Moving office, when done right, should improve team satisfaction, save money, and cause minimum disruption. This guide is here to help you and your stakeholders achieve all of those things first time, whether you choose to manage the process yourself, or engage Space32 from the outset to support you through every step.
You can register with us at the top of this page, email us on info@space32.com or call 0203 727 4411.
1️⃣ Get clear on the why
An office move is always a balancing act, typically between cost savings, supporting hybrid working, enhancing team satisfaction, enabling talent attraction, and aligning with growth plans. Before you do anything else:
Pin down the primary drivers for your move and why your current office doesn’t work anymore.
Identify key decision makers and stakeholders: CEO, CFO, Operations Lead, People/HR, and team representatives.
Having this clarity up front helps ensure every decision serves your core objectives.
2️⃣ Understand your office options
The type of space you choose will shape your search and your briefing questions. Broadly speaking, you’ll be choosing between:
Traditional lease (50+ desks): Longer commitment, greater control, but higher risk and more responsibility.
Managed space (20-150 desks): You control the layout and design, but with the convenience of a single bill, the operator handles day-to-day management.
Serviced office (6-30 desks): Fully fitted, ready-to-go, flexible terms, great for speed and simplicity.
Fractional/hosted space (usually 6-60 desks: Part-time use of a high-quality space, ideal if you don’t need an office every day.
👉 *You can read more on the pros and cons of each in our guide: *Serviced, Managed or Fractional — which one is for you?
3️⃣ Understand your current office and the implications of moving
Before you fall in love with a new space, understand the realities of leaving your current one:
Are you tied into a lease? What’s your break clause or end date?
What dilapidations obligations will you face (repairs, reinstatement, redecoration)?
Who will handle exit works — you, facilities, or a third party?
What happens to existing furniture, fit-out, and tech? Can any of it be reused?
If you are in a serviced or managed office – are there auto-renewals in place? In other words, are you in danger of committing to more time without realising it?
Are exit costs budgeted for?
➡ Tip: Manage your leadership’s expectations, exit timing and costs can influence when a move is feasible.
4️⃣ Get a clear brief from stakeholders
Speak to your stakeholders and gather these essentials:
✅ What does success look like?
✅ Do we know the cost of our current office?
✅ What is the budget for the new space?
✅ Preferred location(s)? Will they consider others for cost savings or a better fit?
✅ Preferred office type (leased, managed, serviced, fractional)? (Share the guide above if education is needed.)
✅ Team size + hybrid strategy — e.g. 60 staff, how many permanent or part-time desks?
✅ Critical vs nice-to-have facilities?
✅ Desired look and feel of the space?
✅ How involved do they want to be in search and viewings?
✅ Ideal move date?
➡ Timing tip: Work backwards. If you want managed space with bespoke fit-out, aim to sign 3-4 months before move date, so start searching 6+ months out. For serviced space, aim to sign 1-2 months before move date, start searching at least 3-4 months out.
5️⃣ Start your search (working with a broker + viewings)
Almost every London office deal (95%+) is done through a broker, it’s standard and you shouldn’t ever pay for these services because brokers earn their fee from the providers, once a deal is complete. The key is to:
Choose one broker you trust. Working with multiple brokers leads to duplication and confusion.
Pick a broker who knows your location and office type.
Establish working approaches and communication channels that are aligned to your strategy and expectation levels.
Let them guide you through, they’ll save you time, show you the best deals, and manage negotiations.
Get out on viewings early, even if the spaces aren’t right, they’ll shape your brief far better than floor plans ever could.
👉 Space32 can help with all office types, full-time, part-time, serviced, managed, or fractional.
6️⃣ Negotiation matters
A good broker will help you secure not just the best rent, but the best terms, rent-free periods, fit-out contributions, flexibility on contract length. Remember: even flexible space pricing is often negotiable.
7️⃣ Planning the move (coming soon)
Once you’ve secured your space, a well-organised move is vital to minimise disruption, we’ll cover this in a dedicated guide coming soon.
Ready to get started?
👉 If you’re planning a move, or just want to sanity-check your plan, book a no-strings call with Space32 at the top of the page or simply email us on info@space32.com.
We’re here to help you get it right first time.
