Running a small business is challenging, but there are plenty of growth opportunities. In the US, small businesses are outpacing big ones in terms of job creation, as noted by the Bureau of Labor Statistics. Firms with 249 or fewer employees accounted for 52.8% of the total net job creation from Q1 2021 to Q2 2024.
Growth is exciting for any business, but it usually comes with pressure on your existing office. Crowded desks, limited meeting rooms, and overworked infrastructure can stress your business operations. At some point, staying put becomes expensive, with declining productivity, lower morale, and lost opportunities.
A well‑planned relocation lets you reset. You can right‑size your space, improve layout and culture, and upgrade technology while keeping downtime low. The key is to treat your move like a project, not an errand.
In this article, we will share some tips to relocate smoothly and move to a workplace that truly fits your expanding team.
Find the Right Office Space
According to IBISWorld, remote work trends and climbing office vacancy rates impact office rentals in the US. High-quality spaces in upgraded locations are being prioritized. This has widened the gap between top-tier and lower-tier options. However, when finding the right office space, define exactly what “right” means for your business.
Start by considering space needs for your growing organization. Calculate current headcount, expected growth, and how many people will be in the office versus hybrid or remote. Plan for a mix of desks, meeting rooms, collaboration areas, and quiet zones instead of just more rows of workstations.
When choosing a location, check commute times, access to public transport, parking, and proximity to clients or partners. A central, easy‑to‑reach office can help with hiring and retention. Confirm infrastructure factors, such as power capacity, HVAC, internet options, loading access, elevators, and security. Lease terms should be about flexibility, with options to expand, sublease, or shorten terms.
Time it Right
Even the best move can be painful if you pick the wrong moment. Timing affects costs, disruption, and stress. The Boss Magazine notes that the moving timelines may be affected by factors such as packing, setup, and unexpected delays. However, a structured approach can ensure a seamless transition.
Planning your move date wisely is a good start. Avoid peak business periods, such as the busiest sales season, when you’re closing year‑end books, or when major projects go live. Aim for a quieter window when a short productivity dip is manageable. Also, avoid major holiday periods or times when key IT, operations, or facilities people are away.
Coordinate the timeline with your current lease, considering your notice period, penalties, and make‑good obligations. Start early with the planning part. For a growing team, expect 6–12 months from first discussions to move‑in. This gives time for searching, negotiations, fit‑out, and communications.
Hire Professionals
A DIY office move can look cheaper on paper, but the real cost is in lost productivity, damaged equipment, and last‑minute chaos. Commercial movers can handle the packing, transporting, and unloading of furniture, equipment, and files. Choose a company experienced with offices, ask about insurance, and how they handle IT equipment to minimize downtime.
You will also need certified electricians for power outlets, lighting changes, and any panel work. IT specialists should design and install cabling, network racks, Wi‑Fi, and server or telecoms infrastructure. Furniture installation experts can dismantle, transport, and reassemble workstations correctly.
According to FourSpoke, when hiring installers, look for ones who also offer ongoing maintenance. Also, ask if they can help with future changes as your team grows. Before finalizing contracts, check references and confirm the scope of work in writing. When professionals manage logistics, your team can focus on clients and core work.
Stay Organized
Organization is the difference between a controlled transition and a chaotic scramble. Appoint a move lead and move team to facilitate the process internally. Include representatives from leadership, HR, IT, operations/facilities, and finance. Assign responsibilities for communications, vendor coordination, floor plans, and budget.
Create a detailed inventory of furniture, equipment, and assets. Decide what to move, what to sell, donate, or recycle, and what to replace. Use a master checklist to capture tasks, like notifying the landlord, updating address details, ordering new furniture, and arranging IT. Share the timeline and expectations with staff early.
Centralize all move information, such as floor plans, seating charts, instructions, and contact details, in one place. This will help employees settle in the new place, so that people don’t end up chasing answers at the last minute.
Expect Disruptions
HR Future notes that office moves are not only about moving boxes and desks. They can disrupt routines and familiar surroundings. They can even deprive employees of their sense of comfort. In fact, even a well‑managed move causes disruption. Accept this upfront and plan to soften the impact rather than trying to avoid it entirely.
Managing disruption is possible, provided you take a strategic approach. Plan for reduced capacity because productivity will dip around moving day and the first few days in the new office. Avoid scheduling major launches or client deadlines in that window. Where possible, let non‑essential staff work from home during the peak of the move.
Consider moving in phases, with core infrastructure and essential teams first, then others. This can help you catch and fix issues before everyone arrives. Expect small problems like missing cables, mislabeled boxes, or Wi‑Fi dead spots. Have IT and facilities staff on‑site and free from other commitments the first few days to troubleshoot quickly.
FAQs
When is it time to relocate to a bigger office?
It’s usually time to relocate when your current space consistently gets in the way of running the business effectively. Warning signs include people competing for desks and meeting rooms, storage spilling into hallways, or having to turn down hires. If you’re constantly reconfiguring or adding temporary fixes, you’ve probably outgrown the space.
How to budget for an office move?
Start by listing all potential cost categories so nothing surprises you. These include new rent and security deposit, office fit‑out or renovations, IT and cabling, furniture, moving company fees, and cleaning and repairs at the old office. Add smaller but important line items, such as packing materials, signage, access cards, and updated marketing collateral.
How to simplify an office move?
To simplify an office move, aim to reduce decisions and surprises on moving day. Use clear labels, color‑coded floor plans, and straightforward instructions for employees and vendors. Also, hire professionals like movers, furniture installers, IT specialists, and electricians to handle the logistics.
A growing team may not fit into your current office, making it essential to relocate sooner or later. A bigger space makes it easier to work, boosts employee morale, and makes a great impression on clients. However, the process itself can be daunting, considering the details that are to be handled. A strategic plan and expert assistance can ensure a smooth relocation and prevent disruption during the move.
