The modern workplace is evolving at a pace. Shifts in working patterns, the rise of hybrid models and changing employee expectations have all reshaped what businesses need from their office space.
As a result, office moves are no longer purely reactive. They are strategic decisions, driven by growth, culture, performance and long-term business goals.
Relocating your workspace presents an opportunity to do far more than change location. It allows you to rethink how your people work, how your brand is experienced and how your environment supports productivity, wellbeing and collaboration.
At COEL, we work with organisations at every stage of this journey, helping them to assess whether a move is the right decision and, if so, how to plan it effectively to minimise disruption and maximise value.
Before committing to a relocation, it is important to understand what is prompting the decision. In many cases, it is not a single factor, but a combination of pressures and opportunities that build over time.
When your lease reaches its expiry, it’s the perfect time to consider an office move. It may be that your current premises are still fit for purpose and that the best option is to negotiate an extension. Or perhaps the space is no longer working for your business, making it the perfect opportunity to find new premises that better suit your needs.
As your business grows, your team will likely grow too. The second most common reason to consider relocating your office is that you have outgrown your existing workspace. Whilst this might mean an office move, it could also be an option to reconfigure your existing space to suit your current and future needs better.
Sometimes, entering into new markets can prompt an office move. If you are now specialising in trading with businesses in the life sciences sector, this may prompt a move to be nearer to one of the UK’s primary science hubs, for example. Or perhaps you have identified an area where you could better serve your clients, and moving to that location could be part of a longer-term growth strategy.
Increases in rental costs can force an office move. Whilst it may be possible to negotiate terms with your existing landlord, on some occasions, existing premises become cost-prohibitive as rents increase over time. While other landlords may offer lease incentives to attract companies to move, lower costs are often a key motivator for an office relocation.
The increase in hybrid working has brought with it an expectation among employees that offices will become more of a ‘social destination’. You may need to move offices to create an office space that suits your current culture and working practices while also attracting new talent. More breakout spaces, communal areas and recreational facilities are common requirements to keep employees happy these days!
Maybe you’re just looking for the ‘wow factor’ to attract and impress the right calibre of client. We have seen an increase in companies downsizing – now that more employees are adopting remote work – to secure more impressive office space. What they lose in size, they gain in style! Maybe this means a more central location, suitable for client engagement, or a workspace that really showcases your corporate identity.
Instead of costs being prohibitive, perhaps you’ve secured an investment which has enabled you to consider investing in your own state-of-the-art premises. Sometimes purpose-built or converted commercial buildings enable companies to create a bespoke workspace which perfectly caters to their employees’ needs – now and in the future.
Once the decision to relocate has been made, the focus shifts from “should we move?” to “how do we do it well?”
Planning is everything.
Without a clear strategy, office moves can quickly become complex, disruptive and costly. With the right approach, they can be seamless and even transformative.
We asked Ashley Hovells, Head of our Commercial Relocation and Furniture team, what his top tip was when planning a move:
“That’s easy – speak to the right people and get a plan in place!
“Firstly, speak with your landlord. Maybe he or she would consider extending your lease. Sometimes they even contribute towards refurbishment costs. It may be that the best decision is actually to stay put!
“Speak to key stakeholders – including your staff – about what their ideal workplace looks like. Not only does this help your employees to feel valued and included in the decision-making process, but it also often provides valuable insight into how the space will be used.
“Consult with experts – property agents, design and fit out companies, commercial relocation and storage companies, and electrical and broadband providers – to get a clear idea of the options for your new premises and the costs.
“Without a firm plan in place, it’s easy for timelines to shift or costs to spiral, which can have a big impact on business continuity.”
It is essential to create a plan for your move and to share this with your key stakeholders to ensure a smooth transition and as little disruption to your business as possible. As a minimum…
This structured approach not only reduces disruption but also helps maintain business continuity throughout the transition. Use our handy guide below, which draws on more than 30 years of experience supporting clients in their commercial office relocations, to highlight what you really need to look out for.
Plan carefully and research the costs. Budgets can easily get out of control due to classic hidden costs people don’t think about, such as the cost of reinstating the office you are vacating or the cost of experts to handle any specialist equipment.
Engage with a design and fit-out company as soon as possible. Their experience and advice will be invaluable. It’s not just about the design of your workspace. An expert team can guide you through the entire process and provide all the interior solutions you need, including ensuring the mechanical and electrical services are fully operational.
Before you make changes, ensure all forms have been filled in. They can be more complex with commercial fit-out projects, but your fit-out provider or agent should be able to help you with this.
Before new broadband can be brought into a property, the landowner needs to sign a ‘wayleave agreement’ with the telecommunications company. This all takes time and can easily be forgotten – best to plan well ahead to be connected.
Make sure all employees are aware of the relocation schedule to avoid uncertainty and anxiety. All stakeholders, including service providers, clients, and financial partners such as banks and insurance companies, need to be informed of the forthcoming move. From a practical perspective, email signatures, stationery, and websites need to be updated with your new address.
To achieve a seamless move, source a commercial relocation company to manage the move. Experienced in large-scale office moves, commercial relocators can provide you with a structured moving plan including packing, unpacking, dismantling and reassembly.
Accessing storage during the move is really handy. It gives you time to work out what you need and what you want to bring into your new space. Ask the storage company whether they offer sustainable recycling for items you may no longer need. At COEL, we provide flexible storage solutions and partner with an ethical disposal company to limit waste wherever possible.
You informed your staff of the upcoming move, walked them through the stages, and managed the process throughout. Now don’t forget to celebrate your new space once you’re in. Re-orientate your staff to their new workspace and help them to settle and enjoy the space. It can also be a brilliant opportunity to invite clients over and keep them in the loop of your journey to date.
An office move is far more than a logistical exercise. It is an opportunity to redefine how your business operates and how your people experience work.
When approached strategically, relocation can unlock better performance, a stronger culture and a more compelling brand presence.
At COEL, we take a holistic view of workplace change. By combining insight, design expertise and end-to-end delivery, we help businesses create spaces that not only meet today’s needs but support future growth.
If you are considering an office move, the most important step is to start the conversation early. With the right planning and the right partners, your next workspace can become a powerful driver of success.
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