Start by defining why the business is moving and what the next workplace needs to achieve. Agree the business priorities, lease timeline, workplace requirements, space requirements, budget parameters and decision-making process before searching for property.
Nominate an executive sponsor to own the business case and major decisions, with project management brought in early to coordinate programme, budget, risk and stakeholders. This creates a clear brief for assessing property options before lease commitment
Learn more about Spaceful’s technical project management.
Ideally, planning should begin 18-24 months before lease expiry. Larger, more complex or highly regulated workplaces may need longer.
Starting early gives the business time to define requirements, explore the property market, compare options and negotiate without the pressure of an approaching lease deadline.
Costs vary depending on the property, size, building condition, services, technology, furniture and finishes.
A cost-per-square-metre benchmark can provide a useful starting point, with a workplace brief, test fit and early cost plan helping refine the likely investment.
Common risks include starting too late, choosing a property that does not support the business requirements, underestimating project cost and identifying technical or programme constraints too late.
Clear governance, property testing, technical due diligence and early cost and programme advice can help identify these issues while there is still flexibility to respond.
The internal team will vary by business, but typically includes executive leadership, finance, property or operations, People and Culture and IT. External specialists may include a tenant representative, workplace strategist, designer, project manager, technical consultants and construction team.
The right amount of space depends on more than headcount.
Attendance patterns, peak occupancy, meeting demand, focused work, collaboration, amenities, future growth and flexibility should all be considered before setting a space requirement.
Start by assessing whether the current property can support the business over the next lease term.
Consider location, space requirements, building capability, employee experience, future growth and the cost of staying versus moving. If the existing property no longer supports the business requirements, relocation creates an opportunity to reconsider the workplace and property together.
Read more in the Spaceful Journal.
Once a property is selected, the focus shifts to design development, approvals, cost and programme control, procurement, construction and preparing the business for the move. Keeping these workstreams connected helps protect the original workplace brief through to delivery.
Find out more about the Spaceful Model.
With 12 years experience, Ben provides dedicated support throughout the design phase, aligning the project with your core values, purpose, and brand. He ensures outcomes reflect your goals and our commitments, offering clarity, confidence, and control across the entire property journey.
With 12 years experience, Ben provides dedicated support throughout the design phase, aligning the project with your core values, purpose, and brand. He ensures outcomes reflect your goals and our commitments, offering clarity, confidence, and control across the entire property journey.
From strategy to delivery, our work speaks for itself. Discover how our integrated team creates high-performing spaces built for people and business growth.
