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Dubai: When you first started your business, were you worried about the cost of renting out your entire office? For many new entrepreneurs in the UAE, a business center can be a good place to start until you have the funds to rent your own brick-and-mortar office space.
Business centres in the UAE rent out workspace to clients, which not only provides them with a workspace but also ensures that they can present the lease agreement when applying for services such as bank loans.
However, there are two ways for a business center to provide work space for clients – flexible desks and fixed desks. You can rent any of these desks under a lease contract with the business.
So, if you are a new business in the UAE with a tight budget and no physical office space, then you need to know how to set up a desk space with a business center.
What is the difference between a flexible desk and a fixed desk?
Ghaith Al Daker, General Manager of Free Zone DUQE Free Zone, which started operations in Dubai earlier this year, explained that you can find flexible desk and fixed desk options in business centres in the UAE. However, startups prefer flexible desk space due to price.
He said: “A flexible desk is a co-working space granted to clients for a limited time each week. A flexible desk is not associated with any particular client, but can be used by multiple clients at different times. Aside from the price, it is usually Part of the basic start-up package that customers lease when they go about their business. It is also known as a hot desk, smart desk, or shared desk.”
On the other hand, fixed desk space belongs entirely to the client and is not shared with anyone else.
“A fixed desk is a dedicated desk granted to a client on a more exclusive basis, dedicated to only one client and therefore not shared. Depending on the business center, dedicated desks are usually located in shared offices or more private open areas in the business center ,” said Al Daker.
With a fixed desk, business owners can not only print the company name on the desk, but also set up their own resources such as computers, phones or stationery.
Flexible desks are co-working spaces granted to clients on a weekly basis for a limited period. Flexible desks are not associated with any specific client, but can be used by multiple clients at different times.
– Ghaith Al Daker, General Manager, DUQE Free Zone
Is a flexible desk right for my business?
“Flexi desks fulfill the legal requirement for businesses to have a physical address. This also means including related services such as telephony, internet access and reception,” said Mohamed Montasser, Director of Operations at Global Link Corporate Services Provider.
However, before choosing a flexible desk, you must first analyze whether it is right for your business.
Montasser provides a checklist for you to consider if a flexible desk meets your company’s requirements:
• The company is relatively new in the UAE and needs a physical address to get started
• Owners and workers need access to basic business facilities such as electricity and water.
• You are looking for a suitable location and you are trying to get a permanent office space.
• You and your employees enjoy working in a shared environment, which provides networking opportunities with other professionals from similar fields.
How do I set up a flexible desk?
Before you decide to buy a flexible desk for your business, you should consider several factors.
1. Location
One of the most critical factors for UAE businesses is choosing the right location. According to Montasser, while setting up a flexible desk in a free zone is affordable, it’s also important to choose the right free zone for your business.
“The cheapest way to create a physical address for a new company is to use a flexible desk. However, don’t underestimate the value of that location,” says Montasser.
Another reason why location is a key factor is that flexible desks should be in the same area as companies register, he added. So, if the business license is issued in Dubai, then the flexible office space should also be in Dubai.
The cheapest way to create a physical address for a new company is to use a flexible desk. However, don’t underestimate the value of this location.
– Mohamed Montasser, Director of Operations, Global Link Corporate Services Provider
2. Contract
If you want to provide your office with more facilities, you need to read the contract fine print.
“Before using a flexible desk, it’s usually best to have a basic understanding of the contracts and details you’ve signed. For example, some contracts may include restrictions on the days or times the tenant can use the facilities,” says Montasser.
Some businesses may also combine different flexible desk options, depending on contract and facilities. For example, some businesses use flexible workstations in free zones, while mainland China only uses the location and mail handling services provided by flexible desks in business centers. You can make better financial decisions if you pay attention to what’s in your contract.
3. Facilities and Fees
The cost of a flexible desk can vary between a business center and free zone. How much you pay depends on the facilities you have access to, such as the size of desk space, IT and hospitality services.
Documents required to set up a flexible desk
Whether you choose a flexible office space in the Continental Business Center or a free zone workspace, you will need the following documents for your business:
• Copy of your passport, visa page and Emirates ID
• Copy of business license (applicant and all shareholders)
• Business plan summary
• Notarized birth certificate
Pros and cons of flexible desks
New businesses or start-ups may find flexible desks an inexpensive alternative to brick-and-mortar office space, especially if they don’t have the funds to rent and pay for facilities such as internet, hospitality, security and maintenance.
However, a flexible desk may not provide a long-term solution for your business.
Here’s a breakdown of the pros and cons of flexible desks, according to experts who spoke to Gulf News:
advantage:
• cost effective
• If your business expands, you will need more desks or rooms. By upgrading your rental contract, you can easily do this with a flexible desk.
• Build networking opportunities and collaborations with freelancers and experts in your field.
• Flexibility of working hours
shortcoming:
• A flexible desk may not be enough to apply for a business bank account in the UAE.
• Your personal space may be limited because you will be using or sharing a table or room with others.
• Businesses without physical address and space cannot apply for UAE residence visa.
Are flexible desks affordable?
“This may vary depending on the location of the business center and the value-added services offered by the flexible desk, such as the amenities and services provided by the business center. From a price point, this may vary Up to Dh16,000 to Dh4,000 per year‘ said Aldak.
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