Flex Engine

When you require professional support, what attributes help making a choice? Specialism: are they a niche within a niche? Experience: do they have the scars and can they prove it? Personality: can you connect with them? It's no different with finding the right agent to help with a search for flexible office space. There are more intermediaries in this niche than ever before, so it's much harder to narrow things down, and even harder to know which specific person to speak with. A person, not their company, will help you find office space. Choose wisely.

What should matter to you when finding an office broker to run your search for new space? Choice: compare widely, with specific key strengths in mind. Do you want a 'bulldog'? A patient consultant? Confidence: don't engage formally until you are happy that key strengths have been matched. Specificity: do they specialise in what you do as a business and where you are looking? Office brokerage is largely a 'generalist' niche, so you should find as much of a 'specialist' as possible. Connection: you will be working with them for some time. They need to be on your wavelength, personality and approach wise. Proof: impact claims are only as good as what other clients specifically say. A person, not their company, will help you find office space. Invest time in making sure you choose wisely.

You're looking for UK flexible offices. You know (or maybe you don't) that using a broker will make things easier. But you have questions. How do they actually work? Where is the value? How do they get paid if they're free? What questions should I be asking? Handy guide below.

Choosing a flexible office broker to help you find a new home is often like looking into a box of chocolates without the handy little reference guide. They're all very chocolaty. They all seem, without a doubt, delicious. But you won't know which one has nuts or caramel or cognac in it. You could chance it. But if you choose badly, the whole box of chocolates might look less enticing as a result. It's better to specify exactly what you like in advance and then make a choice from those that fit the bill.

Clients rarely get a glimpse into office broker fee disputes behind the scenes. Using multiple flex agents seems harmless - they are free, after all - so the more the merrier? Here's a peek at what happens (many, many times each month) when a client takes space and two brokers are contesting a fee: Client enquires with broker A. They need space for a subsidiary of their business. The name isn't set in stone yet, so they go in as the parent co. They view, they're negotiating, things are going well for broker A. In the meantime, a second decision maker in the business decides to take some initiative. They launch their own search and approach broker B. They give the new company name, which is now agreed-on. They view, they're negotiating, things are going well for broker B. Two parallel searches. Two company names. Two contact names. Same requirement. The choice comes down to two buildings they viewed. They're a short distance from one another. The same flex operator runs both. The deal is done. Client takes space at the building they viewed through broker B. Broker B is happy; they've landed a deal. Client realises broker A put them in touch with the flex operator in the first place. They write a note to the operator to say they didn't realise, and that they definitely used broker A first. Both brokers have a valid claim to the fee from the operator. They did what they were supposed to do - introduce, book viewings, negotiate. Which gets paid? Sound advice to clients: pick the right broker and stick with them. If you decide to change, notify the original one that you are doing so (and why). You will make a big impact to resolving much behind-the-scenes chaos.?

What will be the impact of AI agents on the flexible office brokerage marketplace? The right broker is invaluable. But how much of their function is unique value-add VS just 'process'? How would AI score? --- Qualification: AI score = mixed The basics? A doddle. How big, where, when, how much, when can you view? The more nuanced? Much more difficult. As things stand AI agents are email / text enabled so going deep down into what drives requirements would require a long sequence that a single good discovery call would beat every time. Will we get to a point where AI voice is good enough and intelligent enough? Maybe. But it's a big ask. Building relationships: AI score = low Clients are 'flighty' when they don't value the broker's contribution. It's easy to go elsewhere: brokers are free to use after all. A?human touch and the ability to build confidence in your skillset and personality creates trust and keeps the client sticky. Getting availability and pricing: AI score = high Gathering, collating into reports and presenting to clients are some of the most time-consuming processes. AI can eliminate this bottleneck at a stroke. The only barrier is the percentage of the marketplace adopting systems that share the right data in real-time. Booking viewings: AI score = high Very easy, but again only as good as the percentage of the marketplace that adopts shared calendars for full efficiency. Negotiation: AI score = low In theory, straightforward. Submit offer A, receive counter-proposal B. Accept or reject. But there is an art to structuring deals in flex which relies heavily on the broker's relationship with the operator counterparty and how many 'tricks of the trade' they can use to build value into the proposition. Many of the mechanics of this can be programmed, but only a person and their perceived pedigree will move the needle between a 'no' and a 'yes'. Left-field thinking and creativity: AI score = low The best brokers can analyse a situation and recommend something completely novel based on subtle clues and their understanding of a client's drivers. Even if that something is, on paper, very much outside of the client's original brief. The best brokers in the business take this to 'art-form' level. Keeping in touch: AI score = high Personalised communication over time with a view to reaching a 'give me a call' moment is already here and evolves every day. --- So there you have it, at least in my eyes. An AI agent won't replace a human anytime soon. There is too much complexity. But they will keep streamlining the process, making it more efficient. As a side note, for clients wondering what to prioritise when looking for and choosing a broker, focus on the items that scored 'low': can they build a relationship with you? Do they inspire confidence? How well can they negotiate and can they prove it? How well do they adapt creatively??

