Tips for success in sub-leasing office space
Sub-leasing office space is an affordable way for therapists to provide in person services, while keeping overhead low.
Despite the success of telehealth, many clients still prefer to have the option of face-to-face therapy. Given the financial commitment of a multi-year office lease, there are also significant benefits for primary lease holders to sublet space. Practitioners can enjoy collegial support, shared expenses, and cross-referral of clients. However, as is the case with college dormitory roommates, the relationship can create a lifetime friendship but also has the potential to devolve into enduring enmity. Therapists can avoid such pitfalls by spending time upfront to fully consider all aspects of a sublease, prior to making a commitment.
Written agreement
An essential first step involves confirming that the primary lease allows the lessee to sublet space. Assuming this is the case, a written agreement is drafted by the party holding the primary lease. Minimally, the agreement should include language about: the amount of advanced notice to terminate the agreement, days of the week, monthly rent, and due date of rent.
A written agreement should state that the sublessee only provide services within their scope of competence and needs to maintain liability insurance. The sublessee should not assume that rent will include internet access or the right to use services such as fax, printers, or office supplies unless the primary lease holder specifically makes this agreement.
Etiquette and clientele
Large office suites can accommodate diverse caseloads with children and adults. It is worthwhile to evaluate whether the sublessee’s clientele will mix well in a waiting area with the existing clientele. It is better to have a sense of the amount of noise that is tolerable for each party prior to embarking upon a sublease.
To the extent that wayfinding is critical, it is best to clarify whether and what type of signage is allowed. Respect for boundaries entails consideration of the need for patient privacy and the need to maintain a space conducive to therapy.
Cleaning
In a perfect world, there would be a shared consensus on what it means to keep an office space clean! Sadly, it is not wise to make assumptions about cleaning expectations. Over the years, I have discovered this is particularly true when the suite includes a kitchenette. On the plus side, a refrigerator is invaluable for the busy therapist with little time to take lunch. But the refrigerator, sink and microwave all provide opportunities for clashing expectations about cleaning.
Even if an office cleaning service exists, it is better to clarify the expectations of each party.
For example, should food be left in the trashcan or taken out at the end of the day? Who takes responsibility for changing the water cooler? Is there an expectation that the desk be wiped down in a shared office? It is better to discuss such details than to make assumptions.
Expectations and flexibility
As must seem evident, shared office space requires flexibility and tolerance. One party may have a narrow two-degree definition of what constitutes “hot” versus “cold” while another might regard the thermostat as untouchable. It is far better to have uncomfortable conversations about expectations upfront to prevent conflict down the road.
Having been on both sides of the relationship, I have been lucky to share space with a multitude of wonderful therapists. I have been rescued from accidental office lockouts and have come to the aid of others in similar situations. I have benefited from the ability to consult with colleagues about challenging cases. I have appreciated the security of knowing that my fellow therapists are onsite while working at night and been mildly annoyed encountering conditions that I considered subpar.
Community
It is not possible to ascertain all the possible scenarios that might arise in a sublease relationship. Inevitably, there will be clashes in expectations and a need to integrate the separate realities of the sub-lessee and primary leaseholder.
Discussion of issues beforehand provides each person with a sense of how the other party approaches conflict resolution. The primary leaseholder has the responsibility of addressing violations of the written agreement and it is wise to reflect upon this beforehand. Overall, the benefits of a shared therapist community and collegial support often outweigh the inconveniences.