Key Takeaways

  • One in three office workers in Polish cities with a population of over 200,000 work on a hybrid basis, driving a fundamental rethink of office strategy.
  • 88% of organisations have adopted a hybrid work model, with most requiring employees in the office between two and three days per week.
  • Occupier activity in Warsaw is largely driven by a trend towards optimizing and downsizing office footprints, with employers prioritizing quality over size.
  • Poland's flexible office sector has expanded with flex workspaces accounting for more than 3% of total office stock, having grown by roughly 30% since 2023 to approximately 425,000 m².
  • The average vacancy rate in regional markets declined to 16.9% for the first time in several years, signalling tightening supply and improving demand dynamics.
  • Tenants continue to prioritise modern buildings in well-connected central locations, with building standard, accessibility and public transport links crucial in selecting office space.

The Scale of Hybrid Adoption in Poland

One in three office workers in Polish cities with a population over 200,000 work on a hybrid basis, according to Cushman & Wakefield research. This is not a niche arrangement: 88% of organisations have adopted a hybrid work model, with the majority structuring attendance requirements carefully. 43% of companies require presence in the office a minimum of two days a week, and almost half (46%) specify a requirement to work stationary from the office three or more days a week.

For office tenants, this consensus on hybrid working patterns has practical implications. The old assumption—that every employee needs a dedicated desk five days a week—no longer holds. Instead, market data confirms many who split working time between an office and home, particularly in the largest Polish cities, with many employers allowing such protocols but preferring to see higher in-office attendance levels.

Downsizing, Not Abandonment: The Quality-Over-Size Shift

Occupier activity in Warsaw in the last 12 months was largely driven by a trend towards optimizing and downsizing office footprints, with the number of transactions up by nearly 18% compared to the office take-up in the peak year of 2019. This is a crucial distinction: companies are not vacating offices; they are moving smarter.

The structure of demand in 2023 was dominated by relocations which accounted for approximately 53% of all deals, showing that employers are adapting their operating models to changing market conditions, frequently prioritizing the quality over the size of the office. In practice, this means:

  • Smaller total footprints with higher-specification finishes and layout.
  • Strategic location choices closer to where employees live, reducing commute friction.
  • Investment in amenities that draw people in for collaboration—meeting spaces, breakout zones, wellness facilities—rather than uniform desk rows.

This in turn benefits the owners of centrally located class A office buildings meeting strict ESG requirements, both in terms of environmental aspects and employee health and wellbeing.

Flexible Space Surging Across Poland

The growth in flexible office supply is outpacing traditional leasing. Poland's flexible office sector has expanded rapidly, with flex workspaces accounting for more than 3% of the country's total office stock, having grown by roughly 30% since 2023 to approximately 425,000 m².

Warsaw remains Poland's largest flexible office hub with around 235,000 m² of flex workspace, representing roughly 3% of the city's office inventory, with occupancy levels estimated at about 90%. Kraków has become Poland's most diversified regional flex office market, with 16 operators managing approximately 70,000 m² of workspace, equal to 4% of the city's office stock. Wrocław has seen flex office supply rise nearly 50% in three years, reaching about 45,000 m², with most flexible space operated directly by building owners rather than coworking brands.

Demand is increasingly coming from companies in IT, finance, e-commerce, and marketing, as well as international firms opening satellite offices closer to where employees live, with flexibility becoming a major factor in office decision-making as businesses seek shorter commitments and spaces that can adapt more quickly to changing workforce needs.

Regional Divergence: Warsaw Leadership, Strong Regional Momentum

Warsaw remains the dominant market with over 6.28 million m² of modern space and a vacancy rate near 10.5%. Yet the narrative is not one of Warsaw winner-take-all. The capital saw more than 160,000 m² of leased office space in Q1 2025 largely driven by new lease agreements, while in contrast regional markets such as Kraków, Wrocław, the Tricity and Poznań recorded nearly 180,000 m² of leasing volume, with over half stemming from lease renegotiations.

The largest regional markets are Kraków (1.83 million m²), Wrocław (1.36 million m²) and the TriCity (1.07 million m²). In these cities, hybrid work is driving satellite office growth and decentralised team hubs. Regional markets are active—Kraków leads with 86,000 m² under construction, followed by Wrocław with 27,000 m², with Kraków recording approximately 57,000 m² of leased space in Q1 and Wrocław following with 44,000 m².

Rent Stability, Vacancy Divergence

Rental rates remain stable across Polish office markets, but vacancy patterns tell a story of polarisation between prime and secondary stock. In central Warsaw prime rents range from €18 to €27/m²/month, while non-central locations offer space at €10 to €17, and in regional cities rents typically fall between €9 and €19.5/m²/month depending on building class and location.

