The Rise of Flex Workspaces: From Crisis to Choice

Before 2020, most businesses relied on traditional offices, long leases, fixed desks, and full teams onsite daily. Then the pandemic hit, and overnight remote work became the new norm.  

What started as a temporary fix evolved into a lasting shift, with hybrid working models now common across industries. 

This change raised a challenge: how to support a partly remote workforce without the cost and commitment of full-time office leases? This is where flexible offices stepped in. Demand for serviced offices and coworking spaces surged as companies sought cost-effective, scalable, and easy-to-manage alternatives. 

According to Statista, the global coworking market size grew from $8.14 billion in 2018 to an estimated $13.03 billion in 2023, reflecting the rapid rise of flexible workspaces worldwide. The appeal? No long contracts, ready-to-go spaces, and all-inclusive billing, ideal for startups and small teams. 

But with popularity rising, the key question remains: Are these spaces boosting productivity? 

How does the flex offices work, what are we really using? 

Most flexible offices don’t follow the old Monday – Friday 9 to 5 script. Instead, they offer formats that match modern work styles: private serviced offices, dedicated desks, hot desks, and managed spaces for bigger teams. 

A flexible offices space is a workplace designed to support employee and business flexibility. It lets employees choose where and how they work onsite, booking desks on the fly or grabbing a space to chat with colleagues. Unlike traditional offices with assigned desks and limited meeting rooms, flex spaces provide options suited for different tasks like group work, focused time, or calls. These dynamic environments adapt easily to changing business needs, headcount, and workstyles - making them ideal for hybrid setups. (Envoy) 

Not all flex spaces are open-plan distractions, many have quiet, enclosed areas for focus or confidentiality. The difference comes down to design and intent. For example, a hybrid startup might only need desks a few days a week, so co-working would be best suited. Whilst a law firm may require private offices full-time, for sensitive client-facing functionality. 

In essence, flex spaces can fit your needs but only if you pick the right type. 

Why People Switched: The Advantages of Flex Spaces

With demand for flex spaces booming, here’s what makes flexible workspaces so attractive: 

1. Cost-effective and low commitment

No need for long leases or big deposits, contracts can start from one month. Most providers offer all-inclusive pricing (Wi-Fi, utilities, cleaning), saving time and money on admin. 

2. Built for speed and scale

Whether you’re a freelancer or a growing team, many providers offer move-in within 24–48 hours. These spaces come fully equipped and furnished, meaning no hefty upfront costs or delays, just show up and start working. This flexibility lets startups and scale-ups easily adjust their space as their needs change. 

3. All the amenities, none of the hassle

These spaces are kitted out with modern essentials, meeting rooms, phone pods, focus booths, plus perks like coffee lounges, gyms, and nap pods. 64% of coworking spaces in London include wellness zones, and 89% have bookable meeting areas. 

4. The vibe hits different

Coworking culture often feels more energised and less rigid. 82% of users report growing their professional network after joining a shared workspace (Compare Camp, 2024). 

These perks are real, but here’s the catch: amenities don’t guarantee output. Productivity still hinges on how well the space aligns with your team’s needs.  

So… Are People Actually Getting Work Done in Flex Offices? 

Flexible workspaces often look the part, sleek lounges, stocked kitchens, and rooftop views, but are people genuinely productive in them? The answer isn’t simple. 

Many studies say yes. 

Knoll’s workplace research found 77% of coworking users report being more productive, and 84% feel more engaged compared to traditional office settings. Likewise, a UBCUK survey showed 86% of users felt more motivated in coworking spaces, largely thanks to the energetic atmosphere. 

However, it’s not a one-size-fits-all.  

One digital marketing manager shared with us how his team uses the games room to brainstorm ideas: a creative boost. Meanwhile, a finance executive said constant noise and lack of privacy made it hard to focus on detailed, numbers-heavy, work. 

Productivity depends heavily on the individual, their work type, and the workspace design. A collaborative, buzzing environment might energize one employee but distract another. Confidential or deep-focus tasks suffer without quiet zones. 

The Struggles with Flex Offices: What’s Really Holding People Back?

Flexible offices sound great on paper, but when it comes to deep, focused work, it’s not always smooth sailing. 

