5 Things to Consider Before Moving Office

Embarking on an office move is a significant decision that can greatly impact your business's trajectory. Our Head of Flexible Office Solutions, Amanda Lim, has helped to find businesses of all sizes their ideal office spaces – she knows everything there is to know about getting a productive search underway with her office solutions. Here, she talks us through the top questions she asks clients when they’re in the early stages of seeking new office space.

Commitments Before Moving Offices

Before your office move, I want to know all about your business plan. Do you think you can forecast headcount for the next 12-24 months? What about even further than that? This is really important because if you can confidently forecast headcount for five years, we’ll recommend you look at a traditional office space – it’ll be cheaper in the long run. If you can commit to a traditional office space, we’re all for it – we’re not going to try and force flexible space if it’s not right for you. That’s the beauty of being able to draw on the wider expertise of Knight Frank. If commitment is an issue, your headcount is changeable and you can’t accurately and confidently write a business plan beyond two years, then yes: let’s go flexible.

We tend to help clients narrow down what kind of office space they’re looking for by getting to know a bit about their culture.

Amanda Lim

Head of Flexible Office Solutions

How Many Desks Do You Need for Your Office Space?

We always specify desks rather than people because lots of companies allow agile working. We want to know the maximum number of people that will be in the office at any one time, rather than the total headcount. Think about whether having a dedicated desk for each person in your office space is really important. If it isn’t, you’ll cut costs; if it is, at least you’ve considered it in advance.

Importance of Location Preference in Office Moving

When it comes to an office move, it’s fine to keep an open mind about your location but it really does help to have a preference or two. Our area guides will really help if you’re still in the process of narrowing it down.

Some things to think about are:

Where do your colleagues commute from?

Understanding where your colleagues commute from is an essential factor to consider when relocating offices. A location that is convenient and accessible to the majority of your team can significantly impact their daily commute, which can potentially increase productivity and office culture. Analyse your team's current commuting patterns and consider factors such as proximity to public transport hubs, ease of access to major roads, and the availability of parking.

Where are your office meetings usually held? 

Consideration of where your meetings are usually held is a crucial aspect of planning your office relocation. If meetings predominantly take place within your premises, then it's essential to know the location of your clients. Regularly asking clients to travel great distances for meetings can strain relationships and hinder collaboration. Therefore when you relocate offices, selecting an office location that is reasonably central to your client base is advantageous.

In addition to the location of your clients, you should also consider the size and layout of your meeting rooms. If you have a lot of meetings with large groups of people, you will need to consider an office space with larger meeting rooms. You should also make sure that the meeting rooms are well-equipped with the necessary equipment.

Your choice of location can be driven by various factors, from where your employees live to the location of your clients or even just personal preference. Any such inclinations can help us target your search, ensuring we find the best possible office location to suit your business needs.

Allocating the Right Budget for Your Office Move

How much have you allocated for your office move? It doesn’t matter whether you measure it per annum, per month, per desk, or whatever, it just helps to have a number in your head. If you really don’t want to budget in advance because you want to see what’s out there, that’s fine, but then you definitely need an area preference (as above), or you’ll be overwhelmed with options.

We occasionally have startups coming from overseas who aren’t sure where they want to be or how much they want to spend, in which case we recommend our area guides and we have some extra office solutions information we can share, too. Generally, people quickly see that – although London is very spread out these days – if they’re a financial company they might want to move office to Canary Wharf or the City, if they’re a hedge fund they might want Mayfair, and if they’re tech-based they might choose to move offices to Farringdon, Shoreditch or Soho.

Considering your Office Culture

Every company has a culture, even if you’re not particularly aware of it. We tend to help clients narrow down what kind of office space they’re looking for by getting to know a bit about their culture – this helps us determine which of our providers will be the best fit for our office solutions.

For instance, we find that more mature businesses often need privacy and might not view the idea of collaboration as fundamental to success. Family offices tend to want to be in Mayfair because prestige is important. And creative agencies need creative environments, with break-out spaces, winding staircases and rooms to showcase what they do.

Moving Offices with Knight Frank 

To sum up, an office move is a substantial undertaking that involves more than simply packing up your belongings and relocating. Instead, it's about ensuring that your new office space aligns with your business plan, accommodates your headcount, is situated in an ideal location, fits within your budget, and fosters your unique company culture. 

With the right office move guidance, you can transform this seemingly daunting task into an exciting opportunity. Here are four signs you’re ready to move offices.

If you need any help, Knight Frank is here to assist you every step of the way, offering office solutions that are tailored to your specific requirements. Whether you're looking for traditional office space or flexible workspace, we're ready to make your office relocation as smooth and efficient as possible. So reach out to us to discuss your commitments and discover how we can help you find the perfect office move.

Frequently Asked Questions

How important is the office location when planning a move?

Location plays a critical role in an office move. It's important to consider factors such as where your colleagues commute from, and where your clients are based.

How do I determine the number of desks required for my office?

You should consider the maximum number of people that will be in the office at any one time, rather than the total headcount. Consider if it's essential to have a dedicated desk for each person or if flexible seating arrangements could work for your team.

How do I budget for an office move?

Budgeting for an office move depends on your unique circumstances. You can budget per annum, per month, or per desk. If you're unsure about your budget, we recommend having an area preference to target your options effectively.

How does company culture factor into an office move?

Company culture is important in determining the type of office space you need. Your company culture helps us identify the most suitable providers and areas that match your business's personality and working style.

How can Knight Frank assist with my office relocation?

Knight Frank offers personalised office solutions to make your office relocation as smooth and efficient as possible. We help ensure your new office aligns with your business plan, accommodates your headcount, is in an ideal location, fits within your budget, and fosters your unique company culture.