Relocating your office can mark an exciting new chapter for your business, whether driven by growth, a shift towards hybrid working, or the need for a new location. However, for employees, it can also create uncertainty. Clear, consistent, and empathetic communication can make all the difference. Here we explore how to manage a move to ensure your team is engaged and informed every step of the way.
1. Start with transparency. Once the decision’s made, your employees should hear it from you, not through the rumour mill. Whether it’s a town hall meeting, an email from leadership, or a short video update, be open about the move even if every detail hasn’t been finalised. If you’re still working out the logistics, sharing a high-level view can help provide clarity and reduce speculation. For a broader perspective on project planning and timelines, CBRE’s Global Office Fit-Out Cost Guide offers detailed information on the stages involved in office relocations, highlighting the necessity of a well-structured schedule.
2. Share the ‘why’. Context helps people understand change. Will your new space support business growth, align with your hybrid working model, or offer better facilities? Framing the relocation around these positives helps bring employees on the journey. If you’re still deciding between staying put or moving, our Office Relocation Guide breaks down the decision-making process to help you communicate your strategy confidently.
3. Get employees involved. When employees feel consulted, they’re much more likely to engage positively with change. Run a short survey or hold Q&A sessions to understand what matters most to your teams. This is also a great opportunity to think about how your new workspace could foster greater inclusivity or cater to future generations, like Gen Z, who may have different expectations of the workplace. Gathering feedback not only gives you valuable insights, but it also helps your people feel heard, valued, and part of the journey.
4. Share a clear timeline. Outline key milestones and what to expect at each stage. Let your people know when major decisions will be made, when site visits might happen, and when the move-in day is planned. Having a road map helps people feel less “in the dark”. Consider an office move checklist, which offers practical steps to keep your team aligned throughout the relocation process.
5. Communicate regularly. One email won’t cut it. Use channels your team already trusts, such as newsletters and town halls, and consider creating a central hub where updates, FAQs, and floor plans are accessible. Frequent check-ins not only inform but also reassure.
6. Acknowledge employee concerns. Some people will be excited. Others may have worries about commuting times, changes to desk setups, or losing the comfort of a familiar space. Be empathetic by addressing concerns openly, and explain how your new space will support their needs. Being upfront about how you’re solving common office design challenges can build trust and positivity.
7. Build excitement. Your new space should be something to look forward to. Share sneak peeks, renders, or floor plans early to generate buzz. Highlight new features that support better ways of working, whether that’s improved collaboration zones, wellness facilities, or outdoor spaces. If you want to make your new office a real draw, you might find inspiration in our thoughts on luxury office design.
A successful office relocation is as much about people as it is about place. Open, consistent communication will maintain morale, reduce uncertainty, and create a sense of shared excitement. Keep the dialogue going, from announcement day through to move-in and beyond, to make your relocation a success story everyone feels part of.
