Flexibility – the key word of the office market.

Flexibility – the key word of the office market

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Source: own collection, Olivia Centre

In recent years, the office market can be summed up in one word: volatility. The pandemic, the shift from office-based work to hybrid models, changes in energy costs, labor law regulations, labor costs, and the rapid development of artificial intelligence have led to “flexibility” becoming the key term in the commercial real estate sector.

The winners are those who are able to listen to the market and adapt to change. This is not only a guideline for business leaders, but also for the entire business support ecosystem — from office supply and workplace service providers to owners of major business centers. Given the level of volatility observed in recent years, each of these sectors has had to learn how to operate in a new reality.

The changes we are all witnessing create the need for hiring and layoffs, scaling up or downsizing office space, and incurring significant costs related to office reconfiguration. In such dynamic external conditions, these processes often require strong operational capabilities and the ability to manage substantial associated costs. For this reason, the choice of business location plays a crucial role.

As Michał Klepczyński, Director of Leasing at Olivia Centre, explains:
“These recent realities mean that our tenants require a partnership-based approach and understanding of their current needs, as well as even greater flexibility.”

In previous years, companies were more often growing rapidly and required effective support in adjusting their office space. In principle, this is not a challenge when additional space is available within the same building. The problem arises when growth occurs during an ongoing lease and available expansion options are only located in other buildings.

That is exactly why Olivia was created — with 180,000 m² of space managed by a single entity responsible for design, leasing, and property management. This allows us to relocate growing tenants even during active lease agreements and provide them with larger premises within the same building and contract framework.

Currently, such rapid growth scenarios are less common. Companies scale more slowly, and business growth does not always translate into increased space requirements. With the ongoing hybrid work model, companies more often need support in optimizing their leased space, which creates a range of challenges also for property managers.

Architects, interior designers, and fit-out companies are well aware of the scale of these challenges, as they are responsible for adapting vacated spaces to the standards expected by new tenants. Even if returned offices are finished to a high standard, new tenants often have their own preferences, and significant reconfiguration is frequently required before move-in.

As Artur Kuczyński, responsible for Design Anatomy and Construction +, notes:
“Every year we refurbish tens of thousands of square meters of various types of space. Working in a design & build model allows us to significantly reduce budgets and approach projects very flexibly. Our experience has taught us to structure processes in a way that avoids unnecessary costs and focuses on maximizing the potential of existing spaces.”

A good example of development on a smaller scale is Sea Global, an engineering and technical advisory company for the energy sector, particularly offshore. For Sea Global, choosing the right working environment and business surroundings is a key element of growth. The company’s office is located in Olivia Centre, alongside other energy sector companies such as Polskie Sieci Elektroenergetyczne, Energa from the Orlen Group, and the Polish Nuclear Power Plants (PEJ) project company.

As Angelika Gojdycz, Operations & Marketing Specialist at Sea Global, highlights:
“From the very beginning, Olivia Centre was the first and natural choice. The efficient office infrastructure and the engagement of the Olivia team translated into a comfortable and well-organized working environment.”

Similarly, other companies emphasize the importance of location. Kamil Parafiniuk, board member of Develocraft, underlines that the company’s goal from the outset was to choose a location that would support business growth:
“We chose this place because we want to be part of the vision initiated by Maciej Grabski in 2011. This is the business heart of the Tricity region.”

Olivia has also enabled cooperation between companies located within the same complex. Some tenants attempt to find subtenants independently, but this is rarely effective due to limited market knowledge and lack of resources. These processes are often complex and time-consuming, involving financial, legal, and technical coordination between outgoing and incoming tenants.

From the perspective of the property manager, occupancy rates in other buildings must also be considered. Supporting a tenant in finding a replacement during an ongoing lease may mean giving up the opportunity to lease other vacant space within the complex. However, taking a long-term perspective builds trust and strengthens relationships.

Additional flexibility is offered by coworking spaces, where lease terms are significantly more adaptable than in traditional offices. Coworking often provides an ideal solution during transitional periods or project-based work. It also offers added value through events, workshops, and conferences that support networking and business development.

As Marta Moksa, Director of O4 Coworking at Olivia Centre, emphasizes:
“Flexibility is embedded in our DNA. It is the most important factor influencing tenant satisfaction.”

Flexibility is reflected in multiple dimensions: short-term leases, rapid scaling of space up or down, and the ability to respond to rapidly changing team sizes. Large corporations also benefit from such solutions when launching temporary projects or new branches.

At Olivia Centre, flexibility also extends to broader business support — from recruitment events and workshops to networking conferences and even unconventional requests such as lending equipment for tenant initiatives.

The development of flexible business support models in large office complexes creates value not only for tenants but also for the competitiveness of the entire asset. Experience shows that flexibility and a broad range of services are crucial for both SMEs and large corporations alike.