Case study WSiP

The key dilemma was to "stay or move". We had to reliably compare the two options taking into account not only rental costs but also the total cost of the project and the impact on the organisation, operational risks and the employer’s image. WSiP also needed to consolidate the team moving from another location and ensure a consistent working environment in a single location without compromising on the quality of the location and accessibility to public transport. A significant challenge was also the modernisation of the office space after years of market changes and the popularisation of the hybrid work model. The office was supposed to better support cooperation, meetings and teamwork but, at the same time, provide conditions for focused work. The dynamics of the office market also played a significant role since, in order to obtain competitive conditions for the further multi-year period, it was necessary to get ahead of the process and create a real alternative to staying put in the current location.

We started the process about 1.5 years before the expiration of the current contract. This allowed WSiP to gain time to compare scenarios and strengthen its position in talks with the market. We started with setting the goals and criteria, such as location, target location, standard, budget and functional priorities resulting from the work model. We then conducted broad research of the market and prepared decision-making variants that showed the consequences of each direction over a several-year period. At the same time, we combined the lease process with the modernisation plan. We organised a tender for an architecture firm and made sure that the modernisation concept was consistent with the terms of the contract and could be implemented within the assumed time. We conducted the whole process in changing market conditions. We closed the renegotiation of the lease agreement along with the establishment of solutions to increase security and predictability on the tenant’s side, including provisions enabling a flexible approach to the modernisation of space.

WSiP maintained the high quality of the location and the standard of the building and, at the same time, secured the stability of the lease for the coming years and the space to modernise the office in a way tailored to the current work model. Consolidating the team in one place made the work environment more consistent and collaboration easier, which was especially important for hybrid work. The most important outcome of the process was that the decision to stay and renovate was made on the basis of a comparison of full scenarios, not just rental conditions, which reduced the operational and cost risks typical of relocation. The earlier start of the process and a viable market alternative strengthened WSiP’s position in the talks and translated into savings throughout the contract cycle. As a result, WSiP obtained a long-term lease contract