Landlords / Managing Agents / New entrants to the sector

Feasibility Study

Survey & Interviews | Analysis of Competition | Profitability | Sales Channel | Local Area Viability | SWOT | Operational Costs | Space Planning | Revenue & Cashflow Potential | Pricing | Market Overview

Making informed decisions

Flexible workspace is a versatile space solution sometimes referred to as shared workspaces of flexispace. Workspaces include equipment such as desks, chairs, internet/wifi, kitchen areas, cleaning and storage.

Businesses can consequently maximise the benefits of cost efficient solutions, benefiting from hot desking and mobile working. This allows staff to work from alternate locations when necessary, and employees from different companies can also share workspaces and collaborate.

Flexible workspaces are changing the landscape of traditional Serviced Office offerings. Collaboration, Community, Connections and Convenience are some of the key factors when business and individuals are looking at space offerings.

New entrants are emerging in the market offering mixtures of unique and traditional spaces to cater to the needs of the changing ways in which people work.

How we can help

We will help you understand the needs and demands of businesses; which will determine the facilities, space layout, fees and services of a flexible workspace.  Key decision areas are the product, location, market research, competition, the deal on the type of space. 

Local market review

Project Management | Scoping | Systems Review | Requirements Gathering | Resource Planning | Internal Communication | System Design | Systems Installation & Configuration | Change Management | Training | Support | Data Migration | Contingency Planning | Implementation Risks | Security | Measure Results and Outcomes 

Technology to grow your business

Many companies do not have the capacity in place to monitor and review their business systems. Although hardware and software may be functional for day to day business, support contracts associated to these may be costly and unnecessary. Staff could also be carrying out tasks that are dictated by the way in which a system works, and not in a logical and efficient way that benefits the business.

As a business, you want to exceed your clients expectations by delivering exceptional products and services. Opstech have successfully implemented business systems and technology in to companies which in turn have increased staff productivity, reduced costs and increased profitability; resulting in a positive client experience, client retention and satisfaction.

How we can help

We will conduct a review of your existing systems and available data and recommend new systems or improvements to how your data is collected, stored and used. We will work with you to help find the right technology solutions and anticipate future requirements to support your business.   

Our services will enable your business to improve operation efficiency, reduce operational costs and errors and increase the control you have over processes and operations.

Internal space planning

Pre HMRC inspection Audit | Compliance Document Pack | Risk Assessment | Tailor-made Compliance solutions | Applying Customer Diligence | Training | Strategic Advice to Senior Management | On-going guidance & support

Money laundering regulations & requirements

Flexible workspace providers must register with HMRC for supervision under anti money laundering regulations as a Trust or Company service provider where providing:

Flexible workspace providers must register with HMRC for supervision under anti money laundering regulations as a Trust or Company service provider where providing: Registered office | Business address | Accommodation | Correspondence address or mail forwarding services to business (other than sole proprietors)

HMRC will apply a charge as well as penalties for breaches and failures such as:
Customer due diligence | Risk assessment | Policies | Controls and procedures | Record keeping

We apply practical real-world logic making sure your policy both meets the Regulatory Guidance and fits with your operational culture and the type of clients you have.
Our documents are in plain English structured to fit with the way you and your team work. This ensures Compliance is achievable and takes into consideration that in the Flexible and Serviced Office Industry, every day is different, and some important tasks can get pushed and even forgotten. We ensure you meet your obligations within your Policy, without setting unrealistic targets.

How we can help

The Opstech team have over 12 years experience dealing with HMRC Money Laundering Regulations and the London Local Authorities Act.  We have held positions with some of the largest Serviced Office operators nationally as Nominated Officer's and will guide you on carrying out checks on your business and customers and what records you must keep in order to prevent money laundering. 

Budget planning

Conduct marketing analysis | identify the need of your new location/product/service | Understand and explain the market | Give you a competitive advantage | Produce a marketing plan | Determine costs | Projected income assessment

What you need to know

Whether you are looking to open a new space or launching a new product, conducting a market review is the first step in determining if there is a need or audience for your idea. Knowing the market's needs and how it is currently serviced provides you with key information that is essential in developing your product/service and marketing plan.

