Moving Office Timeline: How Long Does it Take to Move Office?

An office move is not something you can do overnight — it’s a major project that requires months of planning. Even before you start your search for the perfect office space, it’s worth considering how long the process will take. Ideally, you should look for a space that gives you the flexibility to move at the least disruptive time for your business. Here are a few other things to consider before moving office.

Creating a moving office timeline will give you a set deadline to work towards and help make the whole process more efficient, but where do you start? Here’s our guide to how long it takes to move offices and the various tasks involved.

The Factors That Affect Your Office Move

Although we can provide a basic timeline for your office move, every move is different. The three key elements that determine how long your move will take include:

1. The type of office you’re moving to (serviced, managed or leased)
2. The amount of time you want to dedicate to the search process
3. The size of your team

Generally speaking, moving to a serviced office is quicker and easier than a managed or leased office. A serviced office is all set up and ready to go, so once you’ve found a great space and negotiated a deal, it’s a simple case of setting up your computer equipment and getting started.

Moving to a managed or leased office can take a little lot longer. Once you’ve found the right space, in the case of a managed office, the office provider will fit out the space in line with your requirements, which can take anything from one to three months, or more.

With a leased office, just signing the agreement can take between two and eight weeks. You’re also responsible for fitting out the office, including everything from cabling and partitions to furniture and equipment, which can easily take another couple of months.

Your Moving Office Timeline

Planning — one to two months

You can’t just jump straight into your office search. First, think carefully about what you need from an office, where your current workplace is falling short and the size of space you’ll need — not just now but also further down the line. Here are a few things to consider:

• The right type of office space — Before you start your search, narrow down the type of office space you’re looking for. Would a coworking space be a good choice for your small team? Serviced offices are well suited to growing businesses as they give you access to your own private space and tend to be quite cost-effective. Managed offices are usually a better fit for more established businesses with a bigger budget and more specific requirements.

Read more about the differences between managed offices, serviced offices and coworking spaces.

• Your business plan — What is your plan for the business in terms of headcount, brand positioning and working model (full-time office, hybrid, remote), and what are your technology requirements? This will help you determine how much office space you need and what office layout is best suited for your team.
• A workplace audit — You might be used to doing things a certain way, but that doesn’t necessarily mean it’s the right way. A new office can help you embrace different ways of working and attract and retain the best talent. Think about how you can create an environment people want to work in and that empowers them to be more productive. For example, could you improve collaboration by introducing coworking spaces or work more flexibly with hotdesking areas? Or perhaps you need more private areas where people can do quiet work and concentrate?
• Location - When it comes to what employees want from a workplace, location is one of the most important factors. Commuting time, in particular, can be a real deal breaker. However, walkability also ranks highly, with employees typically wanting to be within walking distance of transport links, shops, cafes, restaurants and green spaces. Other factors to consider include affordability, accessibility, image, proximity to other businesses and the potential for growth.

Here’s more about how to choose your business location.

The search — six to eight weeks

Once you know the rough size of the office space you’re looking for and have some favoured locations, you can then start your search. Conducting a thorough market search, carrying out viewings and creating a shortlist of two or three buildings can take longer than you might think. That’s why it pays to work with an office space expert - that’s us. We can work closely with you to define your business’ needs, and find the best space for you at the best price.

Negotiating terms — two to four weeks

Once you’ve found a space you like, your next job is to negotiate a good deal. Serviced offices are usually priced by the desk and include the cost of rent, utilities, broadband, furniture and cleaning, with a typical agreement over 12 months.

Managed spaces tend to be priced by the square foot and you’ll pay a monthly fee which is typically inclusive of rent and bills. You may also have the option to customise the space, with lights and accessories as part of your branding.

There’s a lot more to think about with a conventional lease. Here, you cover the cost of the fit-out, the installation of telecoms and IT and all the furniture you’ll need. Obtaining quotes and assessing the costs will help you make an informed decision.

Legal process — two to eight weeks

This differs depending on the type of agreement you go for. Securing a serviced or managed office should be relatively simple, although it’s worth asking your solicitor to check that the provisions of the agreement are fair before you sign. You should also check the notice period to terminate the contract for your existing office, and make sure the total amount you pay is clear and you know what’s included in the price.

Conventional leases typically require far more work and your solicitor will have to carry out standard searches on your behalf and negotiate the wording of the lease. You should also carry out a building survey and may require a Licence to Alter for any fit-out works or other changes you plan to make.

The fit-out — four to 16 weeks

In a serviced office, fit-out time is not something you have to worry about. However, in a managed office or conventional lease, you can expect the fit-out to take anywhere from one to four months, depending on the extent of the work and the office layout you want.

The move — one to four weeks

Finally, the movement you’ve been waiting for. Depending on the size of your business, the move itself can be completed over a weekend. You’ll need a team experienced in office moves and a comprehensive office move checklist to help you get through it.

Ready to Move Offices?

Moving offices is exciting but can also be daunting, but planning well ahead of time and setting a firm deadline can help to make the move as smooth as possible — and so can we.

We can help you find offices that meet your specific requirements in your chosen locations. We can even arrange viewings, accompany you on them and help you negotiate a great deal for your new office space. Ask us to start your search today — it won’t cost you a penny.

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