Office space FAQs: What key dates do I need to organise my office move around?

If you’re planning an office move (or thinking about it), putting together a project timeline should be your first priority. Coordinating temporary remote working arrangements, uprooting your employees, and (most importantly) choosing the right space for your team, are likely to be among your main concerns as you start to get your ducks in a row — and rightly so! However, it’s crucial you keep in mind things like when exactly it is you’re planning on letting your landlord know you’ll be moving out, when you’ll start booking office viewings, and when you aim to be settled in the new space.

Naturally, a well-planned schedule helps keep everything on track, prevents last-minute chaos, and ensures you don’t overlook critical deadlines in the midst of the move. Without a clear project timeline, you risk delays, added costs you haven’t budgeted for, and unnecessary stress. Leaving things too late could mean paying rent on two offices at once, scrambling to move with an unprepared team, or dealing with excess downtime that disrupts your business. On the other hand, getting ahead of key dates well in advance helps guarantee a smooth transition with minimal interference. So what are the kinds of things you should be planning your office move around? Here are the essential dates to keep in mind.

1. Your move-in date

Start by looking at the bigger picture. In an ideal world, when would you like to be moved into your new office and ready to hit the ground running? You can think of this as your ‘end date’ — once you’ve got this date in the diary, you can then work backwards to plan the rest of your move, ensuring all the steps leading up to it happen on time. This gives you a clear target to aim for and helps you prioritise everything that needs to be done before the big day.

2. Your lease expiry

Is your break clause or lease expiry coming up, or have you decided it’s time to move on? Either way, your move-out date is one of the most important to consider if you’re planning to relocate. You’ll need to let your landlord know, and the sooner you communicate this, the better (note that this can differ based on whether you’re at a coworking space, or in a serviced, managed, or leased office).

If you’re leaving a leased office, factor in time for a dilapidations assessment — landlords often require the space to be returned to its original condition. Putting aside time (and funds) for any necessary reinstatement work is never a bad idea.

Typically, commercial property leases require a formal notice period of between 3 and 6 months, so informing your landlord early on can help you avoid paying any additional rent or penalties. If staying in the same space is on the cards, this kind of forward planning could also give you more leeway to negotiate your lease terms. Even if you’re on the fence about moving into a new office, we’re happy to help — just give us a call on 020 8588 9876, and a member of our expert team will take you through the pros and cons — free of charge.

3. When do you want to have chosen your new office by?

With normal business operations ongoing, if you’ve been tasked with finding a new office for the team, it’s not a bad idea to put aside a set amount of time for the office search process — whether you’re looking for a serviced, managed, or leased space — and stick to it. Essentially, it’s a question of how long you can give yourself to go to viewings.

Before settling on an office, we’d recommend going to three to five viewings, which should give you a good idea of what’s available. It makes a real difference going to see a space in person, and there are often multiple options within walking distance of each other, so it’s worth making a day of it — this also helps you make direct comparisons as you’re weighing up your options.

We’ve got a whole range of spaces to choose from, but if nothing’s quite ticking all the boxes, let us know — there are plenty of off-market office spaces available to view too.

4. When do you want to have signed the lease by?

Next, you’ll want to think about when you’d like negotiations to be wrapped up by — with multiple parties involved, delays aren’t uncommon when it comes to commercial leases, especially when legal reviews and contract negotiations come into play, so make sure to give yourself a few weeks to get the paperwork pushed through — you’ll thank yourself for it. Before you sign on the dotted line, make sure you’ve done your due diligence and had the space surveyed by a professional.

5. Timings of your fit out

Depending on the type of office you’re planning on moving into, you’ll need to consider the timings of your fit out. Start by confirming your fit out type — are you working with a shell and core space? A CAT A space? CAT B? CAT A+? (if you’re not sure, check out our guide to office fit out types). This will determine the extent of the modifications needed; how long we’ll need to transform your space will correspond to 1) the fit out of the space to start with, and 2) the fit out type you’ve chosen for your new office.

Keep in mind that this is likely where you’ll have to allow for the most flexibility in terms of timings, due to the number of contractors involved and the various types of work needed (flooring laid, walls painted, furniture installed, electrical work, plumbing, and more). Once you’ve got a rough start date in mind, we can begin thinking about the timeline of your fit out.

We’ve often turned around office fit out projects in a matter of weeks, but depending on the size of your space, your budget, and the availability of contractors and materials, this can often extend up to a number of months.

6. Your IT setup

One of the most critical aspects of any office move is ensuring a seamless transition of your IT infrastructure. Think about when you need to start coordinating with your IT team or provider to plan the move of your network, servers, phone systems, and any specialised equipment your business relies on. This process can include setting up internet service in your new office, transferring data securely, and ensuring that all hardware is installed and functioning before it comes time for your team to move in.

Ideally, your IT team should conduct a site survey of the new office well in advance to identify any potential issues, such as weak Wi-Fi signals or insufficient cabling. If you need to order new equipment, keep in mind that lead times for delivery can vary, so plan accordingly. Testing everything before your official move-in date will help minimise any downtime.

7. Furniture and equipment delivery

If you’re ordering new office furniture, make sure to account for delivery times, especially if you’re thinking of ordering custom pieces or large quantities. If you’re reusing existing furniture, consider when — and how — it’ll be packed, moved, and reassembled in the new space. This needs to be carefully coordinated with your fit out timeline so that your office is move-in ready when the team arrives. We’d always recommend building in a buffer for unexpected delays.

A smooth office move is all about planning and keeping track of key dates. With the right timeline in place, you can avoid stress, reduce downtime, and ensure a seamless transition into your new workspace.