Not all workspaces are or need to be the same and we take you though options to fit your budget and building making sure it all balances.

How we can help

We will conduct a detailed market review and assess and plan your budget.

Program & implentation

Sales:

Sales Management Processes | Opportunity Pipeline Stages | Accept & Reject enquiries | Manage duplicates and overturns | Template email responses | Dashboards | Reporting

Service:

Email to Case creation | Track customer requests and issues | Auto assign to teams and individuals | Escalation process by type | Dashboards | Reporting

Additional Options:

LeadDADI plugin | Website Integration | Companies House plug in | Power BI Reporting

Specialists in CRM for flexible workspaces

CRM stands for Customer Relationship Management and is a data driven software solution that improve, track and monitor how your business interacts with it potential and existing customers. Designed to track sales leads, convert to opportunities, market to prospective and existing customers, manage and track customer service levels and deliver actionable data.

Microsoft Dynamics has a suite of services that encompass sales, service and marketing. In one place, customers are able to effectively manage their relationships with prospects, clients and ex-clients. This in turn, enables staff to use intelligent processes to drive business results.

How we can help

We have developed a sales workflow for flexible workspace management that can be customised and tailored to your business. Our out of the box solution includes Sales Flow Process for Leads and Opportunities, Dashboards, Reports, Customer Service Case management, a Leadadi and Companies plug in as well as other system integrations.

We have customised Dynamics to create fields forms and views relevant to flexible workspaces. Within these elements there are still some options for your own customisations, such as auto assigning leads by location, accepting and rejecting leads with brokers. Once we understand your business processes, we can develop further workflows and customisation for you.

Existing Space Providers

Business Systems

London Local Authorities Act | Registering with the Council | Anti-Money Laundering Requirements | Training | Documentation

Know your customer due diligence

Flexible workspaces are required to follow Know Your Customer (KYC) processes in order to provide certain services. KYC is the process for verifying the identity of clients and assessing potential risks of illegal intentions for the business relationship. Essentially, you should know who you are doing business with.

The on-boarding of a client and welcoming them in to your business should be seamless and efficient. This process should include due diligence to ensure the fraud and compliance risks are assessed and recorded.

How we can help

We will explain your obligations for HMRC and the LLA for Money Laundering. We will review your risk exposure and prepare your Policy and provide you with documents to help you manage the procedures you set out in your business, providing full training at all levels in the business.

Wifi Managment

Infrastructure | Space Planning | Telephony | Furniture | Operations | Technology

Everything from coffee to comms rooms

Once you have found a space for you flexible workspace, you need to make it a space that people want to work at and tell everyone about.

This space itself—the way it is constructed and designed—is integral to the work your employees do each day.

Your space should be beautiful, practical and flexible. Getting the layout right is essential and having the flexibility to adapt to clients needs is crucial.

You want to find a space you can work with, not against, in the most cost-effective way possible.

How we can help

At Opstech Services, we will advise you on everything from selecting the right coffee machine to space planning the comms room. We will enable and empower you to get your space ready for business.

Visitor Management

Inventory Management | Licence Agreements | Customer Relationship Management | Meeting Room Bookings | Billing and Invoicing | Memberships | Business Analytics and Reporting | Space and Resource Management

Manage your bussines

The flexible workspace sector is getting busier, the information and tools you have to manage your clients and your business will help you stand out.

Implementing the right solutions to manage your business, will help support, improve and automate business processes.

How we can help

The flexible workspace sector is getting busier, the information and tools you have to manage your clients and your business will help you stand out.

Meeting Rooms

Conduct an audit to identify the data you hold, use, who has access to it and how it is processed | Review Marketing methods to ensure they comply with regulations

General data protection regulations

The General Data Protection Regulation (GDPR) came into effect on the 25th of May 2018. As a business it is your duty to inform users of how their data will be stored and used and applied consent is no longer adequate.

It is essential for employers to ensure that all staff are aware of the regulation. It is your responsibly to ensure staff are trained and familiarise them with all relevant policies and procedures.

How we can help

We can help you ensure your systems and processes are GDPR compliant by ensuring staff fully understand the regulations and penalties for non-compliance. In the flexible workspace sector, this specially relates to all persons making enquires about or using your products and services.

