. Whether there is easy access to public transportation or parking may also be necessary.
5. Review a listing’s pictures
You want to ensure the office interior goes with what you are looking for. For instance, say you want a bright and modern conference room or a more creative working space, make sure that the office you are interested in aligns with what you have in mind.
6. Examine a listing’s reviews
You can read reviews for many major office space renters and see how previous customers' experiences were. You may also be able to read reviews on individual spaces.
Make sure to ask for any clarification or other questions to the office space provider you are interested in.