Audit Report

Does Your Office Space Fit Your Non-Profit’s Needs?

Since the original COVID-19 lockdowns, many non–profits have allowed their staffers to work remotely or on a hybrid arrangement. This can leave a lot of office space unused. Therefore, it may be more cost-effective to downsize or consider other options.

Relocate Work
As many organizations learned during the pandemic, when equipped with reliable Wi-Fi, quality devices, and necessary software, employees in a variety of roles can perform their jobs from home. If many of your employees are working at least part-time from home, a smaller office space could be to your advantage.

A move to a more desirable location also might make sense. Consider where your clients, staffers, and volunteers live. Do those who spend time in your office have long commutes? Does your current space offer the amenities you need and want? Is it cheaper to relocate to a less expensive building or geographic area? In many regions, high vacancy rates are driving down commercial rents, and you may now be able to afford a better space — particularly if you’re looking for an office with a smaller footprint.

You may wonder how downsizing would affect productivity if all or most of your employees and volunteers ever need to use the office at the same time. For example, a natural disaster could lead to a sudden surge in demand for your non-profit’s services. Even if a surge is a possibility, it’s a good idea to at least look at how your organization is using the space it leases and how it might use it better.

Renegotiate Your Current Lease
One of your best opportunities in today’s environment may be to strike a better deal with your current building’s owner. Read your lease carefully and find out whether any of the owner’s other tenants have successfully negotiated better lease terms. Also, check out the occupancy rate for similar properties in your area to get a feel for how eager the owner might be to keep you as a tenant.

If property owners in your area are struggling to keep tenants, consider requesting an amended lease with a reduced rent and no strings attached. Or, you might agree to extend your lease but with reduced rent. Another option is to pay the contracted rent if the owner agrees to foot some or all of the bill for improvements to the space. Finally, the owner may allow you to sublease some of your space (if this isn’t already an option).

Reduce Expenses
Leasing office (or other facility) space is likely one of the biggest line items in your non-profit’s budget. Now is a great time to see if you can reduce this expense, or at least get more for your money.

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