How to select a shared workspace for a small team

A systematic guide to evaluating shared workspace amenities, infrastructure, and contract flexibility for small teams.

1. Define your infrastructure requirements. List the specific hardware and software needs of your team. Prioritize high-speed, symmetric fiber internet and dedicated VLAN capabilities if your operations require enterprise-grade security.
2. Assess spatial density and growth scaling. Calculate the square footage required per person based on your specific workflows. Ensure the contract includes clear clauses for adding desks or private offices mid-term as your team grows.
3. Audit sound isolation and acoustics. Test the soundproofing quality of private office suites. If your team handles frequent video conferences, verify that the workspace provides dedicated, sound-treated phone booths with reliable power outlets.
4. Review the facility access policy. Confirm 24/7 access protocols, specifically for weekend or late-night production cycles. Check if entry requires a physical key card, a mobile application, or biometric scanning, and ensure this aligns with your security policy.
5. Check communal utility integration. Examine the proximity and quality of communal printers, scanners, and kitchen facilities. Ensure that printing protocols are compatible with your existing print drivers or cloud-managed systems.
6. Analyze contract and hidden fee structures. Request a full breakdown of 'all-inclusive' costs. Identify extra charges for meeting room bookings, high-volume printing, or specialized high-bandwidth requests that sit outside the monthly base fee.