Pricing
Part of Flexible office changes
Planning a move from coworking to a private office
Assess separate private premises, the lease and operating responsibilities before leaving a coworking arrangement.
Separate private premises make sense when they solve a recurring work need and can support essential work. Before committing, test premises fit and permitted use, cost the full occupancy commitment over the same period as coworking, assign operating owners, and sequence approvals, setup and your coworking exit.
Moving to another operator-managed room within the same coworking site is a different decision.
Define the reason to leave
Write down what the current arrangement cannot reliably provide: perhaps a particular layout, equipment that needs a lasting setup, frequent enclosed work or greater control over the space. Check whether the need is regular; a suitable meeting room may solve an occasional problem.
Assess the location, access, size and layout against your business activities, equipment, storage, visitors and facilities. Consider proximity to customers, public transport, supplier access and parking where relevant, and whether the space can support future growth.
Identify essential needs and desirable features. Check whether the area is zoned for your type of business and whether you can obtain the required permits to use the space before committing.
Inspect work points, meeting areas, storage, access and essential facilities; a private door alone does not establish suitable privacy, accessibility or technical setup.
Ask affected workers about practical needs and changes to their working arrangements. Check that the proposed premises can support the work they need to do.
Pre-move assessment checklist
- Identify recurring needs not met by coworkinge.g., permanent layout, enclosed work, specific equipment setup.
- Assess location against business activitiesProximity to customers, public transport, parking, supplier access.
- Verify zoning and permit eligibilityConfirm the area allows your business type and obtain necessary approvals.
- Inspect physical space requirementsEvaluate work points, storage, meeting areas, access, and essential facilities.
- Engage workers in planningDiscuss changes to working arrangements and confirm practical needs.
Establish the full commitment
Compare the current coworking commitment with the proposed office over the same period. Request the proposed lease or occupancy terms and record rent, any outgoings, deposit, fit-out, furniture, connectivity, utilities such as electricity, internet and water, cleaning, maintenance and insurance where they apply.
Mark each amount as quoted, estimated or unresolved, and include any period when both spaces must be paid for. Keep unresolved items visible when assessing the commitment.
Check the term, rent reviews, permitted alterations, repair responsibilities and handback obligations. These depend on the proposed documents and premises; seek appropriate legal advice before signing where the commitment or disputed terms are material.
Task that may be handled or shared at coworking / Responsibility to establish for the new office
- Entry and reception
- Access, guest arrival and failed-entry support
- Internet and shared equipment
- Connection, support and an approved fallback
- Rooms and furniture
- Layout, fit-out, repairs and replacement
- Cleaning and facilities
- Supplier, building contact and fault response
- Site information
- Worker induction and emergency arrangements
For every task in the table, name an accountable person in your business and record who delivers it, what confirms the responsibility split and where faults should be reported. Confirm responsibilities against the proposed documents and with the landlord, building manager and suppliers; a coworking operator may not provide every service in the first column.
Responsibilities: coworking vs. private office
- Entry and receptionCoworking: operator managed. Private office: your business owns access, guest support, and failed-entry resolution.
- Internet and shared equipmentCoworking: provided and supported. Private office: you must secure connection, support, and an approved fallback.
- Rooms and furnitureCoworking: standard layout. Private office: you manage layout, fit-out, repairs, and replacements.
- Cleaning and facilitiesCoworking: included. Private office: you arrange supplier, building contact, and fault reporting.
- Site informationCoworking: onboarding by operator. Private office: your business delivers worker induction and emergency arrangements.
Key costs to compare when moving offices
- Rent
- Monthly cost of proposed private office lease
- Outgoings
- Rates, water, electricity, and other building charges
- Deposit
- Security deposit as per lease agreement
- Fit-out and furniture
- Initial build-up costs for custom setup and furnishings
- Connectivity
- Internet, phone lines, backup systems
- Maintenance and insurance
- Repairs, cleaning, and business property insurance
Sequence the commitments
Resolve whether the premises are zoned for your type of business and whether required permits can be obtained before committing. Set a date when the office can support an ordinary workday, then work backwards through approvals, fit-out, services, furniture and access setup.
Align that date with the coworking notice deadline and earliest effective exit. Check the notice terms in your current coworking agreement, and confirm any overlap access in writing.
Discuss changes affecting staff work location or hours and check the applicable award, enterprise agreement, contract and workplace procedures. For guidance, consult the Fair Work Ombudsman’s Consultation and cooperation in the workplace best practice guide.
Review Safe Work Australia’s Model Code of Practice: Managing the work environment and facilities when allocating responsibility for the work environment and facilities. Establish who controls shared building facilities and who responds to faults.
Proceed when the premises support essential work, the commitment is understood and every operating responsibility has an owner. Keep the move date conditional while a critical permission or service remains unresolved.
