Our office relocation guide

Why consider an office relocation?

Relocating an office is a decision that involves weighing practical needs, employee wellbeing, and long-term business strategy. While it may seem daunting, an office move often opens the door to significant opportunities for growth and improvement. Below are some of the most common reasons organisations choose to relocate, each offering its own set of benefits.

1. Growing the business

If your company is experiencing growth, you may find that your current space no longer meets your needs. A larger or more adaptable office can accommodate an increased headcount, support additional functions, or house specialist teams and equipment. Moreover, a move can help create the right environment for innovation and collaboration, fostering an atmosphere that drives continued growth.

Relocating also provides the opportunity to reassess your office layout, introducing multifunctional spaces that maximise efficiency. For example, flexible desks, breakout zones, and dedicated meeting areas can cater to a growing workforce while maintaining a productive flow.

2. Adapting to new working models

The rise of hybrid and agile working has transformed office requirements. Today’s workspaces need to be more than just places to sit—they should inspire collaboration, offer privacy for focused work, and enable seamless integration of remote and on-site staff.

Relocating gives you the chance to design a workplace that aligns with these evolving demands. Consideration can be given to areas like hot-desking, collaborative hubs, and quiet zones to ensure your team has access to the spaces they need, regardless of how or where they work.

3. Improving employee wellbeing

Your office environment has a direct impact on employee morale, satisfaction, and productivity. Moving to a better-designed space can address pain points like cramped seating, poor lighting, or lack of amenities. Features such as ergonomic furniture, natural light, and biophilic design elements (like indoor plants or access to outdoor spaces) can make the workspace more inviting and conducive to wellbeing.

A well thought-out relocation can also enhance the sense of community within your team. Providing spaces where employees can gather, relax, or recharge fosters stronger connections and a healthier work-life balance.

4. Better location

An office’s location can influence everything from employee retention to client impressions. Proximity to public transport, car parking, and key business districts can make commuting easier and more appealing for your team.

For businesses that rely on face-to-face meetings with clients or partners, relocating closer to central business hubs or hospitality venues can create a smoother experience for visitors. Additionally, moving to a location with more amenities—such as cafes, gyms, or green spaces—can improve work-life integration for your employees.

5. Aligning with company identity

Your office is a reflection of your company’s brand, culture, and values. If your current space no longer aligns with these elements, relocating provides an opportunity to reinforce your identity. For example, creative industries may prioritise bold, open spaces that inspire innovation, while corporate firms might focus on sleek, professional interiors that instil trust and confidence. A relocation can also signal growth and ambition to your employees, clients, and stakeholders, showing that your company is invested in its future.

6. Lease expiry or cost efficiency

An expiring lease is a natural time to evaluate your workspace. If your current office no longer serves your needs—or if rising rent costs are a concern—relocating may be a more strategic option than renewing the lease.

A move can also allow you to streamline costs by transitioning to a space that’s better suited to your business size and structure. Smaller or more energy-efficient offices, for example, can reduce overheads without compromising on quality or location. Should you refurbish or relocate?

The role of a design and build partner

While it’s tempting to manage everything in-house, working with a specialist partner like Peldon Rose can make a significant difference to the success of your move. Here’s how your design and build partner can help.

• Understanding your needs: Expert partners can assess your current and future workplace requirements, ensuring the new space aligns with your goals.
• Planning and strategy: From creating timelines to designing layouts, a contractor ensures no detail is overlooked.
• Minimising disruption: By managing logistics, design, and setup, they help reduce business downtime and maintain productivity during the transition.
• Customising your space: Partners can design and fit out the new office to reflect your brand, optimise workflows, and support employee needs.
• Change management: Transitioning to a new office can be challenging for employees. A design and build partner with in house expertise in change communication, like the Peldon Rose Workplace Strategy team, can help communicate changes, provide resources, and ensure a smooth adjustment.

We supported Carebase with their relocation by designing a workspace that prioritised employee wellbeing while aligning with their business values, as well as helping them to source the right space, and move in on time. Take a look at the space!

