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Finding the right office space isn’t easy. As each business is different, there is no one-size-fits-all solution, meaning those managing the office relocation must plan carefully before commissioning construction work.

But what key factors should businesses consider when looking for a new office space? How can they find the right fit and set themselves up for future success?

In this blog, we answer those important questions to help you find the ideal office, plus a bunch of office relocation tips we hope you will find useful. We also use case study examples so you can see how other businesses approach office relocation projects.

Ready? Let’s get moving…

Tip 1 – Plan Ahead

Recently, HSBC announced it is downsizing, swapping its global headquarters in Canary Wharf for a smaller workspace in the City of London. According to the bank, it has been examining its options since launching a review in September and will relocate in late 2026.

Bearing in mind we’re still in 2023, HSBC has clearly anticipated that their move will be a big operation. And while most businesses aren’t the size of HSBC, the point is the bank has allowed enough time to source the right space and plan the relocation.

Whatever the size of your business, it’s worth weighing up your future office space requirements long before your lease expires. As you will discover, there is a lot to consider, so it’s best to be prepared to avoid pitfalls.

Tip 2 – Consider Your Working Style and Culture

The workspace you choose will partly be determined by how you work. For example, HSBC has switched to hybrid working post-pandemic, hence why it has moved to a smaller office space. Likewise, Conde Nast has found a new London office after realising much of the space was unused due to home working.

Your working style and office setup may also be linked to your culture. For example, some corporate firms, like WeSoda in London, have plenty of private spaces for senior management. Others, like Hudl, operate with an egalitarian approach where all employees have the flexibility to choose where they want to work.

But how do you find an office space that serves your working style and culture best? If you’ve got a shortlist of spaces, consider finding an experienced office fit out company that can give advice on whether your preferred location will accommodate your needs.

Tip 3 – Talk to Staff About Amenities

These days, many office designs include a range of amenities for employees, from fitness studios to gaming areas to artisan coffee stations. But which amenities should you provide for your employees, and how will that determine the kind of space you choose?

As a starting point, ask employees what amenities they value most and what they would like to see in the new space. This will make them feel involved in the project and potentially lower attrition rates as time goes by.

If you don’t have the space or budget for non-essential amenities, this could help inform your decision as to where to move. For example, you could source a workspace near to local gyms and eateries, rather than working these facilities into your own office design.

Check out how Rap Interiors created the perfect breakout space for Albion Fine Foods in Dartford.

Tip 4 – Think About Your Environmental Impact

Is your company passionate about sustainability? If yes, then this could be a factor in where you relocate to.

One aspect that may determine your choice is the building’s materials. This certainly helped to sway HSBC, whose new building is “constructed to best-in-class sustainability standards, using predominantly repurposed materials.”

You could also think about how your working style and size of the space impacts the environment. For example, a hybrid working model will mean employees use less fuel, helping to lower your carbon footprint. Adopting hybrid working may also mean finding a smaller space, which could lower energy use.

If you do go for the hybrid option, make sure you communicate to your employees that you have a sustainability culture. This will encourage them to save energy at home, as well as in the office.

Learn more about how to be a sustainable business here.

Tip 5 – Plan for the Future

Your future plans are very important when it comes to choosing a new office space, particularly when it comes to financial goals. In fact, HSBC’s downsize is part of a plan to reduce its worldwide office space by nearly 40% post pandemic to cut costs.

Manchester United, on the other hand, have just invested in a bigger London office space, moving from Mayfair to Kensington. Clearly, the move matches the team’s ambitions on the field, with one insider saying the move represents a switch from “one elite space for another.”

Another key factor to think about when looking for a space is the future headcount. Consider if there are certain departments you want to grow, and whether the new workspace will accommodate the expanding teams. After all, the quality of your employees is key to the development of your business, so this should be high on your agenda.

Tip 6 – Bring Operations Together in One Place

For retail and manufacturing companies it makes sense to bring all operations into one place to improve workflow. Naturally, finding a place that can facilitate this kind of setup will inform your decision as to where to relocate to.

As an example, one of our recent projects was a Winery and Office Fit Out Project for Simpsons Wine Estate, transforming a countryside barn into an office and winery. The space, which is situated next to the Simpsons vineyard, allows the company to produce the wine, manage the business and hold tastings for an additional revenue stream.

Similarly, on another of our office relocation and fit out projects; speciality tea producer Blends for Friends turned a large countryside barn into an office to move its operations into one central hub. Upstairs, office employees help to grow the business. Downstairs, the tea-makers create unique recipes in the “Blendatorium”. Furthermore, the Kent-based company has a deli counter and dining space where buyers can drink the bespoke brews and talk business.

Tip 7 – See if the Location is a Cultural Fit

The surrounding location can be as important as the space itself. Ideally, you want to find an area that’s the right cultural fit for your business to attract the right kind of employees and project a clear brand identity.

For a perfect example, look no further than Clerkenwell in London. With so many creative companies in Clerkenwell, including many office furniture manufacturers, it’s a magnet for cool arty types. This in contrast to the City of London of course, which is an ideal location for HSBC’s new offices due to its corporate atmosphere and association with banking.

Outside of London, one place that’s also attracting plenty of companies is Kent. Due to its affordability and proximity to London and the rest of Europe, it is seeing rapid growth in many important sectors, including manufacturing, life sciences, and food and drink. The county also has a burgeoning art scene (particularly on the coast), making it a popular destination for creative and digital companies.

Find out more about Kent’s potential here.

Thank You for Reading Our Workplace Relocation Blog

As the old saying goes, “if you fail to plan, you plan to fail,” which is why it’s so important to prepare for your office relocation early and make informed decisions when choosing a location. If you get the move right, the benefits can be great, from improved workflow to the ability to attract exceptional talent and much more.

Whether you’re thinking about downsizing like HSBC, moving to a lavish new office space like Man Utd, or moving your operations into one place, we recommend developing a priority list to guide your search. By doing so, you will give yourself the best chance of succeeding over the long term.

Professional Office Relocation Services from Rap Interiors

We understand that an office relocation can be challenging, but we can make it easy for you! We offer a holistic office relocation service, which includes space planning and design, furniture procurement, project installation, dilapidations and more.

To learn more about how we can help with your office relocation, please call 0333 600 1234 or fill out the enquiry form below. We look forward to helping you with your office move!

Written by Chris Sparham