Reducing space - which means intensified use of workspace - is not a long-term solution. To achieve and maintain your goals, consider other solutions such as :

• mesure the use of you floor space to assess optimization potential
• use a utilization chart as a workspace management tool
• consider making use of flexible work environments - such as shared workstations and project areas - as a long-term solution to the changing needs of your business.

Lessors often prefer to renegociate a lease rather than face the risks and costs of losing a tenant. Different levers can be used to achieve this, such as the legal framework (in some cases, there are laws that limit rent increases) or negociating the financial terms of the lease.

Having multiple locations can drive up costs, but it can also lead to internal tension due to the geographical distance between locations. Consolidating locations can generate considerable savings by streamlining common areas such as file storage and cafeteria areas, but can also lead indirect cost savings : computer connections, shuttle mail, etc. Finally, bringing all your employees together can boost their sense of team spirit and thereby increase productivity.

Though this lever is often automatically included in cost reduction strategies, it should not be used at the expense of employee working conditions. Evaluating the pros and cons of several sites is the best option, since it allows you to choose the location that best meets the needs of your employees. Ideally, you will opt for a new building that has an environmental standard certification, consumers less energy, is in a flexible location that is easy for the workforce to adjust to, and negociate favorable terms with the owner before you move in.

A firm lease commitment creates value for the owner, since it ensures a steady and continuous stream of income. This value can be distributed equitably among the developer, the investor and the tenant if you agree to share the location set-up costs. The lessee can thus choose the owner more assertively and take into account the specific technical needs of the business.

Changes in technology and business management techniques lead to a new approach to workspace, and are an important potential for optimization of real estate. By adapting the work environment to the changing needs of your business, new management options and an ever-changing world, you can choose systems of organization and development (alternative use of space, teleworking) and locations (grouping, satellite offices) that help you avoid any additional cost of long-term adaptation.

Since staffing changes are difficult to predict beyond three years, the possibility of sub-letting the property to subsidiaries or third parties should be negociated as part of the lease. Also, negociate the possibility of reducing or increasing your floor space in the future.