What Goes into Planning for an Office Move?

image of two professionals looking at an ipad together

The Robin Team

Published on

March 3, 2025

Let's face it - office moves are a big deal.

They involve tons of planning, clear communication, and plenty of input.

Admittedly we’re particularly close to this subject at the moment. At the end of 2024 Robin made the move from 11 Farnsworth to 53 State Street.

Both Boston zipcodes but after 8 years at Farnsworth it felt like a cross-country event. After a few months of settling in, we’ve gained enough distance to share the highs and lows of our move with all of you.

Yup, that's us circa 2017. Remember the cubicle era? Yeah, that happened.

What Triggers an Office Move?

There’s plenty of things that can spark an office move. From a lease that’s up to growing pains, you’re bound to experience at least one workplace move in your career.

It’s been an active period for HQ relocations, with 465 such moves identified from 2018-2023, according to CBRE. When you combine that with the fact that office occupancy doubled from 2023 to 2024, it's clear that more office moves are on the horizon.

For us, the move was prompted by our lease ending but, serendipitously, it came at a time where we were reimagining what a workplace platform could do for office operations teams. The space we would move into would also signify a new chapter for us as a company. No pressure, right?

We've found over the years that offices moves tend to be a trigger event for evaluating a tool like ours. People love a fresh start. New space, new opportunity to embrace forward-thinking ways of working.

With more flexible schedules and a desire for more in-person collaboration, unveiling a new HQ is a great time to consider how your office can enable that type of activity. Increasingly, organizations are investing in technology (like ours!) to better support streamlined and scalable office management with smart space planning solutions.

Not moving but in need of an upgrade? Even if you aren’t changing addresses, there are strategies for working with what you have to reimagine your space. While packing and negotiating new leases may not be a part of that process, stay tuned for the next few pieces in our series for more inspiration!

Pre-Planning: Setting the Stage for Success

What you do before packing a single box determines the outcome of your move. A well-planned strategy helps avoid missteps, reduces downtime, and ensures a seamless experience for everyone involved.

As a workplace management platform, Robin helps companies optimize their office spaces. Office relocations are a major trigger for investing in workplace technology because they provide the perfect opportunity to rethink how an office should function.

"Office space is our second-largest expense after employee salaries, so we had to make sure we weren’t over-leasing for our needs. Employees want flexibility, but they also want the office to feel like it did before the pandemic. That’s a tough balance to strike." - John O'Donnell, Robin CFO

Aligning on Goals and Strategy

Before diving into logistics, align your leadership team on why you’re moving and what you want to achieve. More space? A better employee experience? A layout that better supports collaboration? Clarity on these objectives will guide every decision that follows.

"It wasn't just about finding a bigger office, we wanted a space that reflected how we actually work," says Micah Remley, Robin CEO. "We needed a space that worked for our hybrid schedules, a workplace that would motivate teams and make in-person collaboration great."

Part of understanding these needs involves knowing when to ask employees for input without having too many cooks in the kitchen. Our people team kept going back to one key question: "We asked ourselves: what do we want people to feel the moment they walk in? That question guided so many of our decisions," explains Libby Kiely, Director of People at Robin.

"We surveyed our teams to understand what mattered most, natural light, collaborative spaces, and easy commute options topped the list. Getting real input upfront helped us avoid a lot of second-guessing later."

Budgeting for the Expected (and the Unexpected)

Moving an office is costly, and surprises can add up quickly. Beyond rent, factor in:

Technology upgrades – Ensuring seamless connectivity and workplace tools.
New furniture – Matching the new layout and employee needs.
Lost productivity – Downtime during the transition.
Customization costs – Adapting the space to fit your needs.

"We realized early on that technology upgrades were non-negotiable for hybrid work success," explains John O'Donnell, CFO at Robin. "By prioritizing them in our budget, we avoided painful compromises later. A clear budget helped us make quick decisions when vendors or timelines changed—which they always do."

Separate must-haves from nice-to-haves to stay on track financially despite unexpected costs. And, word to the wise: Don't forget the small stuff. Think: moving boxes, packing materials, updated signage; it all adds up faster than you think.

When moving into a new space it's critical to look at the numbers. How is your space actually being used?

Finding the Right Space

This transition period is a great time to refine policies, consolidate tech, and design a workplace that better supports employees. One word of caution? Don't go overboard. There are some changes that will naturally slot into this transition, don't force too much upheaval. If certain workflows work for your teams then integrate those into changes. Finding the balance between the familiar and the fresh is key in any move.

"Moves aren't just about a new address, it’s a chance to reimagine your workplace strategy. We knew it would be the perfect time to rethink how your office serves your people and your business," says our Workplace Experience Specialist, Emily Anderson.

With this is mind, we knew we needed to balance several factors:

Commute accessibility – Is it easy for employees to reach?
Layout flexibility – Does it support hybrid work and collaboration?
Amenities – Are there perks that enhance productivity?
Scalability – Will it accommodate future growth?
Tech readiness – Can it support your IT infrastructure?

Pro-Tip: While office occupancy is finally on the rise again, many office buildings have sat empty for a few years. This can work to your advantage in a move. See what kind of deals you can secure in negotiations or keep an eye out for subleases.