Flexible office terms: what can actually change?

Test flexible office terms with a real change

Flexible office terms should answer a practical question: what can your team change after agreeing to the office? A short initial commitment, a choice at renewal and the ability to change space are different things. Ask which of these the particular proposal covers instead of relying on the word flexible.

Consider a project team whose client launch could move. The team may need to delay its start, keep the office longer or finish sooner than expected. These are useful scenarios to discuss before deciding. Give the provider the circumstances and ask what process, payment and notice would apply to each one.

Ask what happens at the beginning and the end

Begin with the proposed start date. If your work is delayed, ask whether that date can move, how long any offer is held and whether a change affects the quoted package. Do not treat a requested date as an agreed reservation. Keep the provider’s response beside the proposal it refers to.

Then test an earlier finish. Ask about the agreed commitment, the notice method, when notice must reach the provider and what payments remain due. For a longer stay, establish the renewal process and how the next price or package is determined. Knowing that process helps you plan even when the future offer is undecided.

Distinguish an agreed option from a future request

A provider may be willing to discuss a change without promising that it will be available. In your notes, separate a change you can make under the proposed terms from a change that needs a later agreement. This is especially useful when discussing a different room or a revised service arrangement.

For a growing team, ask what would need to happen before a space change could be considered. Record any dependency on a suitable office becoming available, a fresh quotation or approval. A friendly conversation can open possibilities; the actual proposal should make clear which possibilities your business can rely on.

Bring a short scenario sheet to the conversation

Use the worksheet to record the change, the agreed process and the consequence. Add only scenarios that are plausible for your business. If a delayed start is your main concern, resolving that point may be more valuable than asking for flexibility you are unlikely to use. Record who can agree the change and how your team would receive confirmation, so the process is usable when circumstances shift.

For Figment Work Studios, enquire for pricing and describe the change you most need to plan around. Ask about the term, notice and change process for the specific office. Compare those answers with your likely working pattern before making a commitment.

Blank change-scenario sheet

Use these headings for your own notes. Complete the blank cells from the particular proposal or your observations.

Keep the decision connected.

• Compare the actual proposals
• Decide whether to renew or relocate
• Explore Figment Work Studios