The Relocation Risk Register

1. Moving for the Wrong Reasons

The Error: Making a “knee-jerk” decision driven purely by cost or a lease expiry without considering the wider strategy.

The Fix: Build a robust business case. Ensure the move supports culture, talent attraction, and growth, not just the bottom line.

2. Underestimating the “Total Cost”

The Error: Fixating on the rent and fit-out costs while ignoring professional fees, dilapidations on the old lease, and IT migration costs.

The Fix: Build a comprehensive budget that covers all four cost pillars (Property, Fit-Out, Fees, Move). Include a 10-15% contingency.

3. Selecting a Location Based on “Gut Feel”

The Error: Choosing a building because the CEO likes the view, rather than analysing talent access or client proximity.

The Fix: Use data. Map your employees’ commutes and analyse the “commute-to value” ratio before shortlisting buildings.

4. Leaving Lease Negotiations Too Late

The Error: Starting discussions with landlords only months before the deadline, killing your leverage.

The Fix: Start 12-18 months out. This gives you time to negotiate rent-free periods and capital contributions effectively.

5. Ignoring Dilapidations

The Error: Forgetting that you must pay to repair your current office before you leave, leading to a nasty financial shock at the end of the project.

The Fix: Commission a dilapidations survey 9-12 months before lease expiry and budget for the settlement.

6. Designing for Vanity, Not Function

The Error: Prioritising “Instagrammable” aesthetics over acoustics, flow, and lighting.

The Fix: Follow the “Strategy First” rule. Base the design on workstyle profiles and utilisation data, not just visual trends.

7. Poor Internal Communication

The Error: Letting the “rumour mill” take over by failing to tell staff why the move is happening.

The Fix: Communicate early and often. Explain the “Why” before you show the “Where.”

8. Under-Resourcing the Project Team

The Error: Expecting an internal Project Lead to manage a complex relocation “off the side of their desk” alongside their day job.

The Fix: Dedicate resource. The Project Lead should be 50-100% focused on the move during peak times.

9. Value Engineering the Wrong Things

The Error: Cutting costs on critical infrastructure (like air quality or IT) which hurts long-term productivity.

The Fix: Focus on “Smart Swaps” in finishes and furniture but protect the investment in technology and staff wellbeing.

10. Failing to “Futureproof”

The Error: Designing a rigid layout that fits the team today but breaks as soon as you hire five new people.

The Fix: Design for flexibility. Use modular furniture and demountable partitions to allow the space to expand and contract with your business.