Relocating to a new office is one of the most significant decisions an organisation can make. The building you choose will influence everything from employee experience and operational efficiency to future growth plans and workplace costs.

While it can be tempting to focus on rent or location alone, selecting the right building requires a much broader assessment. A structured approach can help ensure the space supports both your immediate needs and your long-term objectives.

Start by Understanding Why You’re Moving

Before reviewing potential buildings, it’s important to understand what is driving the move in the first place.
Many organisations begin their search by looking externally, when in reality the answers often start within their existing workplace. Understanding what is and isn’t working today will help shape the criteria for tomorrow.

Some common drivers include:

• The business has outgrown the current space
• Hybrid working has reduced space requirements
• Teams need more collaboration areas
• Recruitment and retention have become a priority
• The building no longer reflects the organisation’s brand or culture
• Lease expiry is approaching
• Business growth projections indicate the current workspace will not support you in the future

Taking the time to identify these drivers early helps ensure the move is solving the right problem, rather than simply changing addresses.

“We’ve seen organisations assume they need more space, only to discover through workplace analysis that the real issue was a lack of the right types of space. Understanding the root cause of the move can prevent costly mistakes later in the process.” – Ronnie Crawford, Managing Director, Calibro Workspace

Define What Success Looks Like

Once you’ve identified the reasons behind the move, the next step is establishing what your future workplace needs to deliver.

This goes beyond simply calculating how many desks are required. Consider how teams work together, the balance between collaboration and focused work, the need for client-facing spaces and whether there are specialist requirements that need to be accommodated. It’s equally important to think ahead. A building that supports your organisation today may not be suitable in three to five years if growth plans aren’t taken into account from the outset.

Questions worth asking include:

• How many people do we expect to accommodate in the next three to five years?
• What spaces are currently missing from our workplace?
• How often are teams collaborating in person?
• Are there operational requirements that could influence building selection?

Consider the Financial Picture

When organisations begin searching the market, rent is often the first figure that captures attention. However, the true cost of occupying a building extends much further.

Service charges, business rates, utilities, fitout costs, furniture investment and moving expenses can all have a significant impact on the overall financial commitment. Understanding these costs early can help prevent unsuitable buildings progressing too far into the selection process. Consider:

“The lowest-rent building is not always the most cost-effective option. We’ve seen organisations save on rent only to incur significantly higher fitout costs due to building constraints, inefficient floorplates or ageing infrastructure.”

Define Your Building Criteria

Once your workplace requirements and budget are understood, you can begin creating a list of criteria against which buildings will be assessed.

Few buildings will tick every box. The key is understanding which criteria are non-negotiable and where compromise may be acceptable. For example, some organisations may prioritise location above all else, while others may place greater importance on parking provision, sustainability credentials or expansion opportunities.

Creating a clear hierarchy of needs will make comparing options much easier as the shortlist develops. Consider:

Evaluate Location

Location remains one of the most important decisions within any office relocation project.

The right location can support recruitment, improve accessibility and enhance the overall employee experience. The wrong location can create challenges that persist long after the move is complete. When evaluating a location, consider both the immediate building and the surrounding area. Consider:

“One of the most common mistakes organisations make is viewing location solely through the lens of leadership teams. The people experiencing the commute every day are your employees. Understanding how a move will impact them can be just as important as assessing rent or building quality.”

Look Beyond the Square Footage

Two buildings with identical floor areas can offer very different workplace experiences.

As you begin viewing options, consider how the building itself will support your future workplace strategy. Natural light, floorplate efficiency, ceiling heights, ventilation, accessibility and end-of-journey facilities can all influence how successful the finished workspace becomes.

It’s also important to assess how easily the building can accommodate the type of workplace you want to create. A building may appear attractive at first glance, but restrictions within the space could limit design flexibility later in the project. Consider:

It’s also worth understanding whether the building holds certifications such as BREEAM or LEED, particularly if sustainability forms part of your wider business objectives.

“The best building isn’t always the newest. In many cases, older buildings can offer larger floorplates, greater flexibility or better value than newer alternatives. The key is understanding how the building supports your workplace strategy rather than focusing on appearance alone.”

Understand the Landlord Offering

The landlord’s willingness to support the project can have a significant impact on overall value and the feasibility of a move.

Some landlords may offer financial contributions towards a fitout, rent-free periods or flexibility around lease terms, while others may be more restrictive. These factors can significantly influence the overall value of a building and should form part of any comparison exercise. Consider:

Test Your Assumptions Before Making a Decision

Before committing to a building, it can be valuable to undertake a test fit exercise.

This process allows organisations to explore how their workplace requirements would function within the available space and identify any potential constraints. It often provides greater clarity around capacity, circulation, meeting room provision and future flexibility. A building may look ideal during a viewing, but a test fit can reveal whether it genuinely supports the way your teams need to work.

Many of our clients engage us during this stage of the process to undertake workplace test fits and building analysis. This allows them to compare shortlisted options, understand capacity and identify potential challenges before committing to a lease.

“One of the most expensive mistakes an occupier can make is signing a lease before fully understanding how the space will function. Test-fits can often prevent significant costs and compromises later in the project.”

Compare Your Options Objectively

As the shortlist narrows, bringing all of the information together becomes critical.

Comparing buildings across factors such as cost, location, employee experience, sustainability, growth potential and landlord support helps create a more balanced view of each opportunity. It’s important not to allow a single factor to dominate the decision-making process. An impressive reception area or attractive rent may not compensate for poor accessibility, limited flexibility or higher long-term costs.

The best building is rarely the cheapest or the most prestigious. It’s the one that provides the best overall fit for your organisation’s people, operations and future ambitions.

Need a Second Opinion?

We regularly help organisations assess shortlisted buildings through workplace test fits, occupancy modelling and building analysis, providing greater confidence before lease agreements are signed.

Reach out to our workplace experts: hello@calibroworkspace.com | +44 (0) 28 9442 5200