Flexible workspaces are adaptable office environments that accommodate various work styles, schedules, and needs, offering employees freedom in where, when, and how they work.
Flexible workspaces represent a shift from traditional office layouts to more dynamic and versatile environments. These spaces support different work activities, from focused individual tasks to collaborative team projects. They often feature a mix of open areas, private offices, meeting rooms, and communal zones.
Providing flexible workspaces helps international employees feel valued and boosts productivity. According to Gallup, 54% of employees say they would switch jobs for more flexibility in work location.
The concept of flexible workspaces extends beyond physical layout to encompass flexible work arrangements. This includes options such as remote work, hot-desking, and adjustable schedules. Such flexibility allows organizations to optimize their real estate usage while providing employees with choices that enhance productivity and work-life balance.
Below is a look at how offering employees access to flexible workspaces helps global employers attract and retain top talent worldwide.
Why are flexible workspaces important?
In today’s world of remote work and workforce mobility, professionals desire flexibility and control over their working environment. Working from home is not always the right solution for remote employees, so having on-demand access to nearby flexible office space allows teams to perform optimally in environments that promote focus, productivity, and in-person collaboration.
Professionals today readily seek opportunities elsewhere when employers fail to provide competitive perks that demonstrate value and enable success. Including flexible workspaces in unique employee benefits packages helps organizations stand out and provides teams with essential tools for engagement and productivity.
According to Michelle Cleverdon, SVP of workplace advisory at Colliers: “Evidence is emerging that flexible working arrangements benefit both employers and employees. Beyond the traditional metrics of productivity and efficiency, organizations that embrace flexibility see significant improvements in employee engagement and well-being.”
Research shows that employees who are satisfied with their employer’s global benefit packages demonstrate higher job satisfaction and increased loyalty. Implementing flexible workspace options serves as a strategic advantage for attracting and retaining top talent across borders.
What is the difference between coworking and flexible workspaces?
Flexible workspaces refer to a wide range of office types that help increase flexibility for remote talent, encourage collaboration, and reduce office space costs. Coworking spaces are just a type of flexible workspace.
Specifically, coworking spaces are not restricted to just one company or team. They can host several companies and provide on-demand desks or office rooms to individuals at hourly, daily, weekly, or monthly rates. For example, Spotify’s Work From Anywhere program offers employees access to global coworking spaces, ensuring they have comfortable, productive environments regardless of their location.
Some flexible workspaces may be used by just one company and tailored to its preferences.
Learn more about the benefits of flexible work arrangements at the World Economic Forum’s Future of Work.
How to implement a flexible workspace
Implementing a flexible workspace requires careful planning and a systematic approach to ensure successful adoption. Organizations can follow these key phases to create an effective and sustainable flexible workspace environment:
- Assessment phase. Organizations must begin by gathering comprehensive data through employee surveys and workspace utilization studies to understand current needs and preferences. During this stage, a critical analysis of workflow patterns and existing office layout inefficiencies sets the foundation for strategic planning.
- Design and planning. The workspace layout should be reimagined to create distinct zones for various work styles, including quiet areas, collaboration spaces, and private pods. Strategically incorporating modular furniture, adjustable workstations, and wellness elements such as natural light and proper ventilation ensures a productive environment.
- Technology infrastructure. Establishing a robust technology foundation requires implementing reliable communication platforms, desk booking systems, and seamless WiFi coverage. Secure access to company resources must support both on-site and remote work capabilities.
- Policy development. Success depends on establishing clear guidelines for space usage, booking procedures, and security protocols that govern daily operations. Comprehensive policies should address hybrid work schedules, shared equipment usage, and data protection measures within the flexible workspace environment.
- Change management. Effective implementation relies on a structured approach with clear timelines and comprehensive training on new systems and protocols. Providing readily available support channels ensures employees can confidently navigate their new workspace arrangements.
- Monitoring and optimization. Space utilization metrics and regular feedback collection enable continuous improvement through data-driven adjustments. Organizations can refine their flexible workspace strategy by maintaining an ongoing assessment of effectiveness and user satisfaction.
- Culture and communication. Building a culture that embraces flexibility requires maintaining open dialogue and celebrating workplace transformation successes. Regularly sharing positive outcomes reinforces the benefits of the flexible workspace model while encouraging continued adoption.
6 Benefits of providing flexible workspaces to global employees
Organizations are discovering that flexible workspaces offer compelling advantages for both employers and their global workforce.
According to Laurel Farrer, CEO of Distribute Consulting, “Workplace flexibility is a bridge that takes us to fundamentally better ways of working. Work is something that we do, not somewhere we go.” Below are some of the core benefits of offering flexible workspaces to global employees.
1. Happier employees
With the rise of remote work, more employees want to work from locations that suit their needs and lifestyle—whether working from home, in a coworking space, or in a different city or country.
When employees have access to a global network of flexible workspaces, they can find a convenient workspace no matter where they are. This gives them more control over their work environment and allows them to thrive in a space that works best for them.
2. Increased productivity and collaboration
Access to flexible workspaces also provides employees with new and different environments that can inspire creativity and innovation. This benefit is especially relevant to coworking spaces, which often bring together employees and businesses from various backgrounds and industries. This diversity of perspectives can lead to new ideas and approaches to work.
3. More work-life balance
Providing employees with increased flexibility regarding when and where they work helps them balance their professional and personal lives. Work flexibility is especially important for employees with family obligations, long commutes, or no access to a stable and secure WiFi connection at home.
When employers give their teams more flexibility in choosing their work location and schedule, employees experience improved work-life balance, which boosts their productivity and satisfaction while reducing stress and burnout.
4. Better connections and engagement
Company culture is a critical differentiator in securing top talent. Two-thirds of employees say company culture is among the most important reasons for whether or not they stay with their current employer.
Employees with access to a global network of flexible workspaces feel more connected to their company and more involved with its culture. Employees who work from a convenient location are more likely to feel engaged. This benefit is especially significant for international employees who may feel isolated or disconnected from their colleagues and the company’s headquarters.
5. Stronger trust
Employers demonstrate trust by empowering their employees to choose when and where they work. This is also an act of respect, which positively impacts employee performance and improves employee retention.
Plus, when employers demonstrate that they trust and respect their employees, trust and respect are reciprocated—leading to higher morale, better teamwork, and more innovation.
6. Cost savings
Renting an office for a single or just a few remote employees requires significant financial investment. The overhead costs, such as utilities, maintenance, insurance, office furniture, and equipment, can add up quickly.
Providing flexible workspace solutions as a fringe benefit helps employers reduce office space costs. Most flexible workspaces are already equipped with necessities like high-quality desks, meeting rooms, and telecommunication hardware. The company can then reinvest these savings—and the savings accrued from using online collaboration tools—into building a top-tier team across borders.
Improve employee retention with Velocity Global
Velocity Global empowers organizations to build and retain distributed teams through its comprehensive Global Work Platform™, which provides seamless technology and local expertise across 185+ countries. As a trusted Employer of Record (EOR), the company ensures full compliance with employment laws, tax regulations, and benefits requirements.
Through centralized employee management, custom benefits packages, and dedicated support services, Velocity Global helps companies quickly expand into new markets without establishing local entities. Contact Velocity Global to learn how we can help you build world-class teams across borders with tailored rewards packages.