Revenue & Reporting

Conduct an audit to identify the data you hold, use, who has access to it and how it is processed | Review Marketing methods to ensure they comply with regulations

General data protection regulations

The General Data Protection Regulation (GDPR) came into effect on the 25th of May 2018. As a business it is your duty to inform users of how their data will be stored and used and applied consent is no longer adequate.

It is essential for employers to ensure that all staff are aware of the regulation. It is your responsibly to ensure staff are trained and familiarise them with all relevant policies and procedures.

How we can help

We can help you ensure your systems and processes are GDPR compliant by ensuring staff fully understand the regulations and penalties for non-compliance. In the flexible workspace sector, this specially relates to all persons making enquires about or using your products and services.

Compliance (MLR & GDPR)

Conduct an audit to identify the data you hold, use, who has access to it and how it is processed | Review Marketing methods to ensure they comply with regulations

General data protection regulations

The General Data Protection Regulation (GDPR) came into effect on the 25th of May 2018. As a business it is your duty to inform users of how their data will be stored and used and applied consent is no longer adequate.

It is essential for employers to ensure that all staff are aware of the regulation. It is your responsibly to ensure staff are trained and familiarise them with all relevant policies and procedures.

How we can help

We can help you ensure your systems and processes are GDPR compliant by ensuring staff fully understand the regulations and penalties for non-compliance. In the flexible workspace sector, this specially relates to all persons making enquires about or using your products and services.

Technology Providers

Solution Design

Conduct an audit to identify the data you hold, use, who has access to it and how it is processed | Review Marketing methods to ensure they comply with regulations

General data protection regulations

The General Data Protection Regulation (GDPR) came into effect on the 25th of May 2018. As a business it is your duty to inform users of how their data will be stored and used and applied consent is no longer adequate.

It is essential for employers to ensure that all staff are aware of the regulation. It is your responsibly to ensure staff are trained and familiarise them with all relevant policies and procedures.

How we can help

We can help you ensure your systems and processes are GDPR compliant by ensuring staff fully understand the regulations and penalties for non-compliance. In the flexible workspace sector, this specially relates to all persons making enquires about or using your products and services.

Usability

Conduct an audit to identify the data you hold, use, who has access to it and how it is processed | Review Marketing methods to ensure they comply with regulations

General data protection regulations

The General Data Protection Regulation (GDPR) came into effect on the 25th of May 2018. As a business it is your duty to inform users of how their data will be stored and used and applied consent is no longer adequate.

It is essential for employers to ensure that all staff are aware of the regulation. It is your responsibly to ensure staff are trained and familiarise them with all relevant policies and procedures.

How we can help

We can help you ensure your systems and processes are GDPR compliant by ensuring staff fully understand the regulations and penalties for non-compliance. In the flexible workspace sector, this specially relates to all persons making enquires about or using your products and services.

Connected systems

Conduct an audit to identify the data you hold, use, who has access to it and how it is processed | Review Marketing methods to ensure they comply with regulations

General data protection regulations

The General Data Protection Regulation (GDPR) came into effect on the 25th of May 2018. As a business it is your duty to inform users of how their data will be stored and used and applied consent is no longer adequate.

It is essential for employers to ensure that all staff are aware of the regulation. It is your responsibly to ensure staff are trained and familiarise them with all relevant policies and procedures.

How we can help

We can help you ensure your systems and processes are GDPR compliant by ensuring staff fully understand the regulations and penalties for non-compliance. In the flexible workspace sector, this specially relates to all persons making enquires about or using your products and services.

Reporting

Conduct an audit to identify the data you hold, use, who has access to it and how it is processed | Review Marketing methods to ensure they comply with regulations

General data protection regulations

The General Data Protection Regulation (GDPR) came into effect on the 25th of May 2018. As a business it is your duty to inform users of how their data will be stored and used and applied consent is no longer adequate.

It is essential for employers to ensure that all staff are aware of the regulation. It is your responsibly to ensure staff are trained and familiarise them with all relevant policies and procedures.

How we can help

We can help you ensure your systems and processes are GDPR compliant by ensuring staff fully understand the regulations and penalties for non-compliance. In the flexible workspace sector, this specially relates to all persons making enquires about or using your products and services.