Commercial flex space vs traditional lease: What landlords need to know

Commercial landlords are adapting to evolving tenant demands, particularly as businesses seek more flexible leasing options. Traditional long-term leases provide stability, but the rise of commercial flex spaces offers agility and short-term commitment. While flex spaces can lead to higher occupancy rates and shorter vacancies, they also come with operational complexities and increased tenant turnover. For landlords, the challenge lies in determining which model best suits their property portfolio and financial goals.

MRI Software helps landlords streamline operations with its advanced real estate solutions. Its space management software optimises property layouts and maximises revenue potential. For those managing warehouses or mixed-use properties, understanding industrial property management is crucial for maintaining efficiency. This post explores the key factors landlords should consider when comparing commercial flex spaces and traditional leases.

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Table of contents:

• What is flex space in commercial real estate?
• Comparing commercial flex space vs traditional lease agreements
• Benefits of flex space for landlords
• Risks of flex spaces for landlords
• How to decide if flex space is right for your property
• How MRI Software helps landlords manage commercial flex space and leases

What is flex space in commercial real estate?

Flex space in commercial real estate refers to a property type that offers tenants adaptable workspaces. Unlike traditional office leases, flex spaces accommodate various business needs, often featuring short-term rental agreements and shared amenities. These spaces typically combine office, warehouse and retail features, allowing businesses to adjust their operations as needed without committing to long-term lease agreements.

The concept of flex space has grown significantly in recent years, driven by changing work habits, the rise of remote and hybrid working models and the increasing demand for cost-effective solutions. Startups, freelancers and growing companies are drawn to the affordability and convenience of flex space, while established corporations use these spaces for temporary expansions, project teams or regional operations. As a result, landlords have begun exploring how flex space might fit into their property portfolios and whether it can offer long-term benefits.

Common uses for flex space in various industries

Many industries take advantage of flex space to meet their evolving business needs. The adaptability of these spaces makes them suitable for a range of uses, including:

• Startups and small businesses: Many emerging businesses prefer flex spaces as they provide affordable access to office facilities without long-term financial commitment. This allows startups to scale up or down based on their growth trajectory.
• E-commerce and retail: Businesses that require both storage and office space benefit from the hybrid layout that flex spaces offer. These spaces provide convenient solutions for inventory management and shipping operations.
• Creative and tech industries: Flex spaces are commonly used by creative professionals and tech companies that thrive in collaborative environments. Open workspaces and shared amenities encourage innovation and teamwork.
• Healthcare and wellness: Medical practitioners, physiotherapists and wellness professionals may use flex spaces for consultations or treatment rooms without the need for dedicated long-term leases.
• Corporate expansion and temporary projects: Large companies often rent flex spaces when testing new locations, housing project teams or offering short-term workspaces for visiting employees.

Comparing commercial flex space vs traditional lease agreements

Lease length and tenant flexibility

One of the most significant differences between traditional leases and flex space arrangements is the length of contracts. Traditional leases typically lock tenants into multi-year agreements, often ranging from three to ten years. These long-term contracts provide stability for landlords by ensuring steady rental income but can be restrictive for tenants, particularly in unpredictable economic conditions.

Flex space, in contrast, allows tenants to sign shorter leases, often on a month-to-month or annual basis. This level of flexibility is appealing to businesses with fluctuating space requirements, such as startups, seasonal businesses or companies undergoing restructuring. However, the downside for landlords is the increased frequency of tenant turnover, which requires continuous leasing efforts and can create periods of vacancy.

Costs, rental pricing and profitability for landlords

Traditional lease agreements provide landlords with a predictable revenue stream and often include annual rent escalations. This model is attractive for property owners looking for long-term financial security. In these agreements, tenants are also responsible for many operating costs, such as maintenance, utilities and insurance.

