What is Office Relocation?

Office relocation is moving a business to a new location. It is a complex project requiring early office relocation planning for logistics, budgeting, IT and staff communication. Office relocation is most effectively managed using a detailed office relocation checklist, such as this one. Office moving is frequently overseen by specialists to minimize downtime, sometimes over weekends, and can include designing the new office to improve efficiency, culture and brand.

Relocating to a new office can:

• Support business growth by providing more space for employees

• Reduce overheads by moving to a cheaper, smaller or more energy efficient building

• Reposition a company within a new geographical location

• Facilitate a new style of working, such as agile, hybrid or project based

• Accelerate a rebranding exercise

• Improve the health, wellbeing and work-life balance of employees

• Ensure a company achieves its ESG objectives

8-Stage Office Relocation Timeline

This office relocation checklist will walk you through the key stages and considerations for any business thinking of relocating.

Stage 1: Initial Planning & Strategy (6-12 months before)

There is usually a catalyst for an office relocation: one pressing need or a combination of multiples (perhaps the company is rapidly expanding, hybrid working has reduced the need for square metre space, the business can no longer afford current rents/rates or there’s a requirement for more modern facilities). Working with office refurb specialists during stage 1 will help decide whether it’s more cost effective to stay in the current location and renovate or relocate to an entirely new office that’s custom designed. With a need identified, a relocation project manager should be nominated and assigned a team. Together they can ascertain notice periods, conduct feasibility studies, perform audits, budget plan, manage stakeholders and create an office moving timeline.

Stage 2: Space Requirements & Location Search (6-9 months before)

Stage 2 on the office move checklist offers employers the chance to identify issues within their current workplace and rectify these in the relocation process. Audits are key to understanding what can be improved and addressed in commercial fit outs. You’ll want to know about occupancy levels, identify areas that are underutilised, find out if more meeting rooms and break-out areas are required, and ask employees if their needs are being met. Projections will help guide the size of office a company might need, as well as a desire to switch to project-based, agile or hybrid working patterns (the British Council for Offices latest Guide to Fit-Out addresses the latter). Consideration should also be given to accessibility/commuting prospects as employees have these Government-set mobility rights when a company relocates. Plan in time to view premises and conduct lease negotiations.

Stage 3: Workplace Design & Fit-Out Planning (4-6 months before)

The most successful office relocations are more than moving people and furniture from A to B. Engaging with office design services ensure the very best return on investment, working ahead to ensure a new workplace is fit-for-immediate purpose and futureproofed. MPL works with businesses to appraise new premises and identify Cat A/B fit-out requirements, ensuring the most sensible scheduling. Our design-led approach is guided by feedback gathered in stages 1 and 2, mindful of budgets and brand. Together, MPL and its clients sign off design concepts and space plans, select furniture, technology and finishes, and create a workplace that’s brims with smart and energy efficiency features.

Stage 4: IT & Technology Infrastructure (3-4 months before)

Your office relocation planning must place emphasis on how the company’s IT and infrastructure will shut down at one office and reconnect at another – it’s not a simple ‘unplug/plug back in’ situation. An IT inventory, led by IT specialists, will produce a mini office relocation checklist of its own. It should list systems, such as telephony, AV systems and smart office technology, that will need porting across. Other major IT relocation projects include server moves, data backup and network setup, keeping in mind the record management and security protocols set out by the Information Commissioner’s Office. This is important if you plan to give staff remote access to data while the relocation takes place. Once relocated, plan in a testing and reconnection phase, which should also include the introduction of new smart technologies.

Stage 5: Communication & Change Management (3 months before)

Many people are resistant to change and will feel anxious if they hear rumours about a new location. The relocation project manager, together with HR, should co-ordinate a communication programme for all stakeholders that stops speculation and deals with facts. Employees will find an office moving timeline very useful – one with clear dates and benefits. Be ready with information about how well a new office is served by public transport, what the parking will be like and whether there will be any new on-site facilities. Don’t forget that stakeholders also include suppliers, clients and business contacts, so they will also need notifying.

Stage 6: Logistics & Move Preparation (6-8 weeks before)

Stage 6 will need the involvement of department heads/team managers. With 8 weeks to go, focus should turn to the hands-on side of relocation. That means identifying all the furniture, storage, equipment and stationery that needs to be moved. Remember, the physical wellbeing of employees is protected and a risk assessment should be carried out – use this Health & Safety Executive guide in your planning. Employing a professional removal company with the correct insurance will uphold safety standards and ensure enough crates/boxes are provided. The in-house relocation team should devise a labelling system, organise for the safe disposal of unwanted/broken items, plan in a winding down/packing period, schedule the move itself and organise permits/access for removal lorries.

