How to Plan a Smooth and Stress-Free Office Move

Relocating your business is big and a process that should be carefully considered, not rushed. Moving offices gives you the chance to rethink how you work, upgrade your space, and create a better environment for your team and clients. But it’s also a major undertaking that can disrupt productivity, drain resources and affect morale if not carefully planned.

Our moving office guide is here to help you manage the process smoothly and with confidence. We’ll outline the important considerations you need to make, like choosing the right location, and help you create your office move checklist. We’ll cover what to consider when moving offices and how opting for a serviced office provider like Orega can make the entire journey simpler, faster and more flexible.

What to Consider When Moving Offices

Before you start searching for a new workspace, it’s important to define what’s driving the move. Are you moving because you’re expanding, consolidating, changing location, or rethinking how hybrid working fits into your model?

If you want to improve workplace productivity and encourage your team back into the office, it’s also important to consider what will make their lives easier and better - look for buildings with good commuting options, in sociable areas, with amenities or in spaces that can help your employees strike a good work-life balance. Where your business is based can have a significant impact on your team; choosing a well-considered space that impresses both your employees and clients can do wonders for your success. Here are the key things to think about:

1. Why are you relocating?

Start by identifying the main driver behind the move. Are you growing your team and need more space? Looking to consolidate after a merger? Changing your business model to support more hybrid or in-person collaboration? Understanding your motivation will help you prioritise what matters most in your next space - whether that’s location, layout, or the level of service. If you’re looking for a more luxurious office space to better reflect your reputation, then our managed offices could be the perfect fit.

2. How much space do you need?

Don’t guesstimate; take the time to plan your space requirements carefully. Think about how many people will be in the office each day, how much space each team needs, and whether you want to include breakout zones, meeting rooms, or quiet areas. Our guide on how much office space you need per employee is a helpful place to start. Our flexible offices are designed to take the headache out of this consideration. Whatever size office you need, your team will have access to breakout areas, lounges, kitchens, bookable meeting rooms, and so much more, so you only have to think about desk space.

3. Do you need flexibility to scale? 

Business needs can change quickly. If you’re growing fast or navigating uncertain times, flexibility is key. Our flex office leases are designed so you can scale up or down with minimal disruption, avoiding the long-term commitments and rigid leases of traditional office setups. Our offices are designed to evolve with your business.

4. Is the location convenient and attractive?

Your team’s commute, well-being and work-life balance are influenced heavily by where your office is located. Look for a space that offers good transport links, local amenities and social spaces nearby. Offices in thriving areas not only support easier commuting but also create more appealing work environments that help retain talent. Our guides to the best offices in London and best workspaces in Manchester will give you a taste of the type of locations and buildings you can find Orega offices in.

5. What amenities and features are must-haves?

Make a list of the office amenities you consider essential. This might include access to meeting rooms, bike storage and showers, on-site cafés, phone booths or client lounge areas. Or, maybe you just want to ensure your team has access to reliable, strong WI-FI, and a kitchen space? We prioritise creating offices that provide your team with everything they need, creating a workspace that supports your team’s productivity, wellbeing and collaboration.

6. What does the space say about your business?

Your office is often the first impression new clients, partners and employees have of your business. Consider how the space reflects your brand - is it modern and professional? Warm and welcoming? Prestigious and design-led? If this is important to you, look for managed office spaces that ensure you’ll always be providing the best impression possible. At an Orega office, your staff and guests will always be warmly and professionally welcomed by our expert staff - they’ll become an extension of your team and help ensure your space always looks its best.

7. How does it support your working model?

Whether you're fully office-based, hybrid, or something in between, your new space should support your chosen way of working. Look for layouts that encourage collaboration but also provide privacy where needed, so your team can work comfortably day in, day out. 

By considering these elements carefully, you’ll be in a much stronger position to make a confident office move - one that’s built around your people, your clients and your future plans.

How Long Does an Office Move Take?

Every business is different, but most office relocations take between three to six months from planning to completion. Timelines vary depending on lease negotiations, fit-out needs, IT infrastructure, and the level of support you have.

One way to significantly reduce the stress and timescale of an office move is to opt for a serviced office rather than a traditional lease. With Orega, your office is ready to go from day one - no lengthy fit-outs, utility set-ups or furniture installations required.

Our Perfect Move-In service is designed to make your transition seamless, including everything from IT support and furniture to on-site staff always on-hand and guided onboarding. Get in touch today to see how easily we could help you move office.

Your Office Move Checklist

There are many moving parts involved in an office relocation; you’ll need to allot time to negotiate leases and finalise layouts, manage staff communication, update suppliers, and more. Having a clear, structured office move checklist can help reduce stress and ensure nothing gets missed.

This checklist outlines the key steps and timings that most businesses will need to consider. Use it as a guide to shape your own timeline, whether you’re managing the move internally or working with an office provider who can handle the details.

6 Months Before Move:

• Clarify objectives and ideal outcomes
• Set a relocation budget
• Assemble your internal move team or project lead
• Research suitable locations and providers
  
  

3–4 Months Before Move:

• View office options and shortlist
• Get quotes and compare packages (consider average office space costs)
• Plan layout and identify IT and equipment needs
• Communicate move plan internally
   

2 Months Before Move:

• Finalise contracts
• Book moving services (if needed)
• Order new furniture/tech (if not included)
• Confirm utilities, broadband, phones (not needed with Orega serviced spaces)

1 Month Before Move:

• Notify clients and suppliers
• Start packing archives and low-use items
• Label everything clearly
• Schedule downtime for systems, if needed
   

Move Week:

• Conduct final checks
• Ensure all teams know their new zones/desks
• Update your address on all platforms
• Welcome staff to the new space
   

Why a Serviced Office Makes Moving Easier

With a traditional lease, your team might spend months sourcing furniture, hiring contractors, setting up utilities and managing a fit-out. That’s a huge drain on internal resources. With our offices, your move is streamlined from day one. Our offices across London, Manchester, and other major UK cities come fully equipped and ready to go. We take the pain out of moving offices by providing you with the following, as standard:

• Furnished private office space with flexible layouts
• Utilities, Wi-Fi and maintenance included
• Front-of-house staff and on-site support
• Access to beautifully maintained communal areas and premium amenities
• Meeting rooms, phone booths and collaboration zones
   

And because you only pay for the space you need – with the flexibility to scale up or down – it’s easier to grow without being tied to long-term leases. 

Moving to a new office is also a chance to re-energise your team and strengthen your culture. At Orega, our spaces are designed to help businesses thrive – combining premium design with the flexibility to reflect your brand. 

Planning an office relocation doesn’t have to be overwhelming. With the right guidance and a workspace partner who takes care of the hard parts, you can focus on what matters most: your team, your clients and your business growth.

Explore our Perfect Move-In service and explore our premium offices across the UK to see how Orega can simplify your office move and help you settle into a space that feels like home from day one.