Running the business · Guide

Setting up an office: space, furniture and equipment

Moving out of the spare room is a big step. The right space can lift productivity and impress clients; the wrong lease can tie you to costs for years. This guide compares coworking, serviced offices and leasing, covers what to check before you sign, and how to set up a safe, practical workspace.

G’DAY BUSINESS
Last reviewed · 7 min read
A man working at a desk in a small office
Photo by Austin Distel on Unsplash

In short

  • Write down what you actually need - location, size, budget, facilities and how long you'll stay - before you look at any space.
  • Coworking and serviced offices let you test a location with little upfront cost; a lease gives more control but locks you in.
  • Read every lease in full and get legal advice before signing. Check the term, rent reviews, outgoings, make-good and exit options.
  • Check zoning and permits with your council before you commit.
  • Set up workstations properly from day one - screen height, chair, lighting and cables - to avoid injuries.

Start with your needs, not the listings

business.gov.au suggests writing a list of needs before you search, and sorting them into essential and desirable. Cover:

  • Location: close to customers, staff, public transport, parking or suppliers?
  • Size and layout: desks, meeting space, storage, a quiet room for calls?
  • Cost: what you can afford each month for rent, utilities and internet, plus the up-front cost of any fit-out.
  • Facilities: fast internet, kitchen, bathrooms, accessibility, after-hours access, security.
  • Compliance: is the area zoned for your type of business, and can you get any permits you need?
  • Growth: room to expand, or flexibility to move?
  • Image: will clients visit? Does the space need to impress, or just work?

A clear list stops you being swayed by a stylish space that doesn’t suit how you work.

Your options compared

Option What it is Good for Watch out for
Home office A dedicated space at home Solo operators, low budgets Boundaries, clients visiting, council rules
Virtual office A business address, mail handling and sometimes phone answering A professional address without a desk Not a workspace; check what’s included
Coworking (hot desk) Any free desk in a shared space, by the day or month Freelancers, start-ups, people who need to get out of the house Noise, availability, storing your gear
Coworking (dedicated desk) Your own desk in a shared space Small teams who want community and flexibility Less privacy for calls and confidential work
Serviced or private office A furnished, lockable office in a managed building, often monthly Growing teams that want privacy without a long lease Higher price per desk; extras for meeting rooms and printing
Leased office Your own premises under a commercial lease, usually several years Established businesses with stable needs Long commitment, fit-out costs, outgoings, make-good

business.gov.au’s advice is to try the simplest space that works first, for example a coworking space or virtual office for a professional service, and refine your business before committing to something more expensive.

Coworking: what you get

Coworking spaces sell more than desks. Most offer a mix of:

  • Flexible memberships, from a day pass or a few days a month to a dedicated desk or a private office, usually with short notice periods.
  • Shared common areas: lounges, quiet zones, phone booths and break-out spaces you can use as a member.
  • Kitchens and catering facilities, often with coffee, and catering you can arrange for meetings and events.
  • Boardrooms and meeting rooms you can book by the hour, with screens and video-call equipment. Memberships often include some hours or credits.
  • A business address. Many spaces let you use their address for your business, for mail and on your website, often as an add-on or virtual office membership for an extra fee.
  • Events and community: talks, workshops, networking and introductions to other members. See Networking and referrals.
  • The basics handled: internet, printing, cleaning, reception and after-hours access, depending on the plan.

Examples

  • Spacecubed runs coworking spaces in the Perth CBD (FLUX, Riff and Fern) and the Western Sydney Startup Hub in Parramatta, with hot desks, dedicated desks, private offices, meeting and event spaces, and startup programs. We first wrote about it in 2014, when it was a single open-plan space on St Georges Terrace.
  • Spaces has coworking centres in cities and suburbs across Australia, with coworking, private offices, meeting rooms and virtual office services.
  • WeWork has coworking spaces in Sydney, Melbourne, Brisbane and Perth, with day passes, coworking memberships, dedicated desks, private offices and meeting rooms.
  • Independent and local spaces run by local operators, councils, universities and industry groups are common in suburbs and regional towns. Search for “coworking” plus your suburb or town.

