Office Moves Without Disruption: How to Protect Productivity During Transition

An office move is one of the most disruptive events a company can face. For Facilities Directors and Chiefs of Staff, the stakes are high. Get it wrong, and you risk days of downtime, stressed employees, missed client deadlines, and spiraling costs.

The good news: with the right planning, an office relocation does not have to hurt productivity. This guide explains how to manage an office move step by step, avoid hidden costs, and protect business continuity.

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Why Office Moves Cause Disruption

· IT downtime: Internet, phone systems, and servers can take days to reconnect if poorly managed.
· Employee anxiety: Moves create uncertainty about commutes, workstations, and routines.
· Operational gaps: If client-facing teams are disrupted, revenue is at risk.
· Budget overruns: Unplanned costs for removals, dilapidations, or temporary space can explode budgets.

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Step 1: Start Planning 12 Months Ahead

For leases over 5 years, exit planning should begin at least a year in advance.

· Review lease obligations (break clauses, dilapidations).
· Confirm move-out notice dates.
· Build relocation into budgets early.

👉 Use LEVEL’s Office Cost Calculator to model exit and relocation costs alongside rent.

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Step 2: Assemble a Relocation Taskforce

· Facilities Director: Oversees logistics and building readiness.
· CFO/Finance: Tracks costs, approves budget.
· IT Lead: Manages infrastructure migration.
· HR/Chief of Staff: Communicates with employees.
· External Partners: Removal companies, IT vendors, fit-out specialists.

Clear accountability prevents missed details.

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Step 3: Map IT and Infrastructure Early

· Audit current systems (servers, Wi-Fi, telecoms, security).
· Plan migration 6 months before move date.
· Order new lines and equipment early — lead times can exceed 90 days.
· Run test systems in parallel before switching over.

Tip: Treat IT migration as a project within the project. Downtime here is the #1 cause of disruption.

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Step 4: Manage Employee Experience

Moves are as much about people as logistics.

· Survey employees about commutes and workspace needs.
· Communicate early: timelines, new amenities, benefits.
· Offer flexibility during transition (remote work or flexible office space).
· Celebrate the new space with launch events.

Result: Employees see the move as an upgrade, not a disruption.

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Step 5: Use Temporary Swing Space if Needed

Flexible offices can act as a buffer during relocation.

· Keep key teams operational while new office fit-out is finalised.
· Avoid downtime if the handover between leases is tight.
· Scale down once permanent office is live.

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Step 6: Control Costs with Exit Planning

· Negotiate dilapidation caps in advance.
· Schedule move-out inspections early.
· Phase removals to reduce overtime charges.
· Benchmark moving vendors.

A well-managed exit protects budgets as much as the move itself.

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Case Example: Smooth Relocation in Bristol

A 150-person software firm planned a move from one Bristol office to another. By starting 12 months in advance:

· IT systems were migrated over a weekend with zero downtime.
· Employees were given remote work options during the transition.
· CFO avoided a £250,000 dilapidation claim by agreeing a capped exit clause.

The result: productivity remained steady, and morale rose with the upgraded amenities.

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FAQs: Office Moves and Relocation

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How long does it take to plan an office move?

At least 9–12 months for mid-size companies. Complex IT or fit-outs may require longer.

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What are the biggest risks in an office move?

IT downtime, hidden dilapidation costs, employee turnover, and operational disruption.

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Should companies use flexible space during moves?

Yes. Flexible offices provide continuity and reduce downtime when lease dates don’t align.

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How much do office relocations cost?

Costs vary widely but typically include removals, IT, furniture, dilapidations, and fit-out for new space. CFOs should model total cost of occupancy, not removals alone.

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How do you keep employees engaged during a move?

Communicate early, involve staff in planning, and highlight the benefits of the new space.

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Office moves are complex, but disruption is not inevitable. With early planning, clear accountability, and smart use of flexible space, companies can transition smoothly while protecting productivity.

For CFOs and Facilities Directors, the key is financial clarity. Model costs, negotiate exits, and align the move with business strategy.

👉 Start by running your move scenarios through LEVEL’s Office Cost Calculator. See how lease exits, dilapidations, and swing space affect your true cost of relocation.