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Flex offices – what are they and what are the benefits?

Interest and demand for flex offices continue to grow. The dynamic development of the flexible office space market was undoubtedly influenced by the pandemic and the changes it forced upon many companies' traditional operations. This was an impetus that significantly affected the nature of work, employees' expectations, and needs, as they widely transitioned to a hybrid model. For companies and teams choosing this work model and organisational structure, flexible offices have become an attractive alternative that they increasingly prefer, even after the pandemic has ended. Why? What exactly is a flex office? What are the benefits from the perspective of both the company and the employee? We have summarised this in today's article - enjoy! 


What is a flex office? 



The flex office is not a new concept. It originated in the United States in the 1990s as a solution that combines workplace flexibility and personalisation. Initially, freelancers were the main users of flexible offices, sharing the rental costs. Over time, this idea evolved and gained significance, adapting to the changing needs and challenges of users. What does it look like today? 


Flex offices, as the name suggests, are flexible workplaces (also commonly referred to as “flexes”) that tenants can tailor to their specific requirements. What should you pay attention to?  Flex offices differ from the traditional office concept – the service can take various forms depending on individual preferences. On the one hand, you get office space with all the elements commonly found in traditional offices, but on the other hand, you gain flexibility in shaping them and entirely new possibilities. This applies not only to the duration of the agreement but also to how and to what extent you can use the services and the space itself. Who is the offer of flex offices addressed to? 



Flex offices – who are they for? 



Flex office spaces work excellently not only for freelancers, startups, and small companies, as it used to be. Of course, the relatively low cost, flexible agreements, and adaptability of flex offices make them still popular among companies that haven’t yet established a firm position in the market, and renting a traditional office space might be cost-prohibitive for them. On the other hand, for quite some time now, the benefits of flexible office spaces have been appreciated by large international brands and corporations seeking additional solutions to enable market expansion while simultaneously optimising corporate costs. They recognise the option to modify agreements and terms, enabling the office to keep up with business growth, changing teams, and can be a stimulus for such growth. For example, by expanding their operations to new locations in major Polish cities, accessing talent from other regions, and more. 


This is clearly visible in the case of IT companies, which have commonly used flexible offices, and it is safe to say that they were doing it even before it became a trend. With the increasing demand for skilled IT specialists, it became more important for companies to provide office environments and conditions conducive to creativity, collaboration, and productivity. Especially in the IT industry, the quality of equipment, flexibility, and access to the office when employees want to use it are also extremely important. This is because a large portion of IT specialists, programmers, and IT professionals work remotely and in a hybrid mode, which is, of course, a phenomenon seen in other industries as well. What else attracts IT companies to flex offices?  


biura flex - elastyczne biura


In the case of large companies, flex offices are often not an alternative to a traditional headquarters but an additional solution that allows for growth, reduces risk, and offers better organization of teamwork. Employees also appreciate flex offices, which have become their third place of work. 


The extensive adaptability of flex offices has also made them effective in the post-COVID reality. Today, these offices are gaining popularity for several reasons. Firstly, they provide an attractive “third” place to work (the headquarters, home, flex office). Secondly, it’s about the uncertainty of how many employees actually want to work from the office. Thirdly, businesses aim to optimise their operations due to rising fixed costs and an unfavourable economic situation. Companies are looking for spaces that provide flexible lease options and are attractive to employees – Ewelina Kałużna, Head of Strategic Workplace Advisory at Skanska’s office division and Managing Director at Business Link for Rzeczpospolita.  


Flex offices can, therefore be an ideal solution for all types of companies, regardless of their size or industry. The key is to identify and analyse your specific needs, and then tailor flexible solutions to those needs. Adaptability is not the only advantage of flex offices. What other benefits do they offer to both companies and employees? 



Flex offices – key benefits 



We’ve already mentioned several of the most significant advantages of flex offices, so let’s take a closer look at them. Importantly, companies using flex spaces receive services and conditions that open up new opportunities for them. One of these opportunities is a flexible contract. Not only can it be signed for a short period, but it also allows for modifications along the way. The starting point can be changing realities, the market, the number of employees, and their needs. As the team grows, the company has the option to add more workstations and additional space. The same goes for new locations. 