These are examples, not recommendations. Compare a few spaces near you.

Choosing a space

  • Visit before you join. Most spaces offer a tour or a trial day. Go at the time you’d normally work, to see how busy and noisy it is.
  • Start small and upgrade. Begin with a flexible membership and move to a dedicated desk or office if you need it.
  • Ask what’s included: meeting room hours, printing, mail handling, storage, guest rules, access hours, internet speed and security, and whether you can use the address for your business and what that costs.
  • Check the terms: minimum term, notice period and what happens to fees over time.

Before you sign a lease

A commercial lease is one of the biggest contracts a small business signs. Read the whole document, and get advice from a lawyer who handles leases before you sign. Points to understand:

  • Term and options: how long you’re committed, and whether you have the option to renew.
  • Rent and reviews: how and when rent increases (a fixed percentage, CPI or market review).
  • Outgoings: whether you pay a share of rates, building insurance, cleaning, maintenance and management.
  • Bond or bank guarantee, and any personal guarantee. See Business credit cards, credit scores and managing debt.
  • Permitted use: make sure it covers everything you’ll do there.
  • Fit-out: who pays, what approvals are needed, and whether there’s a rent-free period or fit-out contribution.
  • Make-good: what you must do to return the premises at the end. This can be expensive.
  • Assignment and subletting: can you transfer the lease if you sell the business or need to move?
  • Repairs and maintenance: who fixes what.

Retail premises are often covered by state or territory retail leasing laws, which add protections such as disclosure statements. Your state’s small business commissioner can explain the rules and help with lease disputes. See Contracts and legal basics.

Check with council that the premises are zoned for your use and whether you need approvals for signs, changes to the building or extra parking.

Furniture: set up for comfort and safety

You have work health and safety duties to anyone working in your business, and a well-set-up workstation prevents many common injuries. Safe Work Australia’s workstation guidance covers:

  • Chair: adjustable, supporting the lower back, with feet flat on the floor or a footrest.
  • Screen: top of the screen at or just below eye level, about an arm’s length away. Laptop users need a stand plus a separate keyboard and mouse.
  • Desk: stable, with enough space for the tasks. Sit-stand desks let people change position during the day.
  • Lighting: enough for the task, without glare on screens.
  • Layout: clear walkways, cables tidied away, no overloaded power boards.

Buy adjustable furniture where you can, so it suits everyone who uses it. Second-hand office furniture from businesses that are moving or closing can be good value. Check chairs adjust properly and nothing is damaged. See Workplace health and safety.

Equipment and technology

  • Internet: check what connection is available at the address before you sign, and have a backup (such as a mobile hotspot).
  • Computers and screens: a second monitor is one of the cheapest productivity upgrades.
  • Phones: see Business phone systems and VoIP.
  • Printing and scanning: many small offices now manage with one shared multifunction printer.
  • Meeting equipment: a decent camera, microphone and speaker for video calls. See Video calls and remote meetings.
  • Security: locks, an alarm, and secure Wi-Fi with a separate guest network. See Cyber security and backups.
  • Safety basics: first aid kit, fire extinguisher and emergency exit plan, as required for your premises.

Leasing equipment spreads the cost but usually costs more overall. Compare the total cost, and ask your accountant how each option suits your situation.

A move-in checklist

  • Lease or membership agreement signed after advice
  • Council approvals confirmed
  • Internet and phone connected and tested
  • Furniture set up and adjusted for each person
  • Keys, access cards and alarm codes issued
  • Insurer told about the new premises (check what’s covered)
  • Business address updated with ASIC, the ABR, your bank, website, Google Business Profile and invoices
  • Emergency procedures and first aid kit in place
  • Mail redirected