Freelancers, self-employed individuals, and companies with small teams in Berlin may quickly find themselves wondering how to find office space. Berlin is booming, but commercial space on the market is expensive and in high demand. Especially in central locations like Berlin-Mitte, having your own office space is costly.
A shared office space is a popular solution to the problem described above. But what legal considerations need to be taken into account, for whom is this concept worthwhile, and what alternatives does the Berlin market offer? This guide provides you with important information and helps you learn more about the pros and cons. It also shows you how to find the right workspace.
1. What is a shared office space? (How does it differ from a business center and a coworking space?)
Before delving deeper into the topic, we should first define the term “shared office space.” This is because coworking spaces, business centers, and shared office spaces are often confused with one another. There are significant differences between them, both organizationally and legally.
- The Shared Office Space: Several independent business owners, small teams, or freelancers join together in a shared office space and rent a common office area for professional use. The goal is to share fixed costs and the existing infrastructure. The group is self-managed.
- Business Center: Business centers are highly professional providers that rent out office space and usually also offer conference rooms. In addition, tenants benefit from many other services, such as professional reception and mail services. Customers are spared the hassle of coordination and administration, as the business center handles all administrative tasks.
- Coworking Space: This highly flexible model allows for the use of workspaces—either on a daily or monthly basis—in open-concept and typically large rooms. Networking and community are at the heart of this concept. The coworking provider supplies the infrastructure and handles nearly all organizational tasks, but there is no privacy for companies or self-employed individuals.
2. Shared Office Space: An Overview of the Pros and Cons
To decide for or against a Shared Office Space in Berlin To be able to make a decision, you should be aware of the pros and cons:
| Advantages of a Shared Office Space | Disadvantages & Risks |
|---|---|
| Huge cost savings: Fixed costs for rent, electricity, internet, and equipment are divided on a per-person basis. | Liability Risk: Depending on the contract model, you may be liable for other members' rent arrears. |
| Professional Infrastructure: Access to meeting rooms, a kitchen, and high-quality printers—things you’d hardly be able to afford on your own. | Coordination effort: You'll need to take care of administrative tasks (cleaning, shopping, bills) on your own. |
| Network & Synergies: Quick professional consultation and potential project recommendations right in-house. | Potential for conflict: Different ideas about cleanliness, noise levels, or the use of common areas. |
| Prestigious address: Enables, for example, an affordable Shared Office Space in Berlin Mitte. | Less flexibility: Termination is often subject to the notice periods specified in the main lease agreement. |
3. When can a shared office space be a good idea?
Shared office spaces are more than just practical arrangements designed to keep rent costs down. When three key factors come together, a shared office space is particularly worthwhile:
Cost Sharing and High Effectiveness
Especially during the early stages of a startup or for self-employed individuals, the focus is on the budget. Having your own office in Berlin can consume a significant portion of your capital. By joining a shared office space in Berlin, you can monthly fixed costs can be significantly reduced. This does not mean you have to sacrifice a professional environment.
Synergies and Professional Exchange Through Networking
Bringing together different companies—and thus different industries—can create real added value. For example, in shared office spaces, copywriters, designers, and AI experts come together, allowing them to exchange expertise and develop joint projects without competition.
Substitution Options and Collegiality
Anyone who works exclusively from home is familiar with the problem of how difficult it is to quickly find a replacement when on vacation or sick. A shared office space could provide a replacement on short notice in such cases. This applies to tasks such as receiving mail or greeting customers. In addition, shared office spaces often foster a sense of community and lead to pleasant conversations by the coffee machine.
4. What types of shared office spaces can you typically expect to find in Berlin?
Berlin is home to a wide variety of companies from diverse industries. As a result, Berlin’s shared office spaces are equally diverse. If you’re looking to set up a shared office space, you’ll mainly encounter the following professional groups in Berlin:
- Coaches and management consulting firms: This professional group typically requires seminar and meeting rooms for clients. A professional and quiet atmosphere is often of great importance to this professional group.
- Notaries, tax advisors, and attorneys: A shared office space comprising professionals from these fields constitutes a classic „law firm partnership." Key considerations here typically include compliance with data protection and confidentiality requirements, discretion, and a professional reception area. Many such partnerships employ shared secretarial staff.
- Therapists and medical professionals: Group practices consist of psychotherapists or physicians who share office space and patient reception areas. Financially, however, most practices operate independently of one another.
