How to Transition from a Home Office to a Rented Office Space: A Friendly Guide for Growing Businesses

Has your business grown faster than you ever expected?

If this is the case, it might be time to pack up and leave the home office behind for a commercial office space.

In this guide, we’ll take you through exactly how this process will look, as well as the important things you need to know before embarking on this monumental task.

Planning Your Office Move

Moving from a home office to a rented office space requires careful planning and organization. A well-structured approach will ensure a smooth transition and minimize disruptions to your business operations.

Timeline and Checklist

Working to some kind of timeline can be super helpful, aim to start planning at least 6 months before your intended move date to give yourself enough time.

Depending on the size of your business, your checklist could include things like:

• Changing your business address
• Notifying employees
• Arranging utilities and internet
• Organizing new office equipment

If you have employees, it’s important that they’re kept in the loop with what’s happening.

The Boring Stuff (Finances)

Proper financial planning is crucial for a successful office move, as there will likely be more expenses than you initially will have considered.

These include things like:

• Moving company fees
• New furniture and equipment 
• Lease deposits
• Renovation or setup costs

Spreadsheets can be painful, but it’s worth setting one up to at least keep track of the base costs and to make sure you aren’t going over budget.

If you’re a small business, explore potential grants or financial assistance programs that could help offset moving expenses. Many local governments offer incentives for businesses relocating to certain areas.

Choosing the Right Commercial Space

Many factors come into play when choosing a commercial space, from location to size, amenities, and much more. For example, if you were looking to rent an office in a global financial hub like New York or London, you’d have to budget accordingly. 

When choosing a property, make sure to visit multiple and take detailed notes. Involve key team members in the decision-making process to ensure the new space meets everyone’s needs.

Working with a commercial real estate agent who specializes in office spaces can make the whole process much easier. 

Don’t rush this decision. Take the time to find a space that aligns with your company’s culture and long-term goals.

The Moving Process

Moving to an office space can be a stressful time, which is why planning ahead is so important.

Luckily, there are many things you can do to make the move less stressful.

Use a Moving Company

Professional movers can make your office relocation much easier. Research and select a reputable moving company with experience in office moves. Get multiple quotes and check references.

Schedule the move for a time that minimizes disruption to your business operations. Weekends or after-hours are often ideal.

Keep track of all your items and label EVERYTHING, this way, you’ll not only have a smaller chance of losing anything valuable, but organizing will be easier when you arrive at your new space.

Insurance is helpful, but most reputable moving companies will have their own policy – it doesn’t hurt to check it through. 

IT and Technology 

It’s almost impossible to run an office without IT and technology set up correctly.

Coordinate with your internet service provider to ensure connectivity from day one. Consider redundant connections for reliability.

Set up your server room or network closet first. This allows you to test systems before the full move.

Plan for data backup and security measures during the move to protect sensitive information.

Arrange for professional IT support to be on-site during and after the move to troubleshoot any issues.

Test all systems, including phones, computers, and printers, before your first day of operations in the new space.

Design, Layout, and Equipment Setup

You might not have control over the floor layout, but that doesn’t mean you can’t plan where to place office stations and equipment to keep things flowing and encourage collaboration and productivity.

Make sure each employee has enough room and a comfortable workspace. If shared equipment like printers or copiers are needed then keep these in easy to access locations.

Facilitating Employee Transition and Engagement

Keep your team informed throughout the moving process. Regular updates help reduce anxiety and build excitement.

Organize a tour of the new space before the move. This helps employees visualize their new work environment.

Create a welcome packet with information about the new office, including nearby amenities and transportation options.

Set up a feedback system to address concerns and gather suggestions for improvements.

Plan a welcome event or team-building activity in the new space to celebrate the move and boost morale.

Provide training on new equipment or systems that may be different in the new office.

Ensuring a Seamless Transition for Clients and Stakeholders

Communicate the move to clients and stakeholders well in advance, covering the basics like updating your website, email signatures, and business cards with the new address.

Update your business listings on Google and other platforms with your new location.If your clients will be coming into the office to meet with you, make sure they know where to find you.

Wrapping It Up

Moving into an office space is a moment to celebrate, so don’t get caught up in all the small tasks that are involved.

If you follow our advice in this guide, you’ll have your new office space set up in no time, allowing your business to focus on the work that is important.

Written by Billy Guteng. August 16, 2024

Billy is a content writer for Kukun. He was born in France, and has lived in multiple cities around the world ever since. He loves art, design and architecture as well as construction and real estate.