Workspace definitions: Demystifying modern workspace terminology
RobRob
8th Aug 2025
🕰️ 10 min read (1,876 words)
Long gone are the days of a simple year-long + lease on a space for every company. Enter licence to occupy agreements, hot desks, dedicated desks, coworking, part-time offices, day offices, office sharing and many more trendy forms of flexible work practices each more flexible and revolutionary than the last.
This Leanspace article unpicks the definitions of each and the differences between them.
What's Inside
Private Office Tenancy Options
- Office leases
- Licence to occupy agreements
- Part-time offices
- Day-offices
- Virtual offices
Managed office vs. Serviced office
- Managed office
- Serviced office
Private office working practices
- Hybrid working
- Dedicated desking
- Hot-desking
- Desk-booking
Coworking terms
- Coworking
- Fixed desk
Miscellaneous
- Office sharing
- Executive suites
- Agile workspaces
- Incubator spaces
- Pop-up offices
Tenancy Terms
1. Office leases
Definition: A long-term, legally binding agreement between a landlord and a tenant. Typically ranging from 2 to 10 years, office leases require a significant commitment and can include more stringent clauses regarding alterations, repairs, and exit terms.
Best for: Larger businesses or established companies looking for stability and control over their workspace for an extended period.
Key Features:
- Long-term contract (2–10 years)
- Greater control over the office space (including customisation)
- High upfront costs, often including a deposit and fit-out costs
- Greater responsibility for repairs and maintenance
2. Licence to Occupy agreements
Definition: A licence to occupy is a more flexible arrangement where a tenant is granted the right to use a space for a shorter period compared to a lease. These agreements typically run month-to-month or up to a year, offering greater flexibility and ease of exit.
Best for: Startups, small businesses, or companies needing flexibility, as well as businesses looking to reduce commitment while scaling up.
Key Features:
- Shorter-term (month-to-month or 1–2 years)
- Less responsibility for the tenant compared to a lease
- Easier to exit or renegotiate terms
- Limited rights over the property (fewer customisation options)
3. Part-time offices
Definition: Part-time offices offer access to a private office or workspace for a limited number of hours or days per week. This allows businesses to have a professional environment without paying for full-time use.
Best for: Businesses or individuals who only require office space for specific days or meetings, such as remote teams or consultants.
Key Features:
- Flexible scheduling (e.g., 3 days per week)
- Lower cost compared to full-time office leases
- Ideal for companies testing out new locations or with hybrid work models
- For more on day-based private workspaces available, see our detailed guide on Day Offices .
4. Day offices
Definition: Day office provides access to a private office for a single day, offering flexibility for professionals or businesses who need a workspace temporarily without a long-term commitment. This option allows users to rent fully equipped offices on an as-needed basis, often with the ability to book last-minute.
Best for: Freelancers, remote workers, or businesses that need a professional workspace for a day, such as for client meetings, presentations, or focused work.
Key Features:
- Bookable by the day, often on-demand
- Provides access to private, fully equipped offices
- Access to amenities such as Wi-Fi, printers, and refreshments
- No commitment to a long-term lease or contract
- Lower cost than leasing or permanent office solutions
This option is ideal for those who occasionally need a professional environment but don't require a full-time office, offering maximum flexibility without the burden of long-term costs.
More on short-term and on-demand private offices can be explored in our Day Offices guide .
5. Virtual Offices
Definition: A virtual office provides businesses with a professional address, mail handling, and sometimes phone answering services without the need for a physical workspace. It’s a cost-effective way for companies to maintain a professional image while working remotely.
Best for: Remote workers, startups, or businesses that don't need physical office space but want a professional presence in a specific location.
Key Features:
- Professional address and mail handling
- Optional phone answering services
- No physical office space required
- Extremely low cost compared to physical offices
Explore London’s top virtual office providers in detail with Virtual Office Providers: London’s Top 10 .
Serviced office vs. Managed office
6. Serviced Offices
Definition: Serviced offices are fully furnished and equipped office spaces managed by an operator. They include utilities, internet, and often additional services like reception, cleaning, and maintenance. Businesses can move in and start working immediately, with short-term leases or flexible contracts.
Best for: Companies seeking a plug-and-play office solution with minimal setup, often in premium locations.
Key Features:
- Ready-to-use with furniture and infrastructure
- Flexible lease terms (monthly or yearly)
- Includes services like cleaning, reception, and IT support
- Higher cost due to included amenities
7. Managed Offices
Definition: A managed office is similar to a serviced office, but with more customization options. Tenants can choose how the space is set up and what services they require. The provider handles the setup and management, giving tenants flexibility without the hassle of day-to-day upkeep.
Best for: Businesses that need a tailored space but don’t want the responsibility of managing it themselves.
Key Features:
- Customizable office setup and layout
- Provider manages utilities, cleaning, and maintenance
- Flexible terms, but with more control over the space
- Cost varies depending on customisation and services required
Private Office Working Practices
8. Hybrid Working
Definition: Hybrid working refers to a flexible work model where employees split their time between working remotely and working in an office. This approach allows teams to have both in-person collaboration and the freedom of remote work, creating a balance between flexibility and productivity.
Best for: Businesses adopting a more flexible, modern work structure that combines the benefits of both remote work and in-office presence.