- Tech and Creative Startups: Designers, agencies, programmers, editors, and journalists alike enjoy leveraging the creative synergies offered by shared office spaces. These spaces often feature a relaxed atmosphere and encourage interaction, and the locations are frequently chosen in Berlin’s historic buildings or spaces with an industrial aesthetic.
5. What types of contracts are available when setting up a shared office space?
The most important consideration for you when setting up a shared office is the legal framework. There are three common contract models you should be familiar with:
The Classic: The Sublease Agreement
Companies or individuals can rent office space as the primary tenant and then partner with other individuals or companies. Separate sublease agreements are signed, creating a shared office space.
- Advantage: The primary tenant has maximum control; the subtenants benefit from ease of use.
- Disadvantage: The financial risk is borne solely by the primary tenant. If a subtenant fails to make a payment, the primary tenant is liable. The primary tenant must cover the costs of vacant units. In addition, the owner’s permission is almost always required for subletting.
Joint Lease Agreement
A master lease agreement is signed by all members of the shared office space. All signatories to the agreement are therefore tenants with equal rights.
- Advantage: There is equality, and no member is dependent on the goodwill of another.
- Disadvantage: In addition to equal rights, there is also what is known as „joint and several liability." For example, if one member is unable to pay the rent, the other tenants may be required to cover the shortfall. Furthermore, moving in and out can be legally complicated, as any change to the lease must be approved by the landlord.
The Civil Law Partnership (GbR)
Under this contractual model, the members form a partnership that leases the office or shared office space as the tenant. The so-called internal relationship within the shared office arrangement is precisely regulated in the GbR partnership agreement.
- Advantage: There is a clear legal distinction as well as clearly defined structures regarding the allocation of costs.
- Disadvantage: The bureaucratic burden involved in starting a business is high.
6. What needs to be covered in the contract?
Regardless of which model you ultimately choose, a well-drafted contract is a must. Avoid frustration and legal disputes by drafting a usage agreement or a GbR agreement in writing—or having one drafted for you. These points must be addressed in the contract:
- Cost Allocation: How are rent and the costs for heating, electricity, cleaning, and internet divided? Is the cost allocated based on the square meters of each room, or is it divided on a per-person basis?
- Use of the Rooms: Who has exclusive use of which rooms? How are common areas, such as conference rooms and kitchens, coordinated?
- Inventory and Equipment: For example, who can be held liable for damage to shared equipment, such as coffee makers and copiers? How are consumables billed?
- Termination Policy: How are the notice periods structured? What happens when a member leaves? Can the remaining members of the community appoint a successor, or may the departing member propose a successor?
7. The Business Center—the Ideal Alternative to a Shared Office Space
You've now learned about the pros and cons of a shared office space. But does the coordination effort seem too much to you? Are you wondering who takes care of broken equipment, arranges for the cleaning service, and buys coffee beans?
Although shared office spaces in Berlin offer many advantages, many self-employed individuals and growing teams are put off by the immense Coordination Effort. Who will take care of the broken router? Who will buy coffee beans? Who will arrange for a new cleaning person if the current one quits?
A business center could be the perfect alternative for you, because there you’ll benefit from a turnkey solution. You’ll get a private and already Fully equipped office in Berlin-Mitte. At a business center, you'll find a professional infrastructure and can focus on your core business, because the business center takes care of everything.
Reduce Stress by Renting Office Space in a Business Center:
- Administrative tasks are handled: Cleaning, equipment repairs, utilities, and the IT infrastructure are already included in the monthly fee.
- Professional and Reliable Reception Service: Trained service representatives who handle your mail and answer calls on your behalf provide an excellent representation of your company and ensure that you can be reached reliably.
- Scalability with maximum flexibility: Requirements often change during the fiscal year. A growing team isn't a challenge when you're in a business center. With your own offices, however, you have to Notice periods or changes to the lease agreement take into account.
- Save on investment costs: Internet service, furniture, and kitchen appliances will be available as soon as you move in.
8. If you only need an address: The virtual office
Don't need a permanent workspace in a shared office, usually work from home, or frequently visit clients on-site? At the same time, do you want your Berlin-based business to project a professional image? The solution: a virtual office.
With a virtual office in a prestigious location—such as Berlin-Mitte—you’ll receive a business address where legal documents can be served and save on the costs of a physical office. We ensure that your mail arrives and, if you wish, is scanned for you. In addition, you can flexibly Meeting Rooms to schedule appointments with clients.
Learn more about the benefits and legal requirements of a premier business address on our Virtual Office Hub.
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