5 Reasons Why More Businesses Choose Coworking Spaces

Coworking spaces, shared offices, hot desk solutions continue to gain popularity with more established businesses in sub-Saharan Africa reshaping how many view scalability and prudent resource management in changing economies. Once a reserve for start-ups and remote workers, the coworking office space has come to be dominated by major industry players with more and more multi-nationals seeking out the flexibility of short-term leases, affordable rates and existing networks of professionals, partners and suppliers that rove within that particular eco-system.

Here are 5 basic processes and their associated timelines that explain why the conventional office set-up may be on the way out for most businesses and why you should consider staying in a coworking space if you’re already in one.

Setting up a business in a traditional or conventional office can often feel like a marathon before operations even begin. Unlike flexible solutions such as serviced or coworking spaces, the process of establishing a conventional office setup typically involves multiple stages—each with its own costs, time requirements, and bureaucratic hurdles. Below is a breakdown of the major steps involved, their potential timelines, challenges, and sources.

---

1. Identifying a Suitable Location (2–6 weeks)

What happens in this phase:

• Surveying possible buildings/offices

• Checking rents, accessibility, safety, amenities, neighbourhood

• Considering branding/image, client‐proximity, transport links

Challenges:

• Few buildings may meet all criteria

• Upfront visits & inspections may reveal hidden issues (utilities, condition)

Timeline:

• Typically 2-6 weeks, depending on market availability and how precise your requirements are.

Source for context:

• According to LoopNet, for a business seeking say 2,500 sq ft in a “move-in ready” suite, identifying a good location and executing lease may take 3-6 months; larger requirements (complex renovations etc.) stretch this timeline to 6-24 months. LoopNet

• Contrast this to a coworking space which may have multiple branches in the same city, different countries or multiple continents thereby allowing you free access to multiple locations through your membership

---

2. Lease Negotiations and Signing (3–8 weeks)

What happens:

• Negotiating base rent, service charges, deposit, lease duration

• Inclusion of escalation clauses, maintenance/repair responsibilities

• Legal review of lease documents, landlord/tenant rights

Challenges:

• Back-and-forth negotiations over terms

• Legal reviews (lawyers, stakeholders) introduce delays

• Lack of clarity in proposals/contracts may necessitate revisions

Timeline:

• Approx. 3-8 weeks, though this can stretch longer if many parties are involved or the lease is complex.

Relevant sources / quotes:

• From Some Key Considerations in Negotiating a Commercial Lease by Sheehan:

  “Payment obligations under the lease tend to draw the most attention … the base rent … usually has some measure of escalation during the term.” sheehan.com

• Also LoopNet similarly notes that the request for proposals, test-fits and negotiation phases can take 1-3 months for many tenants. LoopNet

---

3. Permits, Approvals, and Compliance (2–6 weeks; sometimes longer in Kenya)

What happens:

• Submitting architectural/structural plans

• Obtaining change of use or zoning permissions

• Acquiring health, fire, safety, environmental approvals

• Getting building permits, occupation certificates

Challenges:

• Multiple agencies may need to approve (e.g. County Planning, NEMA, National Construction Authority in Kenya)

• Incomplete or improperly prepared documents delay approval

• Delays can also occur due to workload, public participation (in case of environmental approvals), or appeals

Timeline:

• For simpler permits, 2-6 weeks is realistic

• In Kenya, certain approvals can take longer; e.g., Step-by-Step Guide on How to Get a Building Construction Permit in Kenya suggests:

  • Approval of structural plans: ~10 days derricksteven.com

  • Architectural plans approval: up to 45 days derricksteven.com

  • NEMA approvals (commercial projects): ~5 days registration, with more complex or “high risk” cases taking up to 30 days or more derricksteven.com+2BuyRentKenya+2

• Also, eProcedures Kenya / Nairobi Plan Services Portal shows that the full process for a construction permit in Nairobi (architectural + structural plans) can take 32-57 days in total waiting times and queue times included. eprocedures.investkenya.go.ke

• Consider that coworking spaces are typically already compliant with a majority of permits and approvals thereby saving you the many weeks required. Exceptions do exist however depending on the nature of your business, but these require considerably less time and energy to fulfil than if you were pursuing a conventional set-up.

---

4. Fit-Outs, Renovations, and Furnishing (6–16 weeks)

What happens:

• Installing partitions, ceilings, lighting, electrical & IT cabling

• HVAC, plumbing works

• Painting, finishes, furniture procurement & installation

• Branding / signage, interior design details

Challenges:

• Variability in contractor availability

• Material delivery delays

• Inspections / compliance at various stages

• Coordination among multiple vendors

Timeline:

• Usually 6-16 weeks, depending on the scale and complexity.

References / Context:

• LoopNet’s model expects that large renovations/custom build-outs add significantly to the timeline. For instance, a large tenant requiring custom renovation may need the full 6-24 months window (identification + negotiation + fit-out). LoopNet 

• While coworking spaces (private office packages) come already fitted out, you  may require a few adjustments based on your nature of business or team dynamics. These may include partitions or additional outlets/light fixtures/security biometrics. The typical timeframe for most coworking spaces is a few days to a few weeks.

---

5. IT Infrastructure and Equipment Setup (2–4 weeks)

What happens:

• Setting up internet, network cabling, phone systems

• Security systems (CCTV, access control)

• Procuring desks, chairs, printers, servers etc.

• Testing and commissioning

Challenges:

• Dependent on vendor lead times

• Delay in coordination with renovations

• Utility provider delays (e.g. power, telecom)

Timeline:

• 2-4 weeks, often overlapping with latter stages of renovation.

---

Bonus Item. Recruitment and Operational Preparations (2–6 weeks)

What happens:

• Hiring staff (if needed), putting in place HR systems

• Training, setting up policies, payroll, benefits

• Ordering office supplies, stationery, small equipment

• Setting up safety, administrative systems

Challenges:

• Labor market availability

• Considering relocation/recruitment timelines

• Administrative setup (e.g. business registration if new, tax registration etc.)

Timeline:

• Typically 2-6 weeks, overlapping with final fit-out / furnishing.

---

Total Estimated Timeline: 4–8 Months (or more in complex cases)

Putting all these together:

LoopNet provides context:

“Depending on the number of employees you need to accommodate … the process … generally takes between six and 24 months.” LoopNet

In Kenya, per Building Approval Procedure Kenya (Patrick Mwangi), the full process can take up to 6 months, “and honestly as a fellow Kenyan you would want to wait that long.” LinkedIn

---

Additional Local (Kenyan) Regulatory / Legal References

• Kenya’s National Building Code 2024 (Legal Notice No. 47) sets out requirements for siting, space about buildings, access, materials, structural design etc., which all must be complied with during both design and approval phases. Kenya Law

• The Umbala Creations guide notes that in Kenya, construction county permits are valid for 2-5 years, depending on the county. Umbala Creations

• BuyRentKenya reports that many building permit related costs are broken down, and that structural/architectural approvals follow sequential processes involving detailed drawing submissions, stamping, and inspections. BuyRentKenya

---

Conclusion

While a conventional office offers prestige and long-term stability, the setup process can be long, tedious, and resource-heavy. Timelines can vary widely depending on location, regulatory environment, complexity of fit-outs, and negotiation speed. In Kenya and indeed most sub-saharan regions, the process often is extended by requirements for detailed approvals (architectural, structural, environmental), potential delays at county level, and inspection schedules.

Contrasted to a typical 7 minutes to 1 day to set-up in a typical coworking space such as Nairobi Garage in Kenya and it is no wonder that the option is attracting more businesses both within Africa and beyond.