Office space FAQs: What are the golden rules of an office move?

If you’ve been keeping up with my ‘Office space FAQs’ series, you’ll know by now that moving into a new office — whether serviced, managed, or leased, is no mean feat. And it’s another ballpark entirely if you’re having the space fitted out before moving in.

Luckily, we do it all — office search, lease (re)negotiation, design, build, and everything in between, and in today’s blog post, I’ll be taking you through the golden rules of an office move, with the help of Soul Spaces co-founder Tomal, who’s been in the game for nearly a decade.

1. Know your ‘why’.

There are heaps of reasons you might be thinking about an office move. Is your lease about to expire? Maybe you’re looking to grow your team. Or perhaps downsizing’s on the cards — if you’re switching to a hybrid model of working, this could be the way forward. Whatever your reasons for relocating, keeping your ‘why’ in mind is a sure-fire way to stay on track as you make decisions about your space.

2. Use a broker.

In the current economic climate, it’s often the case that tenants are priced out of their existing space, with landlords upping the rent as contracts roll over. Here’s how we can help.

‘Navigating the commercial real estate market can be a daunting task, especially when you’re doing it for the first time, and on top of your full-time job — that’s where we come in. We know the market, we’ve got the connections, and we’ve got the experience. Using an office broker means you’ll have access to listings that aren’t being advertised publicly (some landlords work exclusively with brokers), or aren’t yet on the market (spaces that are under construction). With a vast network of years-long landlord relationships, we can have viewings arranged the day after you get in touch. We’ll also help you negotiate the best deal on rent, and the highest contribution possible from the landlord to make sure the space complies with regulations’, says Tomal.

Best of all, it won’t cost you a penny — click here to book your consultation.

3. Do your research.

A new office is a big investment, and the last thing you want to do is to rush into a space that doesn’t tick all the boxes. Whether you’ve got a clear idea of what you want from your office, or you’re still figuring out how many desks you’ll need, taking the time to research your options carefully is crucial. To get you started, we’ll put together a list of spaces tailored to your needs free of charge — just give us a call on 020 8588 9876.

If you’re still not sure where to start, choose a location first. Then, you can start looking into public transport links and nearby lunch spots. After that, you’ll want to think about things like natural light, internet speed, and ventilation.

‘It’s really important you understand the fit out potential of the space you’re viewing’, says Tomal; ‘some offices look great at first glance, but you’ve got to think about the existing infrastructure. If you need to make changes before moving in — knocking down walls, installing new cabling, upgrading the air conditioning system — you’ll have to check if the landlord allows it, and if they’re willing to contribute to the cost.’

4. Set a budget.

It goes without saying, but knowing what you can afford as a business is key. Naturally, this will vary depending on whether you’ve opted for a serviced, managed, or leased office (each has its pros and cons in terms of cost) but having a clear budget from the outset can help you weigh up your options realistically.

A serviced office, for example, typically includes rent, utilities, cleaning, and office management (i.e. a staffed front reception desk, general maintenance, and IT support) for a single monthly fee, making it easier to budget. However, this is often more expensive in the long run. A leased office, on the other hand, tends to be more affordable, as well as giving you more control over the space when it comes to design and layout. That being said, leased offices do come with additional financial responsibilities, such as the cost of your fit out and, if you decide to move out, the cost of restoring the office to its original condition, according to the lease agreement. A managed office sits somewhere in between, offering more flexibility than a lease but requiring more upfront capital for customisation.

Regardless of your office type, by keeping a record of what’s costing what as you progress, you’ll be able to free up money for extras, and reallocate funds depending on what matters most to you.

5. Expect the unexpected.

Budgeting for potential unexpected costs isn’t always top priority when it comes to planning an office move, but it’s definitely something you should be taking into account.

‘The list price of a space rarely tells the whole story’, says Tomal; ‘we’d always recommend working with an office broker who can help you understand the bigger picture — things like ambiguous clauses in the lease agreement, for example. Whether you’re working out what’s included in the rent, budgeting for necessary upgrades, or spotting hidden fees, having someone on board who knows the ins and outs of office leasing really can save you a lot of time, money, and stress.’

Money aside, complex projects like office moves inevitably come with unforeseen challenges. Delays with contractors, IT setup difficulties, or issues with keycards can crop up at any time, and they’re things you ought to be ready for, should they arise.

In conclusion, an office move is rarely a simple process. It’s one that requires careful planning and expert guidance. By keeping your ‘why’ in mind, working with a broker, conducting thorough research, setting a realistic budget, and preparing for unexpected challenges, you can ensure a smoother transition. Whether you’re upgrading your workspace or downsizing, having the right support and a clear strategy makes all the difference in achieving a successful office move without unnecessary stress.