How to Rent Office Space That Supports Your Team’s Workflow

1. Assess Your Business Needs: Team, Workflow, and Growth Plans

The first step in understanding how to rent office space starts with looking inward. What does your business need to function at its best? Consider:

• Team size: Do you need a desk for everyone or a hybrid system?
• Collaboration style: Are you frequently hosting brainstorming sessions, video calls, or client meetings?
• Scalability: Will you need more desks, private offices, or breakout areas in 6-12 months?

Understanding how your business operates daily will help you identify what type of space will empower your team to thrive, whether that means a shared workspace with creative buzz or a quiet private office for deep focus.

2. Choose a Location That Works for Your Team and Clients

Location is one of the most important factors when learning how to rent office space. A central, accessible address not only improves your team’s commute but also enhances your professional presence. When evaluating locations, consider:

• Proximity to public transport (train, tram, bike paths)
• Nearby amenities such as cafes, childcare, gyms, and banks
• Client convenience, will it be easy for partners or customers to visit?

For example, United Co.’s location in vibrant Fitzroy offers more than just convenience. It’s nestled in a creative, forward-thinking neighbourhood that reflects the values of many of today’s innovative businesses. With plenty of cafes, leafy parks, and Melbourne’s CBD only minutes away, it’s the kind of place where both productivity and inspiration coexist.

3. Explore the Amenities and Services That Add Value

Office space isn’t just about square meters; it’s about what comes with them. As you explore how to rent office space, keep an eye on the features that will support your team’s wellbeing and productivity. Look for amenities such as:

• High-speed internet
• Natural light and ergonomic furniture
• Fully equipped meeting and boardrooms
• End-of-trip facilities like showers and bike storage
• On-site cafes and event venues
• Community perks and networking events

At United Co., for instance, members benefit from more than just a desk. Our workspace is intentionally designed with wellness in mind, complete with wellness rooms, quiet zones, and professional development events to connect like-minded individuals.

4. Know Your Lease Types: Traditional vs Flexible Workspaces

One of the most important steps in learning how to rent office space is understanding your lease options:

• Traditional leases typically offer long-term arrangements (3-5 years) with fixed terms, where you often need to manage your own utilities, furniture, and cleaning.
• Flexible workspaces, like those offered by United Co., provide shorter-term agreements with included services, furnishings, and full support, allowing you to focus on growing your business without added stress.

If your business needs room to evolve, whether scaling up, downsizing, or working in hybrid mode, a flexible lease offers the freedom to adjust your space without long-term lock-in.

Explore the Benefits of Shared Working Space Over Traditional Office, Here.

5. Tour the Space in Person to Get a Feel for the Environment

Pictures and brochures can only tell you so much. Visiting the office in person is crucial to see whether the space meets your expectations. During your visit, pay attention to:

• Noise levels and privacy for calls or meetings
• The layout, does it match your team’s work rhythm?
• Cleanliness and maintenance of shared spaces
• Community atmosphere, do you see your business fitting in?

This step is often when people realise that renting office space is about more than logistics, but it’s also about choosing an environment that energises and inspires.

6. Review the Lease Terms Carefully

Before signing, take time to review the lease or membership agreement. Even in flexible workspaces, it’s important to understand:

• What’s included (e.g., printing, mail handling, meeting rooms)
• Payment structure and bond/security deposits
• Exit terms or notice period for cancellation
• Access hours and any additional fees

Transparent terms are essential for protecting your cash flow and ensuring no hidden surprises.

7. Prepare for Move-In and Transition Smoothly

Once you’ve chosen your space, it’s time to move in! Here’s how to make your transition easy:

• Coordinate tech setup (Wi-Fi, devices, apps)
• Onboard your team with access cards and workspace etiquette
• Communicate with clients if your business address has changed
• Explore the building and attend any welcome events

At United Co., our onboarding process is designed to be seamless. We guide you through the setup and connect you with your new community, because learning how to rent office space shouldn’t stop at the lease. It should begin a new chapter for your business.