The length of time it can take to move office is based on the type of space you are moving into. The following is how long each office type normally takes to move:
• Serviced Offices: 6 to 8 Weeks
• Coworking Spaces: 1 to 2 Weeks
• Managed Offices: 6 to 8 Weeks
Whether you’re looking for a new office in London or another UK city, relocating can be overwhelming for any organisation. This guide will examine how long it takes to move office based on the type of space you're looking to move into.
Types of Workspaces and Their Moving Timeframes
1. Serviced Offices: 6 to 8 Weeks
A serviced office is a private, plug-and-play workspace that is furnished and equipped with internet access. Flexible rental terms allow for a quicker and smoother moving process.
Advantages of Moving into a Serviced Office
• Minimal set-up and reduced downtime – As serviced offices are ready to use, sometimes companies can start working the day they move in.
• Fewer items to move – Serviced workspaces are furnished, reducing the need to move desks and chairs from the old office.
• Flexible leases - Should a business’ requirements change, flexible leases mean that it is not tied into long contracts, which can sometimes be up to 15 years for traditional offices.
2. Coworking Spaces: 1 to 2 Weeks
Coworking spaces provide individual desks within a shared office environment. Desks can be rented daily, monthly or yearly, allowing complete flexibility.
Advantages of Moving into a Coworking Space
• Super quick moving and settling-in period – Moving only requires transporting office supplies and personal items so employees can start work straight away.
• Access to on-site amenities - Coworking spaces are found in business centres, and if required, they have access to meeting rooms and breakout areas.
• Low set-up costs – The cost of the coworking desk is all-inclusive so there are no additional set-up costs such as internet or furniture.
3. Managed Offices: 6 to 8 Weeks
A managed office is a type of furnished workspace that includes dedicated facilities within the office.
Advantages of Moving into a Managed Office
• Dedicated facilities within the workspace – These can include kitchens, meeting rooms and collaboration zones, which can be customised to suit the company’s needs.
• All-inclusive pricing - The cost of the space is based on its size and includes furniture and utilities.
• Management of the facilities - The provider manages the building, and all maintenance is taken care of at no additional cost.
4. Leased Space: 3 to 6 Months
Leased spaces are “traditional offices” where a tenant has full control of the office, including furnishing, utilities and maintenance. These leases are typically longer, up to 15 years or more.
Advantages of Moving into a Leased Space
• Complete control of the office space – Leased offices provide an unfurnished floorplate for businesses to furnish and customise.
• Ideal for companies looking for a long-term office – As the leases are longer than those of serviced offices, leased spaces are perfect for businesses that want a long-term base.
• Lower upfront costs compared to buying an office – Leasing an office requires lower upfront costs than purchasing office space.
Week-by-Week Moving Plan for Serviced and Managed Offices
Serviced and managed offices offer a quicker and more streamlined moving process than leased offices. Moving into a traditional leased space will generally follow a similar moving plan; however, it could take companies longer to find suitable space and organise utility providers, fit-outs, etc.
8 Weeks Before Moving – Auditing
Before you think about any heavy lifting, it’s essential to audit the current workspace and create a detailed plan. You should evaluate the setup and identify what, if any, changes need to be made in the new office.
Consider the layout of your current office and whether it works for your business. Will your new workspace need to have private areas or dedicated meeting rooms?
At this stage, we have found it helpful to gather employee feedback on factors such as proposed locations and on-site amenities to ensure the new office is accessible and meets your team's needs.
6 to 8 Weeks Before Moving - Searching for Office Space
The next stage is finding the right space. As we discovered earlier, each one of the four types of workspaces offers many advantages. It is key to know what type of office you are looking for before you start searching.
Using an office space broker will make the search more straightforward. A broker will listen to your requirements and help you shortlist your best options based on your preferred location and budget.
4 to 6 Weeks Before Moving – Viewing Offices
Once you know what you need from your new office and have a shortlist, your broker can set up viewings for you. This will help you to get a feel for the spaces and an idea of what it will be like to work in the centre.
During viewings, we suggest asking as many questions as possible about the office, facilities, and centre's opening hours.
2 to 4 Weeks Before Moving – Negotiations and Legal Processes
Having a broker help with your search also means that they can negotiate the best deal for you. Serviced offices have a quicker negotiation period than leased space as their pricing is all-inclusive, so it is easier to see how much you will pay monthly and compare providers.
We recommend checking the notice period of your current contract and the start date of your new contract to ensure you won’t be left without a workspace. It may be worth getting your solicitor to double-check the agreement details before you sign.
Moving In
This is where the moving plan can vary between serviced and managed offices. We have compiled a comprehensive moving checklist to help you with everything from organising floor plans to creating inventory lists.
Serviced Offices: 1 to 2 Days
Serviced offices require less time to move into than managed offices. This is because the offices are already furnished and ready to work from. All that is required is to move any specialist equipment and personal items.
Managed Offices: 1 to 2 Weeks
Even though managed offices are also furnished and fitted with internet and telephones, the dedicated facilities in the workspace can take longer to set up. This includes configuring the meeting room and breakout furniture, as well as stocking kitchen essentials such as hot drinks.
Moving offices can be a timely operation, but detailed planning and preparation will help streamline the process. Ensure you know what you need from your new workspace in terms of location and budget, and set aside time to review your contracts.
At FreeOfficeFinder we can discuss your requirements over the phone and provide you with a list of suitable office spaces to view. We will also negotiate on your behalf, and you can be in your new office in no time.
