Hybrid work encourages companies to review their occupancy rates - How a Helsinki-based digital marketing agency saves €3000 a month

Mediashake employees are enjoying their new premises in the heart of Helsinki. Tuuli Latva-Teikari and Joonas Rotko. @Miia Nykänen

Hybrid work, combined with the volatile market situation, is causing companies to rethink their office space needs. Mediashake, a digital marketing agency based in Helsinki, moved from 200 square metres to an office hotel with 39 square metres and shared office space.In addition to annual savings of €36 000, the company has a more central location and a more modern office.

Mediashake, a specialist in digital advertising and analytics, used to be based in Kampi, Helsinki. The company, which employs 20 people, started to pay attention to the occupancy rate of its 200-square-metre premises when the old lease was coming to an end.

"Our aim is to grow, but in this market situation, predictability is poor. Therefore, traditional two to three year leases seemed too binding. At first, I didn't even consider office hotels, as my perception of them matched the needs of a smaller company. In the end, I realised that it was the best and most scalable option for us," says Matti Hirvonen, CEO of Mediashake.

Mediashake found a rental space in Boffice, near the railway station, and chose a 39 square metre office with eight workstations. The space can be decorated and painted to match the company's corporate identity. The lease also includes the use of meeting rooms and common areas such as 10 additional workstations, a kitchen, showers and toilets.

The reduction in space requirements is due to the change in hybrid work brought about by the corona. Whereas before teleworking averaged one day a week, some workers may now work mainly remotely. Mediashake's employees are in the office between five and seven times a day, so there is always enough space. The availability of workstations can be checked via the digital Spacent workspace reservation system.

"In the beginning, we were wondering how we were going to get enough space. This was not a concern, as in addition to our own space, the team is divided into common meeting rooms and shared facilities, which are included in the monthly rent. This means that the cost of space is always predictable. The best thing about this is that we have a nicer space in a more central location and employees are even more enthusiastic about visiting the office more often than before."

- Matti Hirvonen,
Mediashake CEO

The office hotel concept saves Mediashake EUR 36 000 per year and brings with it convenience, as everyday life runs smoothly; dishware, coffee supplies and toilet paper are always at hand. Should the company's operations change, it would be easy to increase or decrease the need for space - and the contract is only binding for two months at a time. It's also easy to open offices in new cities if necessary.

"I encourage other businesses to consider what their real needs and occupancy rates are for their own space. How many workstations do they need and what is the scalability? I believe that fluctuating occupancy rates are a universal situation and if space is sized to the maximum need, there will inevitably be wastage and unnecessary costs."

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