Here are the biggest struggles employees face that can lead to productivity issues in flex and coworking spaces -

1. Noise and Constant Movement 

In busy coworking spaces, background noise isn’t just distracting — it reduces productivity. According to a UK workplace survey by Smart Building Magazine, 65% of employees said noise affects their ability to work accurately and on time, while 52% reported being interrupted more than five times a day. Constant foot traffic and overlapping conversations make it tough to stay in flow. 

2. Hot-Desking Fatigue

Without a fixed desk, employees often waste time just trying to settle in. This lack of routine impacts focus and morale. A Wired report notes that hot-desking reduces employee morale, increases stress, and leads to more time spent setting up than working. 

3. Tech Disruptions
 
Slow Wi-Fi, limited power outlets, and poor soundproofing are still common issues. For teams relying on video calls or cloud tools, these “small” issues can quickly become big headaches. 

4. Social Burnout
 
Being around people constantly, even when unnecessary, can be mentally draining. A study on arXiv.org found that just one intelligible nearby conversation can reduce focus-heavy task performance by up to 10%.

Sometimes these issues can feel overwhelming, making it hard to know where to start or how to justify workspace decisions to your manager. That’s exactly why finding the right solution matters, and why expert guidance is key when navigating the flexible office market.

Our team of office rental specialists understands the challenges and knows how to match your unique needs with the perfect workspace. They handle the legwork, from narrowing down options to booking viewings and negotiating the best deals, saving you time and stress.

Why Going Back to Traditional Offices or WFH Isn’t the Answer 

But even with the right flex space, going back to full-time traditional offices or fully remote work isn’t a perfect fix either. Traditional offices come with high costs, long leases, and often uninspiring environments where staff see the same desks and faces daily, limiting creativity and informal networking.

On the flip side, working from home isn’t always ideal.

A Conference Board survey found 47% of remote workers struggle with blurred work-life boundaries, and over half report burnout from being “always on.” Roles like sales, marketing, and design especially need real-time collaboration that remote setups can’t fully provide.

Flexible offices sit in the middle, blending structure with adaptability. But it’s not just about plugging into any space; teams need setups that fit their work style. Providers like Uncommon in London offer customisable flex offices with private booths, phone rooms, and wellness zones, helping teams scale smartly while staying engaged and collaborative.

Uncommon's office building at 34-37 Liverpool Street

Solutions: How to Be Productive in a Flex Space 

Making flex spaces work for you means smart customisation and building habits to stay focused, even with noise or movement around. Whether solo or part of a team, try these tips:

If You’re Working Solo: Own Your Routine

1. Reserve the same desk whenever possible

Predictability anchors your day and saves time spent “settling in.”

2. Use noise-cancelling headphones
 
Block out phone calls, chatter, and noisy keyboards, your focus’s best friend.

3. Time-block deep work
 
Set focused work hours (e.g., 9–11 AM) and reserve afternoons for meetings or admin.

This reduces task-switching and boosts clarity.

4. Take short breaks every 90–120 minutes
 
Stretch, walk, use nap pods or focus booths. Studies show this can improve performance by up to 20% (NIH).

5. Keep a jumper handy
 
AC battles are real. Comfort means better focus.

If You’re Working as a Team: Set Shared Norms

1. Define quiet vs collaboration hours
 
Use shared calendars to mark deep-focus slots (e.g., 10 AM–12 PM) so everyone’s on the same page.

2. Book meeting rooms vs phone pods appropriately
 
Use meeting rooms for group discussions or presentations; phone pods for calls to keep open spaces peaceful.

3. Agree on office etiquette
 
No speakerphone in open areas, use good mic gear, and avoid pacing during calls.

To further boost focus, leverage async tools like Slack or Trello to cut down on constant interruptions, letting people respond when it suits them best. And if distractions still creep in, don’t hesitate to set clear, polite boundaries: a simple “I’m deep in something; can we talk later?” can go a long way in helping everyone stay productive.

Conclusions 

Choosing the right workspace isn’t about chasing the flashiest perks, it’s about finding a setup that truly fits your team’s work style and goals. Whether your crew needs quiet focus zones, buzzing collaboration hubs, or a mix of both, clarity on these needs is key. 

Flexible offices offer adaptability that traditional leases can’t match, making them ideal for today’s changing work patterns. But success comes from smart choices, not just jumping on trends. 

Start with understanding what your team really needs, plan for growth, and pick spaces designed to support productivity. That’s how you turn a workspace from just a place into a powerful tool for your team’s success.