Moving Office
Are you planning an office relocation, but don’t know where to start? Do you feel there are so many questions, possibilities and risks to consider that you feel overwhelmed?
Moving office can be daunting at first, but there’s no reason for it to stay that way. By educating yourself and planning well, you can make sure your project is as smooth and successful as possible.
Today, we’ll go through some of the most common questions we get asked by prospective clients about their office move when they first reach out to us. We’ll also include links to other resources that will help you research each question in more detail. By the end of this article, you’ll have a basic understanding of the work and cost involved in moving office, as well as what the process looks like.
Why Should we Consider Moving Office?
When we speak to companies about their upcoming office relocation, they are often unsure as to whether they actually need to move office or not. They realise that they have issues with their office, but they’re not convinced that the cost and disruption of moving office is worth it.
It’s a very valid concern. Moving office is a big project, and requires a lot of time, money, and effort. Depending on your current situation, it may not be right for you. When deciding if you should move office, you have 3 options:
1) Move to a new office;
2) Refurbish your existing office; or
3) Do nothing
All 3 are viable options. Which is best for you will depend on your current situation and future needs.
Office relocation has significant benefits. Studies show that companies that redesign their offices experience an average 12% increase in employee productivity. Many companies that move office choose to do so because they have an issue with their space that cannot be fixed by refurbishment, such as overcrowding, poor location, or lease expiry.
What is Involved in Office Relocation?
You might think office relocation is simply choosing a new office and arranging for a removal company to transfer your furniture and equipment from your current office to your new one. However, there is far more to a well-managed office move.
First, you have to understand and define why you need to move office. You then have to research potential new offices, shortlist the best options, conduct due diligence, and negotiate with the landlord for your chosen space. Once that is complete, you then have to work with a design & build company to design your new workspace. You’ll then appoint a D&B company or contractor to build. Only then can you transfer all your equipment and staff to your new location.
This sounds like a lot of work, and it is. However, there is no need to feel overwhelmed by such a huge task. You can lean on the expertise of workspace consultants, real estate agents, and design & build companies to guide you through this entire process. They’ll be able to help you avoid damaging mistakes and maximise the success of your project.
How Much Will My Office Relocation Cost?
When companies enquire about their office move, their first question is almost always “how much will it cost?”. Unfortunately, the answer is “it depends”. No two projects are the same, so office relocation costs differ for every project. Moving office is a big project, and comes with a substantial price tag.
The biggest cost involved in moving office is the lease of your new space. This will vary hugely depending on the size and quality of the space, as well as the location. For most offices in London, we see costs of £75 to £150 per square foot per year.
The second biggest cost is the fit out of the space itself. The fit out component of your relocation cost is very variable. However, there are 5 major factors that will control your office fit out costs: size, specification, state, and services. Most fit outs will cost between £50 and £100 per sq/ft.
There are also other key costs to be considered, such as strategy consultants, estate agent fees, current space dilapidations, design costs, and relocating equipment & staff content. Understanding these costs and budgeting for them at the start is necessary to avoid cost difficulties later on.
Keep Reading: Office Relocation Costs in 2024.
How Long Does Office Relocation Take?
This is normally the second question we get asked when talking to companies about their office move. Because of all that goes into an office relocation, it takes a lot longer to plan and execute than many companies anticipate.
Creating a project plan will generally take somewhere between 4 and 12 weeks. Researching, shortlisting, and choosing a new office will typically take 8-16 weeks. Designing the space will take around 6-12 weeks. The timeframe for the actual fit out of the space will vary depending on the size of the space. However, it’s usually 4-20 weeks. For projects over 30,000 sq/ft, this may take longer. Finally, the relocation and setup of the space should take around 1-3 weeks.
Many of these stages overlap, reducing the overall timeframe required for your project. Typically, office relocations tend to take 6-18 months depending on the size of your space and the complexity of your brief. It is also highly variable, depending on your scope, budget, and speed of decision-making.
Should we Relocate or Refurbish?
Almost every company planning to move office first explores if they can instead refurbish their existing space. It’s an option that is well worth considering. When helping our clients make the best decision for them, we walk them through 3 key aspects: cost, space, and disruption.
