Coworking Choice
Flexible office changes
Decide whether to expand, reduce or move flexible office space by checking team needs, written commitments and transition readiness.
Change a flexible office arrangement when the current space no longer supports the team's work, or when the business pays for space it no longer needs. Use four gates: identify the constraint, compare expansion, reduction or relocation with staying put, protect essential needs, and approve only when transition readiness is clear.
Identify the decision
A growing team may need more places to work together: another room in the same coworking site, or premises it manages itself. A team attending less often may need fewer reserved desks while keeping space for shared days. More floor area will not fix a room-booking problem; fewer desks will not help if everyone still arrives together.
Describe the work the new arrangement must support: ordinary days, team days, visitors, private conversations, equipment and essential facilities. Ask affected workers what would change for them. If the proposal affects work location or hours, check employment arrangements and applicable consultation requirements under the Fair Work Act and Fair Work Ombudsman guidance before settling it.
| If the pressure is… | Examine first | Related decision |
|---|---|---|
| More people need space together | Whether the present site can provide suitable space | Moving a growing team within a coworking space |
| The business needs separate premises | Setup, responsibilities and commitment | Planning a move from coworking to a private office |
| Fewer people attend | Space still needed on the busiest recurring day | Reducing workspace commitments after attendance changes |
| A move has been agreed | Services that must work during the changeover | Keeping business operations running during an office move |
Compare the change with staying put
Request the current agreement and a written offer for the exact new space, authorised users and start date. For detailed contract and cost comparison, see the supporting article on membership pricing and contract comparison. Moving within a building does not establish that the same terms, hours, room allowance or address rights will continue.
Compare workable options over the same period, including the work needed to change access, equipment, mail and team instructions. A cheaper option may still leave the team without suitable space on a shared day.
Location, size and layout, facilities and utilities, compliance, and capacity to adapt are distinct criteria; a proposal strong on one may not meet another. Record which requirements the change satisfies and which remain unresolved before deciding it improves on staying put.
Apply the same decision rule to expansion, reduction and relocation: name the constraint, test whether the change resolves it, then record continuity risks and unresolved conditions. Keep staying put as the baseline rather than assuming the current arrangement must change.
Key factors to consider when changing office arrangements
- LocationProximity to clients, public transport, parking, and supplier access.
- Size and layoutWhether the space supports team collaboration, private work, and equipment needs.
- Facilities and utilitiesReliable internet, power supply, HVAC, lighting, and accessible toilets.
- ComplianceZoning laws, permits, and adherence to WHS regulations in the relevant state or territory.
- Capacity to adaptAbility to reconfigure space for future changes in team size or work patterns.
Prioritise the needs the change must preserve
Separate essential needs from desirable ones. For example, access to a particular power connection or reliable internet may be essential for the work, while nearby amenities may be desirable. Treat unresolved essential needs as a reason to pause the decision, not as a detail to address after the change.
Apply the test to expansion and reduction
For an expansion, establish which constraint the added space will address: room for business activities, equipment or storage, or a layout that separates office work from other activity. More space is useful only if it resolves a need the current arrangement cannot meet. Expand when the added space supports that need and its transition can be managed.
For a reduction, check that the remaining space still supports the essential activities and facilities the business relies on. Test whether it can still accommodate shared days and the work people need to do together. Reduce only if the smaller arrangement preserves those essentials; otherwise, retain the current space or assess another change.
Check location and premises consequences
Treat relocation as a separate decision when the current location or premises cannot meet an essential need that a change in the existing space would not resolve. Assess how the new location serves the business: proximity to customers, public transport access, suitability for supplier vehicles and nearby parking may all matter. Decide which are essential for the work and which are preferences.
Confirm that the proposed premises can legally be used for the business. Check whether the area is zoned for the intended activity and whether permits are needed. If the business operates from more than one premises, identify which one is its principal place of business; one premises needs to be the principal place of business.
Set a readiness condition
Before releasing the old space, identify what must work at the new one: authorised entry, suitable work points, essential facilities, colleague and customer contact routes, and services needed for ordinary work. Give each item an owner and a fallback. Check routes and facilities with the people who will use them.
Confirm the applicable workplace safety requirements and who is responsible for meeting them. Identify the WHS law and regulator for the state or territory where the premises are located; for example, SafeWork NSW administers the Work Health and Safety Act 2011 and Work Health and Safety Regulation 2025, while in Western Australia the regulator under the Work Health and Safety Act 2020 is the WorkSafe Commissioner.
Approve the change when the space supports essential work, the written commitment is acceptable and the transition has owners. Hold the decision if a critical access, service or contract point remains unresolved. After the change, review whether the space reserved still matches the team's work.
Pre-move readiness checklist
- Authorised entry to new premisesConfirmed access for all team members and visitors.
- Suitable work pointsDesks, power outlets, and ergonomic furniture available and tested.
- Essential facilitiesInternet, phone lines, printers, and emergency exits confirmed functional.
- Contact routes for colleagues and customersClear paths and communication methods established for internal and external contact.
- WHS responsibilitiesIdentified who is responsible for safety compliance under local WHS law (e.g., SafeWork NSW, WorkSafe WA).
In this guide
- Moving a growing team within a coworking spaceCheck the exact new area, changed membership terms and first-day access before moving a growing team within a coworking site.
- Reducing workspace commitments after attendance changesUse busy-day needs and written change terms to decide whether a smaller workspace commitment will work.
- Keeping business operations running during an office moveProtect essential work during an office move with service owners, readiness checks, fallbacks and accurate address updates.