2025 will see many companies thinking about new flexible office space. Most will need the help of a specialist agent to navigate this complex market. Flex Engine can make the process of finding the right one easier. What is Flex Engine? A directory of individual agent profiles which lets you specify the professional expertise and personality traits of your ideal match. Who is Flex Engine for? Clients that are new to flexible offices and how brokers work. Extensive blogs and useful resources to help you understand what to expect and what to look out for. Clients that have used a broker in the past and feel their experience was lacking. Eliminate chance by zeroing in on profiles that meet your unique needs to ensure a good experience this time around. Anyone interested in learning more about the inner workings of what happens to enquiries as they move between agents and coworking operators. www.flexengine.co.uk

Before starting your search for a serviced office, you should be well-prepared. Which is why consuming resources that give you information about what to expect is recommended. What are flexible office brokers and how do they work? How much information should you gather about your needs to make the qualification process as focused as it can be? What is the most effective way to grade buildings when you are viewing? Which levers can you pull during contract negotiation beyond price? Flex Engine now has a Resources page where you can download helpful (ungated) information to add value to your preparation so that you can choose the most appropriate individual agent to support your search. #FuellingChange

If you’re starting a search for flexible offices and using a coworking broker to help you, the questions you ask make just as big an impact on your decision as the questions the broker will ask you. Here are some questions clients don’t ask when speaking to a broker, but should: 1) What makes your approach unique? Why should I choose to use you? - If the USP is basically ‘free’, ‘imartial’, ‘cover the whole market’ or ‘will get you the best deal’ then it’s not really a USP because they all say that. Dig for something more compelling.? 2) How many active leads do you have in your pipeline? - This affects the amount of time they will be able to dedicate to your unique needs. Make a judgment call on how much support you need based on how busy they are. 3) Do you have an allocated enquiry size range? - Where does your requirement sit? Higher end or lower end? Will it be exciting for them? 4) If I take an office, what percentage of your target will you hit? - This actually matters. Even if you’re speaking with an independent business owner, your impact on their bottom line will determine how 'high-ranking' your requirement will be, especially when coupled with question 2. 5) How many locations do you cover as part of your remit? - The more locations they cover, the more they will have their favourites. If you’re not looking in that location, will you be a lower priority? 6) What information do you pass to office buildings? How many buildings? - Some brokers make introductions straight away and cover lots of buildings to get many fee positions and cover their bases.? - Others won’t make any introductions until you’re ready to view.? - Some will withhold your contact details, others might not.? - You should be comfortable with how this works and what it means. 7) Will you tell me which of the buildings you recommend are paying you increased fees? - There is nothing wrong with brokers getting incentives. But at which point does it impact impartiality? Transparency is king, so you shouldn’t be afraid to ask. Also, if you decide not to use a broker after speaking with them, be sure to explicitly confirm that you do not want them introducing your requirement to the market (if you gave contact / company details as part of the conversation).?

If you're a client starting a search for flexible offices and deciding which broker to help you, we're going back to basics with some considerations to keep in mind as you choose. What to look out for when choosing a broker? 1) Are you attracted to a brand, or a specific person? A person, not their company, will find you an office space. So the look and feel of the brand + any broad promises they make is only as good as the person you eventually work with on your search. 2) What do they promise? Every broker will be free, impartial, cover the whole market and say they’ll get you the best deal. So what else sets them apart that attracts you as a client? When speaking to a broker 1) How long is the call? If you’ve been on the phone with someone for 5 minutes and they tell you they know exactly what you are looking for, take a moment to ask if this is OK for you. 2) Which questions are they asking beyond the basics? Flex Engine has a useful guide to show you the volume of information required to truly understand your needs. Use this when speaking with a broker to find out how deep they’re going (see the "Resources" tab on the website) 3) Are you being pressured into confirming viewing dates? Remember, completed viewings secure a broker's fee positions. So often the push for viewings is a way to cement an introduction fee. Viewings are incredibly valuable, but you should do them on your terms.?