The Complete Guide

Office Space Setup Guide

Wednesday January 10, 2024

Book a tour of 42workspace   Join our community  

Do you work at a coworking office space? Maybe you’re just curious about the office spaces in which coworking enthusiasts work.

Whatever your office space setup is, whether it’s a shared office space in an incubator building or your corner of Starbucks (not recommended), this guide is here to help.

Read further to learn more about must-have essentials for your workspace, office space setup ideas, facilities, and tips for maximising your office space experience.



1 Must-Haves for your Office Space

One of the most important things to remember when working in an office space is that it's not your space. You probably will have access to a desk, but there are some fundamental things you'll need to provide yourself. This is "coworking", so everything listed below can also be considered "co-owned" by the other people in your space.


First, you’ll need some way to store your belongings. A crate or bag with a lock works well for this. You can also get a filing cabinet, but those take up more room and might not fit in your space as easily as something leaner like a filing crate of some sort. In coworking spaces such as 42workspace, you can use any one of their lockers.


Your desk is your home base in an office space. So, make sure to bring a comfortable chair. Moreover, good lighting is essential in any workspace. If the office space doesn’t have good natural light to work with, seek a room with a lamp or at least a reputable desk lamp with an adjustable head.

Noise-Cancelling Headphones

Some office spaces are noisier than usual because of all the people working in one room. So, if you’re sensitive to outside noise, try investing in some noise-cancelling headphones. This way, you can tune out the distractions around you and stay productive!


Almost everyone has a device of some sort that needs to be charged regularly. Ensure you have plenty of outlets to charge everything and bring a power strip if there aren’t enough. Alternatively, you could invest in a charging station that has enough plugs for everyone in your space.


Most spaces will have wi-fi readily available, but you might want to check and make sure. If it doesn’t, be sure to bring some type of wireless internet device or a way to tether your laptop to your phone.

Pay attention to the space’s rules regarding time limits for each session. Some people like coming in early, and others like taking all day, so make sure you plan for time limits.

Office Space Amenities

Coworking spaces do not only offer a chair and a desk to do work. Sometimes, there are plenty of bonuses to be found for members.


Some office spaces have printers available for member use. Other times, you’ll need to bring your own. Be sure to check the printer rules before printing something large or expensive.


Notably, some office spaces offer food and beverages for their members. For example, the premium desk area membership provided by 42workspace provides you with access to: 

  • Automatic espresso machine
  • Quooker boiling water tap 
  • Fridge
  • Multiple cupboards filled with everything you’ll need to brew a drink or cook a meal, including plates and glasses.


Office spaces are full of other freelancers and entrepreneurs like yourself. So, don’t be awkward! Instead, take advantage of office space events and meetups to network and make friends with the people around you — don’t make the mistake of choosing an office with no community

If office spaces provide these things for their members, they might also provide office supplies. Make sure to ask about this when you’re setting up your office space membership.

2 How to personalize your Office Space?

Creating your perfect workspace is essential for building a productive routine that keeps creativity high. Of course, you need to make your office space feel like home, but don't go too overboard.

Creating your perfect workspace is essential for building a productive routine that keeps creativity high. Of course, you need to make your office space feel like home, but don’t go too overboard. 

Although you work at a shared office space, there are subtle ways in which you can transform your designated space by adding a more personal touch to it. 

First and foremost, begin by renting a private office. It will give you more freedom for your office space setup by designing your working space as you please.


Consider purchasing a whiteboard or pinboard to hang on the wall. It’s a great way to stay organised. Moreover, a whiteboard is convenient for team collaboration and brainstorming ideas. 


Perhaps some pictures of friends and family would look nice on your desk. It’s a great way to personalise your space, but don’t go overboard with it either. You can keep a small photo book or postcards under your desk too!


Think about purchasing a plant or two, and perhaps some other nature-themed décor. Many plants are perfect for boosting productivity at work. Just make sure it doesn’t clash with the existing design scheme of your coworking space! If all else fails, keep it simple and stick to the essentials.

Creating a productive office space is all about balance and prioritising. Make sure that you keep necessities such as lighting, noise, and office supplies, at the top of your list. A chair may be all you need for a comfortable office space setup, but it’s worth investing in other office equipment if it keeps you focused and productive.

In addition, personalise your desk with small items that are aesthetically pleasing. For example, some people like to hang up posters of their favourite movies or artists. 

3 Office Space Rules

As an office space member, remember that others might be using the shared tools and equipment. Of course, every coworking space has a different set of rules and regulations for its members to follow in order to ensure that it is a successful and productive workplace.

Find below some basic rules and guidelines that you should be aware of when working in a shared office space:

  1. Keep your area tidy — other people will use it too! 
  2. Respect that everyone is working on their projects — keep noise levels down. 
  3. Take responsibility for your office space setup and the equipment you use.
  4. Respect office rules and regulations, such as no smoking on-premise. 
  5. The office space setup is crucial for your office supplies and equipment, but make sure it abides by the coworking office space rules and regulations! For example, drilling the wall to hang up a whiteboard may be prohibited. In this case, you may find alternative solutions, such as buying a whiteboard with a stand.  

With these do’s and don’ts in mind, you’ll be sure to have a successful experience working out of office space. In addition, you can now feel much more confident about renting your own office or desk at one of the many shared workspaces available today.

Organise your space so that everything has its place. Having a designated area for each tool and object will give you peace of mind and prevent unnecessary clutter and distractions from getting in the way of productivity.