November 22nd 2021
So, you’ve made the decision to make the big office move, but you need to know how long the process usually takes. Well, the time it can take depends on a variety of factors such as your company or team size, what type of business you’re running, and even the type of office you intend to move to. You could be a fledgling start-up company looking for a bigger space after expanding your team, an SME seeking better amenities and on-site facilities, or right up to a large corporate entity planning a drastic upscale in office space after a savvy business merger or acquisition.
Regardless of what type of business you are, expansion is always the goal – both for profits and space. A typical office move can take anywhere up to 12 months or beyond, so it’s vital you ensure that your timelines are synced, so you can get back to business as soon as possible.
We have also prepared a handy office move checklist that you can follow, so you leave no stone unturned when planning the big move.
Team or Company Size Can Impact Your Office Move Timetable
As mentioned previously, team size or company size can play a huge part in how long it takes to move your office. Typical business sizes are considered as follows:
Start-Ups – Anywhere from 5-50 Employees
SMEs (Small to Medium Enterprises) – Up to 250 Employees
Corporate Entities/Large Businesses – 250+ Employees
As you are in the process of moving your office, you need to be aware that business is going to slow down. With no usual base of operations, your employees will not be getting on with their work as promptly as they normally would, and as the time it takes to move increases depending on your headcount, this is all the more reason you should be planning well ahead for an optimal and swift office move.
Along with this, you need to also take into consideration the amount of employee equipment, computers, and furniture such as desks and chairs, you’ll need to be moving too. The difference between moving 5 employees to a new space and 500 employees to a new space can end up putting a huge dent in your available time. Remember that it’s not as simple as getting your equipment over to your new office, it all has to be unpacked, sorted and set-up on the other end too!
Office Move Key Phases and Time Requirements
Depending on the size of your business, an office move will depend on proper planning and strategic action, and there are key phases of an office move which you’ll need to be aware of, which we’ll outline here:
Negotiations With Current Landlords, Lawyers and Solicitors
Timeframe: 3-6 Months
This is the initial stage, where you must enter into discussions with your current office landlord and relay to them about your intentions to move. This will likely involve paperwork and administration to agree on the end of your lease, giving you a definitive date that you’ll need to be out of there. You may also need legal representation, so you’re not missing any critical details in your current contract, or your new lease.
Office Design and Initial Checks
Timeframe: 1-3 Months
You’ll need a clear idea of where you’ll be moving to, a space that accommodates all of you and your employee’s needs. Therefore, you’ll need to venture out and find that perfect place. You may need an office space that can be designed to your exact company branding/specifications, or one with certain requirements or amenities. The initial in-person checks on these spaces are vital.
Office Redesigns/Reworking Begins
Timeframe: 1-4 Months (Dependent on business size)
The work on creating your new office environment can now finally begin! After securing a lease on your new office, you’ll be working to ensure everything is in place well before moving day. This can, in the case of managed office spaces, include a whole visual overhaul and decoration.
Moving Date Approaches
Timeframe: Set Day – known beforehand
Final checks on your current office space can be carried out before the move. Make sure you leave your current office in a clean and manageable state.
The Big Move – Booking Moving Services Ahead of Time
Timeframe: Typically, Less Than a Week
Ensure you have all of your moving services booked and ready, as this will be the shortest timeframe available. Again, proper organisation will take the headache out of this.
Setting Up Your New Office
Timeframe: 1-4 Weeks Unpacking, 1-3 Weeks Setting Up
You’ve managed to transfer all of your equipment, furniture, and technology over to your new office. Now you’ll need to make the most of your space and get everything up and running again. You can delegate tasks to your employees, so that everyone has a specific job – whether it’s unpacking and sorting or setting up systems and equipment, this can either be done sequentially, or in tandem if you’re short on time.
Which Type of Office are You Moving to?
As stated many times already in this article, the size of your business can drastically affect the time it takes for you to move offices. Not only this, but you also need to consider which type of office you want to move to.
Typically, the most common types of rentable office spaces are Serviced Offices and Managed Offices, and there are differences between how the two operate and what perks they can offer your business.
Serviced Offices
A serviced office is a great all-in-one solution for your business. They provide all of the necessary furniture and amenities you may need, and your bills and utilities are run by another company, leaving you more time to focus on generating profit. You’ll only be paying a single bill at the end of the month, inclusive of your rent and all of those bills. They typically come with good parking and security too.
Moving to a serviced office would therefore be much faster than moving to a managed office space, and we’ll highlight the difference with the latter in an upcoming section.
If you’re operating a larger business or enterprise, the move may take longer, as you’ll need to be assessing risks at every step to ensure you’re on the right track and nothing is likely to go wrong. Despite this, you’ll only be liaising with the building owner or office space manager, and not multiple bill/utilities companies too, so it should speed up the process of finalising the new lease.
Managed Offices
As previously alluded to, managed offices are a different ball game when it comes to moving offices. They typically take much longer to finalise, as you’ll not only be moving your equipment and furniture, but you’ll also have a hand in designing the space yourself.
Managed offices give your business great opportunities to customise your space to your exact specifications and branding styles. You can paint walls or change carpets and wallpaper, and even have your company logo on full display to give your new office space a bespoke feel and atmosphere.
Moving to a managed office can therefore be a slightly more arduous process than moving to a ready-to-go serviced office, but their customisable nature makes them extremely popular and sought after. So, if you have a little more time to put into it, you’ll reap the benefits of a striking, brand-personal space that you’ll be proud to bring clients into.
Moving office doesn’t have to be a long-drawn-out process, and there are multiple options out there that can accommodate a swift move, no matter your business size, perfectly well. If you’re in the early stages of planning a move, why not check out our step-by-step guide to moving offices, or if you’re looking for a space right now, visit our Serviced Offices or Managed Offices pages or use our free office browsing tool to find your ideal space in your area today.
