Office space FAQs: How can I plan my office relocation strategy for a stress-free move?

A stress-free office move doesn’t just happen on its own — it’s the result of careful planning and informed decision making.

Too often, businesses underestimate the time and effort involved in an office move, treating it as more of a box to tick than a project to manage. For SMEs especially, where teams are often lean and resources tightly controlled, devising an office relocation strategy can feel like something of an inconvenience, quickly becoming an unwanted distraction from day-to-day business operations.

Crucially, though, in our experience, clients with a methodical, well-thought-out office relocation strategy are far more likely to stay within their allocated budget, and disruption to employees is dramatically reduced.

With so many moving parts, getting it right isn’t easy, but there are things you can do to make the process a little more straightforward. Here’s how you can plan your office relocation strategy for a successful, (hopefully) stress-free move.

1. Put together a clear exit strategy from your current property

Picking out paint colours can wait — before you get started on the fun stuff, make sure you fully understand the terms of your current lease. How long’s your notice period? Does the landlord need notifying by phone or by email? Are there dilapidations or reinstatement works needed before you hand back the keys? How much time do you need to leave for paperwork and negotiations?

Getting clarity on your obligations to the landlord and commercial lease terms in the early stages will help you avoid last-minute complications down the line.

2. Decide who in your team will lead your office move

A successful office move needs a clear lead — someone who can coordinate timings, liaise with stakeholders and employees, and keep things on track. Ideally, this person should have experience managing complex internal projects and be comfortable working with external suppliers, consultants, and subcontractors. This doesn’t have to be someone from your leadership team, but they do need to have the authority to make things happen, as well as the bandwidth to manage the project. You might want to consider lessening this employee’s load in the weeks leading up the move.

You might also want to think about bringing in external support, rather than appointing someone from your team. Many SMEs don’t have the in-house resources to manage a full office relocation alongside day-to-day responsibilities, and that’s where a dedicated relocation partner or project manager can make a real difference. They’ll bring structure, years of experience, and industry contacts to the table, helping you avoid common pitfalls and keep the move progressing smoothly. Whether it’s coordinating contractors, keeping timelines in check, or handling unexpected hiccups, an experienced partner can take the pressure off your team and ensure no detail is overlooked.

3. Make sure to keep internal decision makers up to speed

As project lead, before you start booking in viewings or scheduling consultations with fit out companies, you should ensure that key stakeholders — decision makers across leadership, finance, HR, and operations — are informed. What are your non-negotiables? What are the main drivers behind the move — growth, flexibility, cost savings, employee wellbeing? It’s likely to be a combination of all of these factors, but getting a general consensus on what matters to the team and how the project should be organised now means fewer roadblocks later — and a space that truly reflects your priorities as a business.

Another benefit of keeping internal decision makers up to speed is, of course, that you can discuss with them and get multiple perspectives on the sticking points of your office relocation. They will also be able to share expertise specific to their role that could prove useful at various stages of the office relocation process.

Once everyone’s aligned on the why, it’s time to get clear on the how. You don’t need a 30-page project plan, but a shared understanding of responsibilities — even a simple Word document or Slack channel — can make all the difference.

4. Develop a clear roadmap to ensure your colleagues are up to date with the move

An office move is a big change, and how you communicate news of that change internally can make or break the experience for your team. You don’t want to be sharing the nitty gritty with employees (there’ll be a load of stuff there’s no need for them to be involved with), but it is important they’re not blindsided by the relocation at the last minute.

Start thinking early on about how you’ll keep your colleagues in the loop. This could mean circulating regular email updates, organising Q&A sessions, hosting design previews, or even inviting the team to an office tour as the space comes together. Many of our clients like to get employees to chip in with creative ideas for office decoration, and it’s a great way to get them on side. The goal is to create excitement, reduce anxiety, and make sure everyone feels part of the journey — not left behind by it.

Be transparent about what’s changing and why, and give people space to ask questions or raise concerns. Most importantly, make it a two-way conversation. When employees feel included in the journey, they’re more likely to embrace the change and settle in quickly once you’ve arrived.

Planning your office relocation strategy may seem daunting at first, but the sooner you get started, the better — and the higher your chances of a stress-free move. Preparation is key.

A well-planned office relocation strategy is more than a checklist — it’s a blueprint for a smooth transition that supports your team and protects your business. From reviewing your lease and assigning a clear project lead, to aligning stakeholders and engaging employees early, every step you take now lays the groundwork for a less stressful move later.

Yes, there’ll be decisions to make and a few hurdles along the way, but with a structured approach, the right people involved, and a clear sense of purpose behind the move, your new office can mark the start of an exciting new chapter, not just a change of address.