Looking to relocate your office? The 5 most expensive mistakes medium-sized companies make
Founder & Managing Director
A strategic relocation is an opportunity to revolutionise your workplace, boost productivity, and overhaul your company culture. However, many businesses fall into costly traps by overlooking the broader implications of a move. Let’s explore the four most expensive mistakes to avoid and how to leverage your relocation as a catalyst for organizational transformation.
Office Relocation Mistakes
- Failing to align relocation with overall business strategy
Many companies rush into relocation without considering how it fits into their long-term business goals. This can result in a space that doesn’t support future growth, hinders productivity, fails to attract and retain top talent and impacts productivity. Too often the interior designer and architect have been hired before one simple question is asked and answered… ‘What are we seeking to achieve’.
- Neglecting to reassess workplace needs and culture
Simply replicating your previous office setup in a new location is a missed opportunity. Failing to evaluate how work patterns have evolved and how they might change in the future can lead to an outdated workspace from day one. Your organisation is going to change even before you move in and certainly over your lease period.
- Underestimating the impact on employee experience
Relocations can significantly affect your staff’s daily lives. Overlooking factors like commute times, amenities, and work environment preferences can lead to decreased morale and potential talent loss.
- Focusing solely on cost reduction without considering value creation
While managing expenses is important, making decisions based purely on cutting costs can be counterproductive. A cheaper location or lower-quality facility might save money initially but could hamper productivity, innovation, and your ability to attract clients and employees in the long run.
- Failing to consider wider environmental issues
Buildings generate loads of carbon in their creation and operation, so to not consider issues like the circular economy and low carbon working could be a missed opportunity to do the right thing by the planet and improve corporate image. It affects everything from location, transport modes, materials, and the choice of more energy efficient buildings
Office Relocation Guide
To avoid these pitfalls and maximize the strategic benefits of your relocation, consider the following steps:
- Align with business objectives: Workshop with your business leaders to agree your top 5 business priorities so that these can be considered as part of the future office determination and clarify what they want to achieve from the relocation..
- Conduct a thorough workplace strategy analysis: Evaluate current and future needs in terms of space, technology, and work patterns, business drivers, business and market and trends. Track your workplaces true hourly utilisation using people or sensors and look at the need for strategic flexibility to absorb market shocks.
- Engage employees: Involve staff in the planning process to gain valuable insights and increase buy-in.
- Consider professional help: Independent workplace strategy consultants can provide expertise in optimising your new space for productivity, employee satisfaction and modernising culture and a range of other drivers too. For you, relocation may be a once in 10-year experience, but it’s bread and butter for your workplace strategy consultants. Why re-invent wheels, when you don’t have to.
- And when you do choose a consultant, make sure they are independent and don’t have other commercial interests that might influence their judgement. If they are involved in selling you a design contract, furniture or a lease, they may be more interested in getting you to take more (rather than less) space.
Office Relocation Checklist
Use this checklist to ensure your relocation supports your workplace strategy:
– Define clear objectives for the relocation (e.g., improving collaboration, supporting hybrid work, enhancing brand image, increasing recruitment performance etc.)
– Analyse current space utilization and project future needs
– Survey employees about their work preferences and pain points
– Evaluate potential locations based on talent pools, client proximity, and amenities
– Design a change management plan to support the transition
– Plan technology infrastructure to support flexible ways of working
– Develop policies for new ways of working (e.g., hot-desking, remote work)
– Create a communication plan to keep all stakeholders informed throughout the process
Workplace Strategy and Relocation…what are we seeking to achieve?
A well-executed workplace strategy can turn your office relocation into a powerful driver of business success. Here are key aspects to consider:
- Determining capacity and location
Analyse your current and projected headcount, but also consider how flexible work arrangements might affect your space needs. Choose a location that balances accessibility for employees and clients with access to talent pools and business networks.
- Defining purpose
Clearly articulate the primary functions of your office space. Is it primarily for collaboration and client meetings? Individual focused work? Innovation and creativity? Your answers should guide your design decisions.
- Smoothing demand across the week
Implement strategies to balance office occupancy throughout the week. This might involve rotational schedules, bookable desks, or incentives for off-peak office use, helping to optimize space utilization and create a more consistent office atmosphere.
- Enhancing human productivity
Design your space to support different work modes – focus, collaboration, learning, and socialization. Consider factors like natural light, acoustics, and ergonomics to create an environment where employees can perform at their best.
- Supporting recruitment and retention
Your office can be a powerful tool for attracting and retaining talent. Consider amenities that appeal to your target employee demographic, showcase your company culture, and support work-life balance.
- Enabling flexibility and future adaptability
Create a space that can evolve with your business. This might involve modular furniture, adaptable technology infrastructure, or lease terms that allow for expansion or contraction.
- Promoting sustainability and well-being
Incorporate eco-friendly design elements and features that promote employee health and well-being. This not only reduces your environmental impact but can also improve employee satisfaction and productivity.
By avoiding common mistakes and approaching your relocation as a strategic opportunity, you can create a workspace that not only meets your current needs but also propels your company towards its future goals. Remember, this is more than just a move – it’s a chance to reimagine how your organization works, innovates, and grows.
A thoughtful workplace strategy, implemented through a well-planned relocation, can lead to increased productivity, improved employee satisfaction, and a stronger competitive position in your market. Don’t miss this opportunity to transform your business from the inside out.
