Waiting too long can also be a mistake: good properties go quickly, negotiation time shortens, and a hurried move costs more than a calm process.
Signs that it’s time to move
The space is too small. This may sound obvious, but in practice, companies tolerate cramped conditions for a long time before taking action. Signs include constant overbooking of meeting rooms, people taking calls in corridors, and new employees who cannot be allocated proper workspaces.
The space is too large. This is a common but less obvious problem. If a large part of the office remains empty or underused, you pay for square metres you do not need. Hybrid working has contributed significantly to this situation in recent years.
The location no longer serves the company well. Customers visit less frequently, recruitment is more difficult, or staff commutes are excessively long. Location is one of those factors that rarely improves over time.
The agreement is technically valid, but the price does not reflect the current market. The rental market has changed significantly in recent years. If your lease was signed several years ago in a favourable market, you may be paying substantially more than the current market rate for comparable space.
When should the search commence?
The time required depends greatly on the type of space you are seeking. For a small company with flexible criteria and a reasonable budget, a suitable space can be found in just a few weeks. At the other extreme is a large company with strict requirements that requires extensive alterations before moving in. In such cases, a one-year timeframe is realistic. The practical guideline is this: the more specific the criteria and tighter the budget, the earlier you should start. Suitable properties for challenging space needs are rarer, negotiations take longer, and alterations may require several months before the space is ready for use. If significant renovation is required, allow at least three months, often six. Property owners typically do not keep spaces reserved for more than six months without alterations, so starting your search too early is not advisable. If you find the perfect space 12 months before your need, the owner is unlikely to wait that long.
Notice periods are often 3 or 6 months. If termination is delayed, the agreement usually continues automatically for the next period as a rolling contract. Practical advice: mark the termination date of your lease in your calendar. Set a reminder 6 months in advance if your space requirements are clear and your criteria flexible. If you already know that the next premises will require special arrangements or renovations, begin the search a year in advance.
What does moving actually cost?
The direct cost of moving—such as hiring a moving van and labour—is generally the smallest expense. Greater costs arise elsewhere. If modifications are needed in the new premises, these constitute a separate cost entirely dependent on the extent of the work. Furniture purchases represent a significant expense if existing furniture does not fit or is not taken along. Additionally, relocation always consumes some employee work hours. Overall costs vary from a few thousand euros upwards, depending on how much alteration the new premises require.
As a counterbalance, one must consider the cost of the current situation. If your premises are too large, savings can quickly be outweighed by relocation expenses within a few months. If your premises are too small, reduced productivity and recruitment difficulties represent a hidden cost that does not appear on the invoice but is nonetheless real.
Moving is not free, but waiting is not free either. The question is which costs more.