An important convenience in flex offices is undoubtedly the additional services, such as: 

  • Front desk service;
  • Handling company correspondence;
  • Security;
  • Cleaning service;
  • Access to various types and sizes of meeting rooms, as well as phone booths;
  • A well-equipped, modern kitchen;
  • Dedicated space in the server room and IT services;
  • Ongoing support and assistance from the Customer Care team.


Flexible offices at Business Link are all about quality. We take care of our clients not only before (as is often the case with traditional leases) but also after the contract is signed. When renting a serviced office, you can be sure that your time and energy are focused on your business, and our team will take care of everything else to the extent you decide. It’s not just about the quality of the service itself, but also the quality of the equipment. Ergonomic furniture, modern office equipment, audio-visual facilities, a good coffee maker, fast and secure Internet – all of these are of great importance, especially for employees. Using a flex office eliminates the headaches for managers and leadership.  


Each Business Link location is situated in Skanska buildings where a strong emphasis is placed on sustainable solutions. This is confirmed by certifications such as WELL, LEED, and Barrier-Free Facility. Check out what these solutions entail! 


Flex offices also save you time and money. If you need an office right away, we can handle the formalities very efficiently (1-3 days). Regarding company finances, flexible terms and available solutions allow for even greater cost optimisation on multiple levels. The adaptability of flex offices to a company’s needs has broader significance as well. It can involve interior design, which we customisze to reflect your brand’s spirit and align with your branding upon request. 

Another significant advantage of Business Link’s flex offices is their location. Our flex offices are always located in well-connected and attractively situated areas in the largest cities in Poland. This is good news for employees and management alike. Thanks to our continuously expanding network of flex offices, we can provide modern and flexible office spaces in Krakow, Warsaw, Poznan, and Wroclaw. This, in turn, offers your company the opportunity to expand its operations and attract young talents beyond its current activity area. Get to know our flex offices better! 


Examples of flex offices 


Business Link Astoria is a flex office in Warsaw. It is located in the city centre, with key business and transportation points within reach. The interiors of Astoria are designed in the style of a luxurious hotel lobby. Find out more about the flexible office in Warsaw! 


The new Business Link Centrum Południe in Wroclaw offers 1700 square meters of office space in the heart of the city, in a Skanska building with the highest environmental certification. Find out more about the flexible office in Wroclaw! 


Business Link High5ive is a flex office located in the heart of Krakow. It boasts a prestigious, well-connected location, LEED certification, a bright, green space, and more. Find out more about the flexible office in Krakow! 


Business Link Maraton is situated in the central part of Poznan, ensuring quick access to business, transportation, and cultural points in the city. Like every one of our offices, we guarantee the highest standard of customer service. The office building holds a LEED certificate, and the interiors are designed with the well-being of employees in mind and with great attention to detail. Find out more about the flexible office in Poznan! 


Discover the possibilities of flex offices! 


Flex offices at Business Link are a service that can take the form that best suits your needs. You have the opportunity to use several tried and tested systems, among which it’s worth mentioning solutions such as: 


Hot Desk, a system where employees don’t have assigned permanent workstations but can choose from available zones, desks, and rooms based on their preferences. Find out what hot desking is and whether it’s a good choice for everyone. 

Hybrid, a comprehensive service that allows you to use office space with the option to reserve hot desks, private offices, and meeting rooms. Everything tailored to your team’s needs, paying only for what you actually use. With the Hybrid service, you can easily balance remote and office work with periodic collaborative work and meetings. 

Dedicated desk, a service dedicated to those who need quiet and focus in their daily work. With your own private desk in a closed office, you get the safety, privacy, and peace you require. 

Rotational access, a service tailored to companies whose employees work in a hybrid or shift mode. With Rotate subscription cards (which provide access to the office to more people than there are workstations), you can reduce costs and enhance your team’s productivity. 

Rental of meeting rooms, organisation of events – the option to rent modern office spaces for organizing meetings, industry events, client meetings, without the need for a long-term commitment. 


If you feel that any of the mentioned models perfectly suits your needs, contact us. We’ll be happy to assist you in choosing the optimal solution, provide a detailed proposal, and present the additional benefits of flex offices at BusinessLink. Please take advantage of our experience and let’s discuss the details! 


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