Everything you need to know about an office relocation

Relocating your office can be both an exciting and complex process. Whilst it offers a fresh start and potential for growth, it also involves logistical challenges, budget considerations, and the need for effective communication. Moving to a new office is much more than just finding a new address. A move to a new building can be used as a catalyst for business change in which a variety of cultural, process and technology transformations can be synchronised It’s about creating a workplace experience and culture that not only meets today’s business needs but also adapts to future growth, market volatility and evolving work models. In this article, we’ll explore the essentials of office relocation, helping you make informed decisions and execute a smooth transition.

The timing of an office relocation depends on several factors that reflect both the changing workplace landscape and business-specific needs. With the rise of hybrid and flexible work models, many companies are discovering that their current office spaces no longer align with how their teams work. Relocating to a more adaptable space tuned to predetermined ‘purposes’ can enhance productivity and employee satisfaction by providing the flexibility these new arrangements require.

Additionally, with a significant wave of office lease expirations approaching in 2024 and 2025 in both the U.S. and U.K., companies are presented with tenant-friendly market conditions. These conditions offer unique opportunities to renegotiate terms or move to spaces and solutions that better meet evolving workplace demands. Resources like the Deloitte 2025 Commercial Real Estate Outlook and ITRA Global Office Market Trends offer deeper insights into how these lease expirations are impacting the market.

Financial considerations also play a major role. As operational costs rise, relocating to a more affordable area can help reduce overhead and free up resources for other priorities. Likewise, modern facilities with advanced amenities, such as energy-efficient systems and updated IT infrastructure, not only support sustainability goals but also improve operational efficiency.

Evaluating these factors within the context of your organization’s long-term goals can help determine if an office move is the right step forward.

Selecting the right office space involves more than just picking a new location; a successful relocation requires aligning the move with your company’s strategic goals following some deep research.

There are some key questions to be answered:

• What are the purposes of the office?
• How can it be used as a vehicle for strategic business change?
• What will the activities that will be undertaken there and how might that change over time?
• Who will need to attend, when, why and with what frequency
• What does the lived experience need to feel like to meet business purposes and attract the workers we need?
• How much space do we actually need?
• Do we actually need an office or would another solution make more sense?
• How will our solution accommodate changes in the business, increases, or reductions in staff?

1. Develop a Workplace Strategy Aligned to Business Objectives: A new office should reflect key business goals like enhancing collaboration or supporting flexible work models and be designed to meet pre-agreed purposes.  Defining a clear workplace strategy  ensures the workplace experience and space directly contribute to these purposes– whichever they may be – creating resilience and fostering productivity.
2. Involve Employees Early: Engage employees in the process to ensure the new space meets their needs. Surveys or focus groups can provide valuable insights and boost engagement. In a recent relocation project where commute times were expected to increase significantly, we were able to gauge which amenities and perks would encourage employees to come into the office and make the commute worthwhile. This approach helped us tailor the new space to better meet employee expectations, focus our Change Management action plan on what really mattered and improve overall
3. Consider Sustainability: Many companies now prioritize sustainable office spaces that align with corporate environmental goals. Relocating to a green-certified building with energy-efficient features can reduce your carbon footprint and, as a bonus, appeal to eco-conscious clients and employees. But as organisations become sophisticated in their understanding of their true carbon footprint, considering Scope 3 emissions, location, adjacency to public transport hubs, and occupancy start to become more significant.

Learn more about our Workplace Strategy Services and how we can help align your office space with strategic business goals.

Relocating an office is a strategic decision that can shape your organisation’s future. Here are essential considerations for a successful transition:

• Align with Business Objectives: Ensure the relocation supports core business goals, such as growth, cost optimisation, enhancing employee experience, sustainability, and cognitive wellbeing. A well-defined strategy ensures the new office space aligns with your company’s vision.
• Secure Leadership Buy-In: Creating a Case for Change with Leadership that shows how the move aligns with long-term goals and ensures executive support and organisational cohesion. Additionally, we’ve seen firsthand how valuable this can be in projects with unexpected leadership changes. A clear Case for Change enabled new leaders to quickly grasp the project’s purpose, saving time and keeping objectives on track, even amid transitions.
• Involve Employees for a Smooth Transition: Employee input is essential for designing a space that meets their needs. Early engagement helps secure buy-in and maintain morale.
• Plan for Change Management: A Change Management plan that includes regular communication and resources helps employees adapt, reducing anxiety, disruptions, and resistance.
• Integrate Emerging Technologies: Consider how technologies like AI can optimise workplace operations and enhance employee experience. From smart building systems to hybrid work tools, a tech-enabled space can future-proof your office and support evolving work patterns.

As anxious as you may be to tell everyone about your upcoming move, announcing an office relocation requires thoughtful communication to ensure a smooth transition for employees and clients. Consider taking the following steps to reduce misunderstandings:

• Involve Senior Leaders in communicating the relocation: Get senior leaders to describe the change and it’s significance to business goals. Use the relocation as an important business milestone that triggers wider change,
• Implement Change Management Early: Engage a Change Management team early to communicate the reasons for the move and how it aligns with long-term goals, reducing uncertainty and fostering buy-in.
• Tailor Your Communication Plan: Customise messaging for different stakeholders. Employees need details about daily impacts, while clients should be reassured about service continuity.
• Provide Channels for Feedback: Not all employees will see relocation as a positive change. Offer avenues like surveys and suggestion boxes to gather feedback and address concerns. Accommodating their needs when possible can ease the transition.
• Highlight the Benefits: Emphasise how the new office will enhance the work environment, offering improved amenities, a better location, or more space.

Discover our Change Management solutions to ensure a seamless office relocation.

Relocating your office is a big step, one that impacts your entire organisation. But with thoughtful planning and a clear strategy, it can lead to a positive business transformation. As you prepare for this move, keep in mind a few key points: First, recognise when the time is right by looking at factors like lease expirations, costs, and the needs of your facilities. It’s also essential to align the new office with your company’s long-term goals, making sure it supports where you want to go as a business.

Involving both leadership and employees early on is crucial for a smooth transition. Their input will not only provide valuable perspectives but will also foster buy-in and enthusiasm. Lastly, be sure to plan thoroughly—consider the budget, communication strategy, and Change Management practices that will help everyone adjust seamlessly.

If you’re ready to take the next step, we’re here to help make your relocation as smooth and successful as possible. Contact us for expert guidance tailored to your needs.

Author: Helena Barcelos

For more on office relocation see – Looking to relocate your office? The 5 most expensive mistakes medium-sized companies make.