Flex spaces, however, operate on a different financial model. Because of their short-term nature, these spaces often command a higher per-square-foot rental price. The additional revenue can make up for periods of vacancy, but landlords must also factor in operational costs, as they are often responsible for utilities, maintenance and shared amenities. Profitability in flex spaces depends on maintaining high occupancy rates and effectively managing expenses.

Property management and operational differences

Traditional lease properties are typically less management-intensive. Tenants usually handle their own maintenance, cleaning and day-to-day operations. Landlords primarily focus on lease renewals, property upkeep and addressing occasional issues that arise.

Flex spaces, on the other hand, require a more hands-on approach. Because tenants share common areas and facilities, landlords or property managers must oversee cleaning services, internet connectivity, security and amenities such as meeting rooms and communal spaces. This level of involvement can increase operational complexity, making it necessary for landlords to invest in management teams or technology solutions to streamline processes.

Benefits of flex space for landlords

Higher occupancy rates

The demand for flexible workspaces has surged in recent years, leading to consistently high occupancy rates in well-located flex space properties. Businesses that may not commit to traditional leases are more inclined to rent flex spaces, ensuring landlords have a steady stream of tenants. By catering to a diverse range of businesses, landlords can minimise long-term vacancies and optimise rental income.

Shorter vacancies

Unlike traditional office leases, which can take months to fill once a tenant vacates, flex spaces typically attract businesses that need immediate solutions. Companies seeking temporary or scalable workspaces are more likely to move in quickly, reducing the time a unit sits empty. This accelerated leasing process translates to better revenue stability.

Adaptable use

One of the most attractive aspects of flex space is its adaptability. These spaces can be reconfigured to suit different industries and tenant needs. A single unit may function as an office for one company, a showroom for another or a collaborative workspace for a team of freelancers. This versatility makes flex space a future-proof investment for landlords who want to stay competitive in a shifting real estate market.

Risks of flex spaces for landlords

Increased turnover

While flex space offers high occupancy rates, it also comes with the challenge of frequent tenant turnover. Businesses that require short-term leases may only occupy a space for a few months before moving elsewhere. Landlords must invest in active leasing efforts and be prepared for more administrative work related to onboarding and offboarding tenants.

Operational complexity

Managing flex space requires a hands-on approach. Landlords are responsible for shared facilities, utilities, security and ongoing maintenance. In traditional leasing models, these costs are passed on to tenants. With flex space, landlords must carefully balance expenses and ensure that operational efficiency does not erode profitability.

Market dependency

Flex spaces are highly dependent on market demand. During economic downturns, businesses may cut costs by downsizing or returning to remote work, reducing demand for these spaces. Additionally, competition from co-working providers and other commercial landlords can impact occupancy rates. Landlords must stay attuned to industry trends and local market conditions to navigate these challenges successfully.

How to decide if flex space is right for your property

Deciding whether to convert a commercial property into flex space requires careful consideration. Landlords should evaluate factors such as location, demand and operational capabilities. Properties in urban centres with high startup activity, growing remote work trends and demand for flexible work environments are best suited for this model. Additionally, landlords should assess whether they have the resources to manage the operational complexities associated with flex spaces.

Some key factors to consider include:

• Local market demand: Is there sufficient interest in flex space from businesses in your area?
• Property layout: Can your space be easily adapted to accommodate multiple tenants with varying needs?
• Operational readiness: Do you have the resources to manage shared amenities and shorter lease cycles?
• Financial feasibility: Will the potential for higher rental revenue outweigh the increased costs of managing the space?

How MRI Software helps landlords manage commercial flex space and leases

Managing both traditional and flex leases requires the right tools to track tenant agreements, financials and property performance. MRI Software provides solutions that help landlords streamline operations, automate lease management and monitor occupancy trends. With advanced analytics and property management features, landlords can make data-driven decisions that optimise profitability and efficiency. By leveraging these tools, landlords can effectively manage commercial properties in an evolving real estate landscape, ensuring that their assets remain competitive and profitable.

Find out more by contacting MRI Software today on +44 (0)20 3861 7100.