Stage 7: The Physical Move (Move Day)

The relocation project manager will oversee the move day itself, co-ordinating the IT team, the professional removers and any key stakeholders who are involved. Ideally, the move should be scheduled for an evening or over a weekend to minimise disruption. Every office, desk and space should already be packed up but a sweep of the premises should be conducted before any keys are handed back. Have a contingency plan too – for example, be able to extend working from home.

Stage 8: Post-Move Settlement & Review (1-3 months after)

It’s ambitious to think you’ll hit the ground running at a new premises so give teams time to settle, especially as there may be IT grumbles. Make training and manuals available to all, especially if the new premises has smart office technology woven into the fabric. Once everyone has relaxed into their new working environment, revisit stage 2 of the office move checklist and evaluate how well each objective has been achieved. A staff feedback questionnaire will gauge sentient and reveal if tweaks are required. You may want to run another set of occupancy and output audits to measure success.

Benefits of Professional Office Relocation

Cost Savings: with clever office design it is possible to accommodate the same amount of employees – maybe even more – in a smaller, less expensive space. Reduced fixed overheads can be complimented by lower utility bills in an energy efficient office.

Improved Facilities: switch to a more productive and incentivising way of working with better facilities that include video conferencing rooms, collaboration spaces and bookable desk arrangements.

Growth & Talent: relocate to allow for expansion and growth, as well as project a forward-thinking, inclusive brand that resonates with your industry’s talent.

Efficiency: install an effective workplace design that facilitates better synergy between departments, increases collaboration, improves workflow and circulation patterns, and gives employers the ability to flex with market conditions.

Office Relocation Costs: UK Pricing Guide

Budgeting is an essential part of office relocation planning. Prices will depend on a number of factors (distance, workforce size, complexity, fit-out requirements, IT migration and timing) but expect to pay:

• Small office (10-20 people): £5,000-£15,000

• Medium office (20-50 people): £15,000-£40,000

• Large office (50+ people): £40,000-£100,000+

MPL can help you budget for an office relocation, creating a contingency plan and fitting out a new office. Don’t tackle stage 1 on your office relocation checklist without contacting us first. We can also provide a retail interior design quote for businesses moving on the High Street, in retail parks and in shopping centres.

Frequently Asked Questions

FAQ: What is office relocation?

Office relocation is when a company moves from one office to another. Careful planning is required as multiple items will need safely transporting between offices, including furniture, documents, IT systems and storage.

 FAQ: How do you announce an office relocation?

Office relocation is when a company moves from one office to another. Careful planning is required as multiple items will need safely transporting between offices, including furniture, documents, IT systems and storage.

FAQ: How do you announce an office relocation?

An office relation should be announced to employees, suppliers and stakeholders 3-6 months before moving day. A whole company meeting is a good way to make the announcement, followed by an email that outlines the office moving timeline, explains the benefits and answers frequently asked questions.

FAQ: What are the office relocation tasks?

• Identify why a relocation is required: more square footage, smaller office, newer facilities?

• Complete in-house audits on occupancy, efficiency/output, wellbeing and space usage

• Engage with an office fit out specialist

• Start lease negotiations, find a new premises & negotiate

• Start staff and stakeholder communication

• Plan IT relocation and take data security measures

• Create an office moving timeline and contingency plan

• Appoint a professional removal company

• Manage the move day 

• Conduct a post move audit once staff have settled

FAQ: How much does office relocation cost?

There is no ‘one-size-fits-all’ answer but office relocations, including removal, IT and fit-out, can cost:

• £5,000-£15,000 for small offices (10-20 people)

• £15,000-£40,000 for medium offices (20-50 people)

• £40,000-£100,000+ for large offices (50+ people)

FAQ: How long does an office relocation take?

Office relocation can take 6-12 months, from initial planning to completion. An office moving timeline includes: 

• planning (6-12 months before)

• audits & design (4-6 months)

• logistics (6-8 weeks)

• move day (1-2 days approx)

• settlement (1-3 months)

FAQ: What is the meaning of workplace relocation?

Workplace relocation is when a company moves out of one premises into another. A new workplace is often renovated before a company moves in to create a better working environment that is bespoke to the business.