Moving is expensive and disruptive: a new fit-out, dilapidations on the old space, legal and agency fees, and the risk of losing people who face a longer journey. Before deciding to move, it is worth knowing what your current building could do with a new plan and a refreshed interior.
Refurbishing while you stay in occupation takes careful planning. The work is phased, noisy jobs are scheduled out of hours where needed, and everyone knows what is happening and when.
What it involves
Refurbishing without stopping work
Survey and options
What the existing space and services can support, and what a refurbishment would cost compared with a move.
Phasing
Breaking the work into stages so teams can move around the floor while each area is completed.
Reuse
Keeping partitions, furniture, floor finishes and fittings that still perform well, to save cost and embodied carbon.
Communication
A clear schedule for staff, so nobody is surprised by noise, dust or a temporary desk.
What to get right
Reuse first, replace where it matters
The most sustainable fit-out is usually the one that keeps the most. Raised floors, ceilings, partitions and good furniture can often be reused or refurbished, freeing budget for the things people notice: lighting, acoustics, meeting spaces and kitchens.
Check the building services early. Old air conditioning or lighting can limit what a new layout achieves, and replacing them is far easier during a refurbishment than afterwards.
- Compare the full cost of moving with the cost of staying, including dilapidations.
- Phase the work around your busiest periods.
- Plan temporary desks and meeting space for each phase.
- Record what was reused for your sustainability reporting.
A good fit if…
- Your lease has years to run, or a renewal is likely.
- The building is sound but the layout no longer suits you.
- You want improvement with as little disruption as possible.
Probably not the right fit if…
- The building cannot meet your needs even after refurbishment. Start with a building feasibility study.
Compare
Staying or moving: what to compare
| Cost or factor | Refurbish and stay | Move |
|---|---|---|
| Fit-out | Often lower, as more of the existing fit-out can be kept | A full fit-out of the new space |
| One-off costs | Phasing, out-of-hours work and temporary moves | Agent and legal fees, removals, IT relocation, often overlapping rent |
| The space you leave | None | Dilapidations on the old office |
| Disruption | Spread over weeks, managed by phasing | Concentrated around the move itself |
| Staff | Same commute and location | A new journey for everyone, which can cost you people |
| Opportunity | Limited by the building you have | A chance to rethink the whole office |
Put real numbers against each row before you decide. A refurbishment that keeps a good building and the people in it is often the better investment, but not if the building itself is holding the business back.
In practice
Devon Wildlife Trust
Devon Wildlife Trust bought a fire-damaged, listed mill in the centre of Exeter. The result is a headquarters with restored mill machinery, a leat running through the site and a working environment unlike any other.
Questions
What clients usually ask
Can we stay in the building while it is refurbished?
Usually, yes. With phasing, temporary space and some work out of hours, most offices can stay open. Very intrusive work, such as replacing air conditioning across a whole floor, may need a short temporary move for the teams affected.
How do we know whether to refurbish or move?
Compare the two side by side: the cost and disruption of each, what each would give you, and the lease position on both buildings. The answer is often clearer than people expect.
Do we need the landlord’s permission?
Usually, yes. Most leases require a licence for alterations before work starts, normally with drawings and details of the contractor. Allow time for this in the programme.
How much of the existing fit-out can we keep?
Often more than people expect. Raised floors, ceilings, partitions and good systems furniture can frequently be kept or refurbished, which saves cost and embodied carbon and frees budget for lighting, acoustics, meeting rooms and kitchens.
Related
Where this leads
Space planning · Finding room you did not know you had
Office design and build · Delivering the works
Move management and churn · Moving teams around the building
Start a conversation
Planning a move, a refurbishment or a rethink?
Tell us about the space, the people who use it and the date you are working to. You will get a straight answer about what it needs, what it is likely to cost and what to do first.