Office for a 1–3 Month Project – How to Organise Workspace for an Implementation Team?

The project starts in two weeks. A small implementation team is coming to Wrocław – some people will be on-site every day, while others will only come in on selected days. There will also be regular client meetings. For a project lasting just a few months, setting up a traditional office from scratch usually makes little sense. A better approach is to match the workspace to the way the team actually works: permanent workstations, rotating team members, and the number of meetings and workshops.

In this article, we explain how to organise a ready-to-use office for 1–3 months without unnecessary costs or commitments that last longer than the project itself.

Why does traditional office rental make a 1–3 month project more complicated?

With a short-term project, the first challenge is time. A traditional office has to be found, prepared and furnished. Internet access needs to be arranged and the team needs a way to enter the space. When a project lasts only a few weeks, preparing the office itself can take a disproportionate amount of time.

Then there is the initial cost: furniture, equipment, possible fit-out work and other expenses that have to be covered before the team can even start working.

The third issue is the length of the commitment. If you only need an office for 1–3 months, a traditional lease may simply not match the duration of the project.

If you are still comparing different options, take a closer look at how a serviced office differs from a traditional office lease in practice.

Ready-to-use office for a project – how does the flexible model work?

A serviced office is a private, fully equipped workspace that your team can use from the start of the project without having to organise the entire office infrastructure from scratch. Furniture, internet, cleaning, kitchen facilities, reception support and 24/7 access are already in place.

If needed, you can also add a meeting room, use administrative support or adjust the size of the space if the team changes during the project. IdeaPlace charges for the office as a whole rather than each individual workstation, which makes project costs easier to control.

This is how the serviced office model in Wrocław works at IdeaPlace: a private workspace that is ready to use without having to furnish and organise an office yourself.

How can you match the workspace to the needs of an implementation team?

For an implementation team, the total headcount alone tells you very little about the office you actually need. Some people may need a quiet place to work throughout the day, while others will only come in for workshops, project updates or specific implementation stages. There are also online calls, client meetings and collaborative work to consider.

That is why it makes more sense to start with how the team works and only then calculate the number of workstations. If you want to structure this first, see how to choose the right type of workspace for your team’s work style.

A private office as a base for the project team

A private office works best as a permanent base for people who are on-site for most of the project. It is a good option for teams that regularly take online calls, work with documents requiring greater discretion, or simply need a quieter place for everyday work.

A separate space provides more privacy than an open coworking area and reduces the risk of conversations being overheard by other people. At IdeaPlace, offices for rent in Wrocław can serve exactly this purpose: a ready-to-use base from day one that can be matched to the size of your team.

Meeting rooms for clients, management teams and training participants

Not every conversation should take place at a desk. During an implementation project, a separate room can be useful for:

• team and client status meetings,
• workshops,
• onboarding new team members,
• training sessions,
• presentations,
• hybrid meetings.

At IdeaPlace, you can use conference and meeting rooms in Wrocław in different formats, from small business meetings to larger training sessions. Multimedia equipment is available on-site, the room layout can be adjusted to the type of meeting, and we can also help you arrange catering if needed.

Coworking as flexible capacity for people who only come in on selected days

Not every member of the team needs a permanent workstation for the entire project. If the core team consists of six people and additional consultants only join for workshops, testing or key implementation stages, keeping dedicated desks for them for two or three months is simply inefficient.

In this model, coworking can act as flexible capacity for rotating team members. IdeaPlace offers coworking for teams of up to 12 people, available either as a one-off or on a recurring basis, without a long-term commitment. This means you can increase your workspace only when the project actually requires it.

How to organise an office for a project step by step

Start by mapping out how your team will work and only then choose a specific space. With a 1–3 month project, it is easy to overpay for desks that remain empty most of the time. The opposite problem is just as common: failing to account for the meeting rooms and additional workspaces needed during the most intensive stages of implementation.

Step 1. Determine how many people will actually be on-site at the same time

Do not count the entire project team if some people work remotely or only come in on selected days. What matters is the maximum number of people who will actually be working on-site at the same time.

If you want to calculate this more accurately, see how to calculate what kind of office your team actually needs.

Step 2. Divide the team into permanent and rotating members

People who are on-site every day can work in a private office, while consultants, experts or team members who only appear periodically can use coworking space. This allows you to match the space to the real rhythm of the project instead of maintaining a full set of workstations throughout the entire implementation period.

Step 3. Count meetings, workshops and conversations that require privacy

Check how many times a week your team will need a separate room. Consider not only client meetings, but also workshops, onboarding sessions, online calls, presentations and project status meetings involving larger groups.

This will help you decide whether an occasional room booking will be enough or whether you need more extensive meeting facilities. At IdeaPlace, we offer both small business meeting rooms and larger training spaces – the right option depends on what your team needs at each stage of the project.

Step 4. Check the facilities before signing the agreement

For a short-term project, do not assume that every feature is included as standard. Before making a decision, check:

• internet quality and workstation equipment;
• office access outside reception hours;
• meeting room availability;
• kitchen and shared facilities;
• cleaning;
• guest reception;
• the possibility of changing the size of the office during the project;
• the rules for extending the agreement.

Step 5. Test the workspace before the project starts

Ideally, test the office before the first day of the implementation. At IdeaPlace, you can arrange a free trial day for your team and check in practice whether the office layout, commute and facilities fit the way your team will work. It is a simple way to spot potential mismatches before the project begins.

What kind of local support makes it easier for an international company to work in Wrocław?

During a short-term project, an international company often needs more than just a place to work. The head office may be located in another country, while someone locally still needs to welcome guests, organise meetings, collect documents or handle day-to-day tasks.

These tasks can be handled by a virtual assistant, who can support the team with project organisation and everyday administrative matters. This means the company does not need to build its own administrative support structure in Wrocław from day one.

If the project also requires a local address for correspondence or company registration, another option is a virtual office in Wrocław. It is a practical solution for companies that want to establish a local presence without building a complete office infrastructure from scratch.

How much does an office for a 1–3 month project really cost?

For a short-term project, the rental rate alone tells you very little about the real cost of the office. You need to include everything required for the team to actually start working and continue operating over the following weeks.

With a traditionally organised office, this may include utilities, internet, furniture, cleaning, reception or administrative support, as well as the time spent preparing the space. In a ready-to-use office, many of these elements are already included in one fee.

At IdeaPlace, the office price includes elements such as furniture, internet, 24/7 access, reception support, cleaning, and access to a kitchen with coffee and tea. This makes it easier to calculate the cost of the entire project rather than looking only at the base rent.

If you want to compare the individual cost components in more detail, read what determines the cost of renting an office.

Set up your project base at IdeaPlace

A well-run project needs a place that supports the team’s work rather than creating another organisational project of its own.

At IdeaPlace at Plac Solny 15, you can combine a private office for the permanent part of your team, coworking for people who come in on a rotating basis, and rooms for client meetings and workshops. Everything is available in one location, with the facilities ready to use from day one.

If you are looking for a serviced office in Wrocław for the duration of your project, tell us how many people will be working on-site, how long the project will last and how often you expect to hold meetings. This will make it easier to choose the right workspace and additional facilities.

You can also arrange a trial day in advance and see how IdeaPlace works in practice!