A Guide to Office Relocation

An office relocation is a profound strategic decision, not just a logistical one. It’s an opportunity to optimize performance, enhance culture, and future-proof your organisation. However, in an era defined by the rapid evolution of artificial intelligence, planning for a new space has become increasingly complex. How do you design an office for the future when we are on the cusp of a change we are yet to fully understand?

AWA offers two distinct but complementary services to help you navigate this complexity. Our Workplace Strategy studies (Workplace Consultancy) help organisations understand their current ways of working and design an environment that fuels collaboration, innovation, and growth. An AI Impact Assessment is a separate but equally crucial service that provides data-driven insight into how AI will affect roles and tasks, ensuring your relocation is future-ready.

This guide outlines the key considerations and a framework for managing a successful office relocation, ensuring that your new space is not just a change of address, but a strategic asset.

Organisations choose to relocate for various strategic and operational reasons. Understanding the primary driver behind the move is crucial, as it will shape the entire project and the selection criteria for the new space.

• Lease Expiration or Break Clause: A pending lease expiry presents a natural inflection point for an organisation to evaluate its current space and decide if it still meets its needs.
• Team Growth or Downsizing: A growing team may outgrow its current office, requiring a larger space to accommodate new hires. Conversely, downsizing or adopting a hybrid work model may prompt a move to a smaller, more efficient office.
• Change in Work Model: The shift to new ways of working, such as hybrid working (What are the benefits of hybrid working?) or activity-based working (What is activity-based working?), often necessitates a change in the physical workspace. The new office may be designed more for collaboration and community rather than individual focus work.
• Desire for a Better Location or Amenities: A move can be a strategic decision to relocate to a more desirable area with improved transport links, a better talent pool or enhanced amenities like cafes and fitness centres.
• Need for an Updated Workspace: A company’s brand and culture are often reflected in its workspace. Relocating can provide an opportunity to create a modern, updated office that aligns with the current company identity and technology needs.
• Cost Reduction: Moving can be a financially motivated decision to secure a more favourable lease agreement, reduce overhead or optimise real estate costs.

Selecting a new office location is a critical step that requires careful consideration of current needs and future ambitions. The right space should support business objectives for years to come.

• Location and Accessibility: Assess how easily employees can commute to the new location. This includes proximity to public transportation, major roads and local amenities. The location should support the business’s talent acquisition strategy.
• Building Type and Size: The new building should be large enough to accommodate the current team and allow for anticipated growth without leading to a right-sizing move again in a couple of years. An AI Assessment will help in understanding how AI will augment roles and automate tasks which will help forecast future space needs more accurately, moving beyond simple headcount to a data-driven model that accounts for the type of work being done.
• Lease Terms and Cost: The financial aspects of the lease are a primary consideration. This includes not only the rental cost but also service charges, taxes and any fit-out costs. A thorough review of the lease terms is essential.
• Amenities and Services: A new office can offer opportunities to improve the employee experience. Consider amenities such as on-site dining, wellness facilities, communal spaces and secure parking.
• Technology and Infrastructure: Evaluate the building’s technological capabilities, including internet connectivity, power supply and network infrastructure. The new space should be ready to support the organisation’s technology needs.
• Local Community: The surrounding area contributes to the company’s culture. Consider the local community, including nearby restaurants, retail, and leisure options, as these can enhance the employee experience.
• Environmental Requirements: Consider the building’s sustainability credentials, such as its energy efficiency, use of renewable resources and certifications like LEED or BREEAM. A green building not only reduces your carbon footprint but can also lead to lower operational costs and a more comfortable working environment for your team.

An office relocation is a complex project that requires meticulous planning and execution. A successful move depends on effective communication and a clear project management approach.

• Start Early: Begin the planning process well in advance of the desired move date. This provides ample time to secure a new lease, design the space and manage all logistical aspects of the move.
• Assemble a Project Team: Establish a dedicated project team with representatives from different departments, including IT, HR and finance. A cross-functional team ensures all aspects of the business are considered.
• Communicate with Transparency: Maintain open and consistent communication with employees throughout the process. Share progress, address concerns, and keep them informed about key milestones to build support and reduce anxiety.
• Engage Professional Expertise: Work with professionals such as project managers, commercial real estate agents and workplace consultants (Workplace Consultancy). Their expertise can help navigate complexities and ensure a smooth process.
• Create a Change Management Plan: A move is a significant change and a formal change management plan (How to implement A Successful Change Management Programme) can help employees transition smoothly. This plan should include training, engagement activities, and a clear vision for the future workspace.
• Plan for IT and Technology: The IT infrastructure needs to be a primary focus. Ensure all systems, networks and hardware are in place and tested well before the move-in date to prevent downtime.
• Manage Physical Logistics: Coordinate with a reliable moving company to manage the physical transportation of furniture, equipment and documents. Create a detailed inventory and labelling system to ensure everything arrives and is placed correctly.

An office relocation presents a unique opportunity to reassess how and where your organisation works. By clearly defining your reasons for moving, thoroughly evaluating potential new locations, and managing the process with a structured, human-centric approach, you can create a workspace that not only supports your business today but also fuels its success for years to come.

When it comes to complex transformations like an office relocation, AWA uses science, research and our depth of experience to deliver exceptional results for Change Management(Change Management) and Workplace Strategies(Workplace Strategy), which are essential during an office relocation.

Ready to plan your next move with a strategic partner? Contact us today to schedule a consultation and begin your Workplace Strategy study.