It will almost always be cheaper to stay in your existing office, even if it requires extensive refurbishment. However, there are some things an office refurbishment can’t change, such as the size of your office. If your office is too small, you definitely need to expand or relocate. Disruption is a key concern, as this will affect the performance of your company during the project. An office relocation will often be more disruptive, though not always.
There is no one right answer to the stay-vs-go question. It depends on your constraints and goals as to which will be best for you. As well as the upfront costs and cons of each option, you should also consider the ROI and long-term impact
How do We Choose the Right Location?
Having settled the stay-vs-go question, the next question on your mind will likely be “Where should we move to?”. Even in the age of hybrid working, when your staff may not come in to the office all day every day, the location of your office is hugely important.
Typically, you will want to stay relatively close to your current location to minimise disruption for staff. However, there may be strategic reasons for relocating further away, such as access to a larger/better talent pool, or to be nearer your customer base.
If you’re moving office within London, the exact location becomes more important. There is a huge disparity in cost between different boroughs, as well as the quality of space available. Where you are located in London will also say a lot about your brand to staff and clients alike. Different boroughs will also give you access to different talent pools and demographics. Transport links are another crucial consideration.
How do we Minimise Disruption During the Move?
One of the biggest worries we uncover when talking to business leaders about their office move is the potential disruption involved. They know they need to move office, but they know they can afford the downtime.
When moving office, some disruption is inevitable, but minimising it is absolutely crucial to the success of your office move. The most important part of this is creating a comprehensive proejct plan (more on that later). It’s also essential to work with an experienced design & build partner who can minimise the amount of time you need to spend managing your project and ensure it's completed with no disruptions.
Building a good internal project team will ensure you have the insight and authority to run the project effectively. Alignment within this team as well as with key external partners is crucial to maximise speed and minimise conflict. Minimising disruption is crucial, as the long-term financial cost to your company of weeks or disruption will far outweigh the short-term costs of the project itself.
How do we Communicate the Move to Our Staff?
The final major question we are often asked when first engaging with companies about their relocation is about involving their staff and communicating with them throughout the project. Poor change management is the most common reason that office relocations fail. There might not be a lot of conflict or resistance, but the expected benefits never materialise.
Moving office is a huge change in their working day, so it’s understandable that they have concerns. It’s important to take the time to listen to and handle their concerns properly. Staff surveys are also an effective way to get their input on the design of the new space and engage them in the process
However, by taking the time to consider and listen to your people and involve them in the project, they will be a lot more open to the change involved. After all, if they are not happy with the change, the project will fail.
Where do we Start?
“So, what next?” is the question our clients always ask us after their initial consultation. Our answer, this time, is always the same: Create a comprehensive project plan. But what exactly does this include? A good project plan includes 5 key items: overall workspace strategy, project objectives, key milestones, new space requirements, and commercial feasibility analysis.
A workplace strategy details how your company's work environment will help the business achieve its goals. Project objectives take your workspace strategy and distill it into a few key deliverables for this project. Key deadlines are the milestones that you have to hit for your project to be a success. New space requirements are the headline features that your new office will have to have. Finally, an ROI study is necessary to determine if your proposed office relocation is a worthwhile investment.
It may seem time-consuming and difficult to create an office relocation plan so comprehensive. However, it is a worthwhile investment in the overall success of your project. This plan will establish exactly what your move needs to achieve, and the criteria for success. It will also help get everyone aligned and make staying on track much easier.
More Office Relocation Questions?
There you have it, our answers to some of the most common questions companies ask us when they're in the same position as you: planning an office relocation. Hopefully, you now feel more informed about some of your most pressing questions about moving office. We kept our answers high-level and brief, but you can explore more detailed answers about each in our insights centre.
If you’re ready to take the next step on your office moving journey, download Your Ultimate Guide to Office Relocation. There, you’ll get a comprehensive guide that will help you understand everything that goes into an office relocation, what it costs, and how long it will take. Download your go-to guide for a successful office relocation here.
If you have any other questions about office relocation, explore our insights centre for more educational content about office design & build. Check out our latest articles, most popular articles, and free guides. Alternatively, feel free to reach out with any more specific questions you have or detailed answers you need. We’d love to help you.
