Pricing
Part of Flexible office changes
Reducing workspace commitments after attendance changes
Use busy-day needs and written change terms to decide whether a smaller workspace commitment will work.
After a genuine, sustained change in attendance, use the busiest recurring day and the operator’s written change terms to test a smaller commitment. Lower average attendance alone does not show that fewer reserved desks or a smaller room will cover that peak.
Establish the new pattern
Review expected attendance, regular shared days, meetings and visitors. Separate an established change from temporary absences or a proposed policy.
Record how many people need suitable space at the same time on the busiest recurring day. People attending on different days need not use the same desk simultaneously.
Keep space types separate: a spare desk does not replace a private meeting room. A room reserved all week may be replaceable with occasional bookings only if a suitable room is available when needed.
Ask workers whether a proposed reduction affects their location, hours or access to essential facilities.
Compare changes the agreement permits
Match each option to the simultaneous peak: fewer reserved desks may suit a lower peak if enough suitable work points remain; shared desks on selected days may suit attendance concentrated on those days. A smaller room may suit reduced room demand, while a core area with separately booked meeting space may suit occasional meetings. Check each option against the agreement and availability rather than assuming it is offered.
| Question | Record for each option |
|---|---|
| Busy day | Can everyone who needs a suitable work point or room use one? |
| Ordinary week | What is reserved, bookable or subject to availability? |
| Commitment | When can the change take effect and what notice is required? |
| Spending | Which fees continue and what extra use may cost? |
| Reversal | What would be needed if attendance rises again? |
Read the agreement’s change, notice and renewal terms. Check whether the option is allowed, what notice is required and whether it can start before renewal. Monthly invoicing alone does not establish when a reduction may begin.
Ask the operator in writing to confirm the earliest effective date for the exact option, any notice deadline, and whether it can begin mid-term or only at renewal. Ask how that date relates to the next invoice and commitment period; monthly billing does not establish either. Confirm which fees continue, what extra use may cost, and whether an overlap or early-exit charge applies.
Workspace Reduction Options vs. Peak-Day Coverage
- Fewer Reserved DesksSuitable if peak attendance is lower and sufficient work points remain available
- Shared Desks (Selected Days)Appropriate when attendance is concentrated on specific days, not spread evenly
- Smaller Meeting RoomPossible only if demand is reduced and suitable rooms are bookable when needed
- Core Area with Bookable SpacesSuitable for occasional meetings; requires availability of space on demand
Key Considerations Before Reducing Workspace Commitments
- Busy Day Capacity
- Can everyone needing a workspace on the busiest day be accommodated?
- Ordinary Week Availability
- What is reserved, bookable, or subject to availability?
- Commitment Start Date
- When can the change take effect? What notice is required?
- Ongoing Costs
- Which fees continue? Are extra uses charged?
- Reversal Requirements
- What’s needed if attendance increases again?
Check working arrangements separately
Reducing office space does not by itself change an employee’s agreed working arrangement. Discuss proposed attendance or location changes with affected workers, and check the relevant award, enterprise agreement, contract and policies. The Fair Work Ombudsman provides guidance on flexible working arrangements and consultation and cooperation in the workplace.
If people will work elsewhere more often, discuss what they need to do their work there and how the change will affect coordination with colleagues.
Choose a reduction only when its written rights cover essential work on the busiest recurring day and its confirmed start date delivers a worthwhile saving after any applicable continuing, extra-use, overlap or early-exit costs. If it does not, compare a confirmed occasional-space option or another schedule against peak-day coverage and availability before releasing core space.
Review use after the change and keep a way to report shortages.
Reviewing and Implementing Workspace Changes
- Confirm the new attendance pattern is genuine and sustainedDistinguish from temporary absences or proposed policies
- Assess peak-day requirementsEnsure all essential workers can access space on the busiest recurring day
- Check agreement termsConfirm allowed changes, notice periods, and start dates
- Seek written confirmation from operatorVerify effective date, fees, and early-exit or overlap charges
- Review after implementationMaintain a way for staff to report shortages or issues
