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4 Potential Problems With Flex Space And How To Solve Them

4 Potential Problems With Flex Space And How To Solve Them

As the trend towards more flexible office leasing grows, many businesses are considering making the switch from a long lease. While there are many benefits to adopting a flexible office space, it is important for business leaders to understand and avoid common pitfalls, to make a success of the transition.

In this blog post, we will explore key considerations and provide guidance on what to watch out for when transitioning to a flexible office space.

Potential problem #1: Not fully-grasping the needs of your business

Before transitioning to a flexible office space, a meticulous evaluation of your business's distinct requirements is paramount. 

Failing to precisely discern the unique needs of each facet of your enterprise could potentially lead to disarray and a decline in productivity. 

For instance, consider the preferences of different teams – designers often thrive with larger screens, while developers may benefit from multiple displays. A one-size-fits-all approach to workstations might prove counterproductive. 

Therefore, it is really important to analyze factors such as the desired work environment, prioritized tasks, and location, ensuring that the chosen space harmonizes with and advances your overarching business objectives.

The solution: Prior to beginning your search for flex space, hold meetings with key stakeholders from across your organisation, including ones who may be traditionally overlooked, and make sure you curate a solid list of wants and most importantly, needs, for each department. That way you can begin your search with the utmost confidence that you are considering all potential options.

Potential problem #2: Lack of research

Transitioning from a traditional office setup to a flexible workspace represents a significant change for most businesses. 

Similar to any substantial change, thorough research is vital to comprehend the different offerings of flexible spaces. It's crucial to recognize that the approach to evaluating flex space must be different from that of a conventional office search. 

These two options have completely distinct characteristics and should be assessed based on their individual criteria.

For instance, a failure to grasp the nuances of flex space could result in inefficient resource allocation, leading to a bad fit or an environment that doesn't cater to specialized team needs. 

In contrast, a well-informed approach to flex space selection could unlock enhanced collaboration, cost savings, and improved employee satisfaction. Therefore, a detailed review of the specific amenities, layout flexibility, technological infrastructure, and potential for future expansion is really important before making the switch.

The solution: Seek advice from other businesses that have experience with flexible offices and visit equivalent size businesses to get ideas and see how they utilize the space. Additionally, consider reaching out to providers to gather information and understand their offerings. This research will help you make an informed decision and avoid potential pitfalls.

Potential problem #3: Poor lease negotiation

Moving from a traditional office to a flexible workspace means navigating potential challenges like negotiating early termination of lease contracts. 

Failing to handle this process can lead to various complications. 

For instance, not communicating with your current landlord and not proactively discussing the possibility of a new space could result in strained relationships and legal entanglements. 

It's important to recognize that landlords typically have little incentive to release you from a contract prematurely, potentially leading to financial penalties or prolonged obligations. Initiating transparent discussions helps you avoid such pitfalls and lay the groundwork for a successful transition to a flexible office space.

The solution: The first step is to make sure you are certain when your lease actually ends. The earlier the communication you can have, the better, so make sure you are opening up the lines of communication before you absolutely need to. If you want help with negotiating your lease termination, our experts have tonnes of industry experience and would be happy to help, just drop them an email at

Potential problem #4: Your team may not like moving office

While flexible office spaces can offer a more homely environment, additional services, and social events that attract and retain staff, it is important to consider the potential instability that comes with frequent changes in office locations. Ensure that the chosen flexible office space aligns with the preferences and needs of your team to avoid losing valuable employees.

The solution: Communicate openly and early with your team, and highlight to them the benefits that flex space can bring them. Also, a party never hurts, so take a leaf out of marketing's playbook and make an event out of the move to get people adjusted to their new space.

Moving to a flexible office space can bring numerous benefits to businesses, including increased flexibility, cost savings, and improved employee satisfaction. However, it is crucial for business leaders to be aware of the potential challenges and dangers that may arise during the transition. By thoroughly researching, understanding the needs of your business, and carefully considering the financial implications, you can make an informed decision and ensure a smooth transition to a flexible office space.

Remember, flexibility is key, and finding the right balance between the benefits and potential risks will ultimately lead to a successful transition and a thriving workspace for your business.