The CBD maintains a healthy 7% vacancy, while outlying districts such as Służewiec exceed 20%, and in regional cities the average vacancy rate stands at 17% with diverging trends—Kraków and Katowice are seeing a decrease in vacancies, while Wrocław and Poznań report increases.

Supply constraints are real. New completions reached a historic low of just 20,000 m² in 2025 (–83% year-on-year), with building quality, energy efficiency and flexible space arrangements gaining importance as tenants compete for modern, efficiently designed stock in well-connected locations.

What Office Design Looks Like in a Hybrid World

92% of companies say they want to modernise their offices with a new work model in mind, with 73% planning (or having planned) to introduce more hot desks—desks not assigned to an employee—by the end of 2025. This is not merely cost-cutting; it reflects a genuine shift in how teams work.

In a hybrid environment, the office becomes a destination for specific activities: structured collaboration, brainstorming, team building, mentorship. Findings from Colliers' latest survey show that ideal working environments have occupancy rates between 50% and 80%, the range where an office becomes a vibrant workspace offering ideal conditions for spontaneous collaboration. Oversized open floors with every seat filled are no longer the goal; strategic space that facilitates connection is.

Sustainability is also playing a growing role in tenant decisions, with 71% of leased space in Warsaw in H1 2025 in buildings with green environmental certifications, and nearly half (48%) in buildings with top-tier certifications such as BREEAM Excellent or Outstanding, or LEED Platinum.

Looking Forward: Supply Constraint, Quality Premium

The Polish office market recorded a historically low volume of space under construction, indicating that availability will be limited in the coming years, while both in Warsaw and in regional markets vacancy rates declined, particularly in central zones where demand is growing for modern, certified buildings offering high standards.

The implication is clear: companies seeking premium space in desirable locations will face competition and price pressure. Those willing to accept secondary locations or older stock will have better negotiating leverage. Hybrid work has not killed demand for offices; it has made that demand far more selective.

FAQ

How much office space does a company typically need per employee in a hybrid model?

In a true hybrid model where 50–70% of employees are in the office on any given day, organisations typically plan for 6–10 m² of workstation space per person, plus ancillary areas for meetings, informal collaboration, and facilities. This is substantially lower than the pre-pandemic standard of 12–15 m² per person. The exact figure depends on the organisation's specific hybrid schedule, team structure, and the type of work performed. A finance team with scheduled in-office days may require more dedicated desk space than a creative agency using a more flexible, activity-based layout.

Are leases in Poland becoming shorter to accommodate hybrid work flexibility?

Yes, but gradually. While traditional leases in Poland remain 5–10 years, there is measurable growth in shorter-term agreements (3–5 years) and flexible lease clauses that allow for space adjustments as occupancy needs change. Landlords are responding to tenant demand by offering break clauses, renewal optionality, and phase-in strategies that align lease terms with business uncertainty. Companies should negotiate for flexibility in the initial term and discuss how the lease adapts if hybrid policies shift.

Which Polish cities offer the best value for satellite or regional office hubs in a hybrid strategy?

Kraków, Wrocław, Poznań, and the Tricity (Gdańsk, Gdynia, Sopot) offer strong talent pools and expanding modern office supply at lower costs than Warsaw. Rents run €9–€19.5/m² per month depending on location and building class, compared to €18–€27/m² in central Warsaw. Companies opening satellite hubs to serve local talent or reduce commutes often find these cities offer the best balance of cost, amenities, and market maturity. Kraków especially has become a tech and professional services hub, attracting multinational occupiers.

What happens to vacant or underutilised office buildings in Poland as hybrid work takes root?

Older, secondary-location buildings face conversion to residential, mixed-use, or repurposing—a trend already visible in Warsaw and Kraków. Modern, well-maintained buildings in central locations with strong sustainability credentials are being retained and actively let. Owners of prime stock benefit from scarcity; owners of ageing buildings in less-connected areas face downward rent pressure and conversion risk. This reinforces the tenant strategy: prioritise location, standard, and sustainability when selecting space, as these assets will retain value and leasability long-term.

Get Your Office Space Right

Hybrid work is no longer a temporary response to a crisis; it is how organisations in Poland now operate. The office market reflects this reality: smaller but smarter footprints, location-first selection, quality premiums, and strong growth in flexible, modular space. Whether you are downsizing, expanding regionally, or renegotiating a lease, understanding these dynamics is essential to securing the right space at the right terms.

If you are actively searching for office space that fits a hybrid model—whether in Warsaw, Kraków, Wrocław, or another Polish city—post your requirements on our marketplace to connect with quality landlords and access current availability across Poland's major office markets.

Sources

Property Forum; Michael Page Poland; Allwork.Space; EY Report (Remote Work in Poland 2024); Cushman & Wakefield / AXI IMMO Regional Office Markets Report 2025; JLL Poland – European Key Player in the Business Services Sector; Colliers International; Knight Frank.