Key Features:
- Combines remote work with in-office days
- Involves both individual work from home and team collaboration in the office
- Can lead to better work-life balance and increased employee satisfaction
- Requires adaptable office solutions, like hot desks or coworking spaces
- Supports flexibility in work schedules and location
Hybrid working emphasises employee autonomy while maintaining access to collaborative office environments when needed. It is increasingly popular in companies seeking to modernise their work culture.
9. Dedicated Desks
Definition: A dedicated desk is a specific desk assigned to an individual or team within a shared office or coworking space. Unlike hot desks, the same desk is reserved for the tenant each day.
Best for: Professionals or small teams who need consistency and a personal space in a shared office but want to avoid the high costs of private offices.
Key Features:
- Guaranteed, reserved desk for daily use
- Access to shared office amenities
- Typically more expensive than hot desks
- Some ability to personalise the space
10. Hot desks
Definition: A hot desk is a shared workspace model where individuals do not have a designated desk. Instead, they use any available desk within a shared office environment on a first-come, first-served basis.
Best for: Freelancers, remote workers, or small teams who don’t need a permanent desk but want access to professional workspace and amenities.
Key Features:
- Flexibility to use any desk
- Typically lower cost compared to dedicated desks
- Access to shared office amenities (Wi-Fi, meeting rooms, etc.)
- No guaranteed workspace each day
11. Desk booking
Definition: Desk booking in private offices allows individuals or teams to reserve desks within a private office space on a flexible basis. This setup combines the benefits of private offices with the flexibility of only booking the number of desks needed, often for a short-term period or on specific days.
Best for: Small teams, freelancers, or businesses looking for the privacy and professionalism of a private office without committing to an entire space full-time.
Key Features:
- Flexibility to book desks on-demand or for specific days
- Located within a private office setting
- Access to private office amenities, such as meeting rooms, Wi-Fi, and printing
- Cost-effective compared to leasing an entire private office
- Ideal for businesses with fluctuating space needs or hybrid work models
Coworking Terms
12. Coworking desk
Definition: Coworking spaces are shared office environments where individuals and teams from different companies work side by side. Members typically pay a membership fee for access to communal workspaces and facilities.
Best for: Freelancers, startups, and remote workers who value community, networking opportunities, and flexibility.
Key Features:
- Flexible membership plans (daily, weekly, monthly)
- Community-focused environment with networking opportunities
- Access to shared resources and events
- Can include hot desks or dedicated desks
13. Fixed desk
Definition: A fixed desk in a coworking space is a dedicated workspace reserved for an individual within a shared office environment. Unlike hot desks, the fixed desk is yours to use every day, offering consistency and the ability to personalise your setup within a coworking community.
Best for: Professionals, small teams, or freelancers who want the benefits of a shared office space but prefer a designated desk they can personalise.
Key Features:
- Your own dedicated desk within a shared coworking space
- Guaranteed workspace daily
- Access to shared office amenities (Wi-Fi, meeting rooms, communal areas)
- Opportunity to network with other professionals in the coworking community
- Typically more expensive than hot desks, but offers greater consistency
This option is perfect for those who want a reliable desk to work from each day while still enjoying the community and flexibility that coworking spaces provide.
Miscellaneous terms
14. Office Sharing
Definition: Office sharing refers to a situation where multiple companies or individuals share a private office space, often splitting the rent and amenities. Unlike coworking, this setup typically involves fewer tenants and a more intimate sharing arrangement.
Best for: Small businesses, startups, or freelancers looking to reduce office costs by sharing a private space with other professionals.
Key Features:
- Shared responsibility for rent and utilities
- Typically includes shared office equipment and furniture
- More private and controlled environment than coworking
- Ideal for small teams or those with compatible working habits
15. Agile Workspaces
Definition: Agile workspaces are designed to support flexible work practices. These spaces have different areas for different work modes—collaborative, quiet, or casual—allowing employees to choose their environment depending on the task.
Best for: Businesses that prioritise flexibility, creativity, and adaptability in their workplace culture.
Key Features:
- Flexible layouts with different zones for different work styles
- Encourages mobility and collaboration within the office
- Ideal for companies with flexible or hybrid work models
- Cost varies based on customisation
16. Incubator Spaces
Definition: Incubator spaces are designed for early-stage startups, offering office space alongside mentorship, networking, and resources to help businesses grow. These spaces are often part of larger innovation hubs and provide more than just office infrastructure.
Best for: Startups and entrepreneurs looking for support in growing their business.
Key Features:
- Office space plus business support services
- Access to mentorship, networking, and resources
- Often located within innovation hubs or accelerators
- Low cost, but often competitive to join
17. Pop-up Offices
Definition: A pop-up office is a temporary office setup in a non-traditional location, often used for short-term projects, events, or expansions. These spaces can be fully serviced and customisable depending on the duration and requirements of the business.
Best for: Businesses running short-term projects, testing new markets, or needing temporary workspace for events.
Key Features:
- Temporary office solutions, often in unique locations
- Flexible, short-term rentals
- Can be customised for specific needs
- Low commitment, but potentially higher per-day costs
For insight on how modular and adaptable workspace design is reshaping offices, see The Future of Workspaces: Leveraging Office Pods and Modular Architecture.
-900x506.jpg&w=3840&q=75)