What makes an office suitable for a business services company?
An office tailored to business services combines four key features: a professional address that instills confidence in clients, spaces to welcome them, a flexible layout, and included services that free up time for your core business.
The sector is vast. It encompasses, on the one hand, consulting and professional services (strategy, legal, accounting, engineering, communications) and, on the other, operational services (temporary staffing, cleaning, security, contact centers). In 2023, the business services sector comprised more thanone million companies and nearly 2.9 million full-time equivalent employees (Source: INSEE).
Unlike in an industrial setting, the value created here depends on people. The office thus becomes not only a workspace but also a showcase: it is often there that the client assesses the service provider’s professionalism even before the first assignment.
To learn about the general criteria to consider before choosing a workspace, our dedicated guide outlines the key points.
What are the key criteria for choosing office space in the business services sector?
Brand Image and Customer Service
In the service industry, clients are purchasing expertise they cannot see before signing a contract. The office space therefore serves as a testament to that expertise. A physical reception area, well-equipped meeting rooms, and well-maintained spaces reinforce the credibility of a firm or agency. This need varies. A communications agency holds client presentations every week, while a cleaning company mainly hosts job applicants. It is therefore useful to be able to reserve a room by the hour rather than constantly paying for space that is rarely occupied.
Location and Accessibility
A service company goes to its clients. Being located near a TGV station or an airport saves valuable time for consultants and sales representatives who travel throughout a region. It also makes it easier for clients to attend a workshop or a presentation.
Location also plays a key role in recruitment. Candidates in consulting, digital, and finance compare job offers, and a grueling daily commute can tip the scales. A business district with good public transportation remains a major draw.
Modularity in Response to Fluctuations in Business Activity
A service company’s headcount fluctuates with its order backlog. A new contract leads to rapid hiring, while the completion of a project can free up several positions. An office that’s too large eats into profits, while one that’s too small hinders growth.
The occupancy rate is another area of concern. Consultants spend part of their time at client sites, and hybrid work has become the norm: in the first half of 2024, 22% of private-sector employees worked remotely at least once a month, a practice that is more common among executives (Source: INSEE).
Confidentiality of Communications and Data
Lawyers, certified public accountants, HR firms, and strategy consultants handle sensitive information: personal data, candidate files, and unannounced projects. Access control via ID badges, closed offices, and phone booths allow these discussions to take place without the risk of being overheard. From a regulatory standpoint, the CNIL’s guide to personal data security details the measures recommended under the GDPR, including a section dedicated to the protection of premises (Source: CNIL).
For a detailed overview of local markets, check out our guides on office rentals in Paris, in Lyon Part-Dieu and Bordeaux reflect the unique characteristics of each business district.
And for a broader and more detailed selection of the best places to work, we've put together a special overview.
Traditional lease, private office, or coworking space: Which option should you choose?
The Private Office in a Flexible Workspace
A private office, also known as a serviced office, is a fully equipped, enclosed space that is rented with services included and without a commercial lease. It offers the privacy of a traditional office and a short-term commitment that can be adjusted as contracts change.
This is the most versatile solution for consulting firms, digital services companies, and growing agencies. It is also suitable for large service companies that are opening a regional office or setting up a project team near a client without undertaking a construction project.
Coworking, meeting rooms, and business address services
The flexible workspace is ideal for independent consultants and employees who are frequently on assignment and need a temporary place to work. For client meetings, renting a meeting room by the hour or by the day eliminates the need to size your office based on just a few meetings a month.
Finally, a registered address allows you to list a business headquarters address from the moment the company is established. It does not replace actual office space when the business involves regularly receiving clients.
The Shared Private Office
A shared private office brings together two or three non-competing organizations in a single enclosed space. It reduces the cost per workstation while maintaining a more private setting than an open-plan office. It is well-suited to the needs of small firms or independent professionals who work as part of a network.
The Traditional Commercial Lease (3/6/9)
The 3/6/9 lease remains a good fit for a company with a stable workforce that has long-term visibility and wants to customize the space entirely to its liking. On the other hand, it involves a long-term commitment, a security deposit, renovation work, and managing numerous contractors.
To help you decide based on your stage of development, we're comparing the two models side by side.
Read the comparison: 3/6/9-month lease vs. flexible office space
How much does an office cost for a business services company?
The listed price never represents the total cost. For a traditional lease, you must add service charges, property tax (which is often passed on to the tenant), renovations, furniture, IT equipment, cleaning, and reception services. Calculating the total cost per workstation remains the most reliable method for comparing a traditional lease with a flexible office arrangement.
In business services, a second calculation is necessary: the cost per actually occupied workstation. If some consultants are on assignment or working remotely two days a week, an adjusted workspace and on-demand meeting rooms often cost less than an office space sized for the total workforce.
In Paris, the average price for a coworking workstation is €689 per month (Source: Ubiq). Outside Paris, rates are significantly more affordable. At Flex-O, for example, starting prices range from €186 (excluding tax) per workstation per month in Montpellier Cambacérès to €800 (excluding tax) in Paris Haussmann.
For a detailed calculation that includes rent, utilities, and renovations, our comprehensive analysis breaks down each expense category.
Read the article: The True Cost of an Office for an Employee
Flex-O, a flexible office solution for business-to-business service companies
Flex-O offers private offices and coworking spaces in about ten French cities, from Paris to Sophia Antipolis, including Lyon, Lille, and Bordeaux. Several locations are situated right next to a TGV station or an airport, which is a major advantage for teams that travel to visit their clients.
The offering meets the typical needs of the industry: private offices, shared private offices, meeting rooms equipped to host clients and candidates, and virtual office services. A single contract provides access to the entire network, allowing a consultant on the go to work from another center.
For companies looking to open a regional office or set up a project team without a construction site, the offer Corporate offers premium and flexible office spaces. The buildings are BREEAM, HQE, or WELL certified, and Flex-O is a mission-driven company.
To find the location that best suits your business, view all available centers.
In conclusion: What kind of office space should a business services company choose?
When choosing office space for a business services company, it is important to strike a balance between image, flexibility, privacy, and accessibility.
Private offices in flexible workspaces are suitable for a wide variety of situations: an agency that hires staff based on the volume of its contracts, a firm that wants to meet with clients in a professional setting without tying up its cash flow, or a large corporation opening a regional office. A traditional lease remains an option for organizations with a stable workforce that prefer a custom layout.
In any case, an on-site visit is still essential. It allows you to assess the hospitality, soundproofing, and actual availability of the meeting rooms before making a commitment.
To move on to the next step, explore all the Flex-O centers available throughout France.
FAQ
What kind of office should a consulting firm choose?
A private office in a flexible workspace is often the best option. It ensures confidentiality in business dealings, provides access to meeting rooms for hosting clients, and adapts to changes in headcount. Flex-O offers private offices at all of its locations in France.
How should you determine the size of your office space when some of your teams are on site with clients?
Start with the number of employees who are on-site at the same time during a typical week, not the total headcount. Then supplement this with meeting rooms that can be reserved on demand for team sessions and client meetings.
Is a registered address sufficient for a service company?
It is sufficient for the startup phase to have a business address for the company’s headquarters. As soon as the business involves meeting with clients or candidates, it becomes necessary to have access to offices or meeting rooms.
Can a large service company use flexible office spaces?
Yes. Flexible office spaces make it possible to quickly open a regional office, set up a project team near a client, or test a new market—without a long-term lease or renovation work.
What facilities should you check before renting an office for a service company?
Check the visitor reception area, the number and amenities of the meeting rooms, soundproofing, access control, and the quality of the internet connection. Proximity to public transportation is also important for teams that travel frequently.