Preparing for an office move

Preparation is the foundation of any successful relocation. Here’s how to get started.

12 months before the move

• Assemble a relocation team: Appoint a project manager and involve representatives from key departments, ensuring each person is aligned on the project goal and their key role in achieving it.
• Define objectives: Establish why you’re moving and what you want to achieve (e.g., more space, better amenities, improved employee satisfaction), and how you’re going to do it, as well as defining what benefits you expect to see and to what degree.
• Budgeting: Create a detailed budget covering everything from contractor fees to potential downtime.
• Communicate early: Communicating change is vital to employee adoption. The way you position a relocation will affect your ability to take them on the journey with you, and transfer an understanding of why to move is taking place, and the benefits they’ll see through addressing change with positivity. Inform employees about the move as soon as possible to avoid uncertainty and build engagement.

6–9 months before the move

• Evaluate spaces: With your contractor, identify locations that suit your operational needs and budget.
• Create a timeline: Plan key stages of the move, from packing to setting up the new office.
• Review lease terms: Check notice periods, legal obligations, and any penalties for breaking or extending your lease.

Explore the importance of change management during relocations on our News & Insights page.

Creating a relocation plan and assigning responsibilities

Relocating is a complex process, and a clear plan is essential. It’s a multifaceted process that impacts not just logistics but also employee wellbeing, business operations, and company culture. Thoughtful planning ensures a smooth transition, minimising downtime and disruption while creating a workspace that supports your team and aligns with your long-term goals.

Making strategic considerations allows you to address challenges proactively, ensuring the relocation is an investment in your company’s growth and success. Here’s what to include in your plan:

• Key milestones: Define what needs to happen and when, from securing the lease on the new space to arranging moving day logistics.
• Assigned roles: Delegate tasks to team members, such as coordinating with suppliers, handling IT, or overseeing packing.
• Budget allocation: Track all costs, including unforeseen expenses.
• Regular check-ins: Schedule meetings to review progress, address challenges, and ensure everything stays on track.

Assessing your new location

Ensuring the new office is fit for purpose is critical. Key considerations include:

• Space layout: Does the space allow for collaboration, privacy, and future growth?
• IT and connectivity: Check the infrastructure for internet, phone lines, and any other technical requirements.
• Accessibility and compliance: Ensure the space meets accessibility standards and other legal requirements.

Working with an expert ensures your new location is ready to support your operations from day one.

Preparing the workspace

Packing up an office can feel overwhelming, but these tips can help.

• Declutter: Take the opportunity to clear out unused equipment and outdated files.
• Organise materials: Use labels and an inventory system to keep track of items.
• Backup data: Ensure all electronic files are securely backed up before moving equipment.
• Communicate changes: Keep employees informed about how their workspace might change.

Setting up in the new office

Once the move is complete, it’s time to bring the new space to life.

• Furniture assembly: Set up desks, meeting rooms, and shared areas.
• Technology setup: Install and test all IT systems, ensuring employees have everything they need.
• Orientation: Provide tours to familiarise employees with the new layout and facilities.
• Updating business information: Update your address across all platforms, and notify stakeholders of the change.

Supporting employees through the transition

Relocating can be a big adjustment for employees. Supporting employees through the relocation process is essential to maintaining morale, productivity, and engagement during a period of change. Without proper support, confusion or resistance can arise, potentially leading to frustration, decreased performance, and even staff turnover. When employees feel informed and involved, they’re more likely to adapt quickly, embrace the new environment, and maintain a positive outlook. You can support this journey by:

• Communicating regularly: Provide clear updates at each stage of the process.
• Training: Offer sessions on any new tools or systems.
• Celebrating the move: Hold a launch event or team gathering to mark the transition and boost morale.

To conclude

Relocating an office is a chance to reimagine your workspace and set the stage for future success. With careful planning and the right support, you can minimise disruptions and create a space that inspires employees and impresses stakeholders. Peldon Rose has a wealth of experience and expertise with office relocation. View our latest relocation Projects, or start your journey now and chat with our team.