Share
min read
Senior Content Manager
Content specialist in office design and build.
-
Every business will eventually face a lease expiry, and how you plan for it can be the difference between a smooth transition and a costly scramble. As a moment in your organisation’s journey, it’s a chance to reassess how your workplace supports your people and goals. So, how do you ensure you’ve covered all bases when it comes to preparation?
In our recent webinar, Before Your Lease Ends: How Smart Planning Protects Time, Cost & Control, Oktra’s Paul Sherwin (Managing Director), Dom Dugan (Group Creative Director) and Sarah Edwards (Project Director) shared their insights on how early preparation sets businesses – and their office relocation projects – up for success.
To help you in anticipating challenges before they appear, and to build a strategy that supports long-term value, we’ve put together the five key lessons from the discussion that could save your business months of stress and thousands of pounds.
-
Watch the webinar
To hear the in-depth insights from the panel of experts who have helped organisations across sectors plan smarter, spend wiser, and create workplaces that adapt to future change, you can download the full recording below.
-
-
1. Start planning sooner than you think
When asked how far in advance workplace planning should begin, most webinar attendees said 18 months – a figure described by our panel as “the absolute minimum.” Starting early doesn’t just protect your move date, it preserves your freedom to choose the right building, negotiate better terms, and design with intent rather than compromise.
“Giving yourself enough time sets your project up for success from day one,” said Paul. “It gives the business confidence that you’re moving in the right direction and creates the space to make well‑informed decisions about cost, building choice and technical performance. When you start early, you’re not rushing budgets or design, you’re shaping them properly from the outset.”
Businesses that wait too long to plan an office move are often forced to settle for available space, accept higher fit out costs, or rush design and approvals. Allowing at least 12–18 months gives you the time to define your brief, explore different building types, and understand how potential locations affect cost and performance.
-
2. Partner first, process second
The best results come when you find a partner who fits your culture and ambitions, not just your budget. But, when it comes to planning an office move, many businesses focus on the process (procurement, timelines, contracts) before considering who truly understands the objectives and values at the heart of the project.
“You can’t understand a business if you don’t take the time to know it. We can’t design a workplace that truly reflects your culture and ambitions unless we’ve sat on your side of the table and understood how you operate day-to-day,” said Paul. “That time to listen and learn is what allows us to create a space that not only looks right but performs for your people.”
Selecting your project partner early allows them to shape strategy, manage expectations, and guide your internal communication. A design and build partner should act as your consultant, helping to define success criteria, set realistic budgets, and align your stakeholders behind a shared goal.
-
3. Time = quality = cost control
Every panellist agreed: once time is compressed, everything else – from creativity to construction quality – suffers. When pressure mounts, decisions become reactive rather than strategic, communication channels tighten, and the collaborative spirit that fuels innovation can be lost.
Shortcuts may get you into the building on time, but they usually lead to post-occupancy fixes – a hidden cost that can be avoided with smart planning. Giving your project the right runway means you can budget more accurately, test-fit multiple options, and avoid costly redesigns. In short: time equals quality, and quality protects cost.
-
-
How to approach an office lease expiry
Your lease end is the perfect moment to reassess your workplace. Should you stay where you are or plan a move? Our guide breaks down the timelines, key considerations and how lease expiry fits into the wider workplace lifecycle – everything you need to choose the best path forward for your business.
Download Guide -
-
4. The power of an early design brief
Design is often treated as the final stage in the process – after the lease is signed and the floorplan is fixed. According to Dom Dugan, that approach limits creativity and drives inefficiency.
“The real client is your people,” said Dom. “The decision-makers might sit around the table, but the users are the ones who live and breathe the space every day. Engaging them early gives you insight into what actually drives performance and satisfaction, and that makes the difference between a workplace that functions and one that truly works for everyone.”
An early design brief helps define what success looks like, not just how much space you need. Dom calls this approach “Design for All”, ultimately describing a discovery process that includes user input from the start.
When employees are engaged early, design becomes a tool for cultural clarity, not decoration. It helps identify how people actually work, what behaviours you want to encourage, and how the office can support them. This process also informs space efficiency: businesses may discover they can take less space by designing for activity rather than headcount, saving millions over the life of a lease.
-
How to create an effective office design brief
In office design, you get out what you put in. Many design briefs are ineffective because they are vague – and because not enough work has gone into them at the early stages. Take a look at our article on how to build an effective office design brief to help you get started.
Learn More -
-
5. Design for longevity, not just day one
The best office designs are adaptive – able to evolve as teams, technology, and work patterns change. Dom urged businesses to think beyond move-in day, reminding us that the moment of relocation isn’t the end of the journey but the beginning of a longer relationship between people, place, and performance.
“Day one is just the start. Your workplace should grow with you, not against you,” said Dom. “It’s about designing with the long view in mind – creating a foundation that can flex as your people, technology, and strategy evolve. You shouldn’t have to rip out walls every few years to keep pace; a well-planned space should adapt naturally as the business grows.”
A workplace is a living system that should support long-term operations. Early planning enables you to invest in flexibility, modularity, and futureproofing, turning your office into an asset that drives performance for years to come.
-
Closing thoughts: planning is control
Every insight from the webinar pointed back to a single truth: the earlier you start, the more control you retain. Beginning early allows leadership teams to pause, test assumptions, and explore multiple pathways before committing to a direction, rather than rushing toward the quickest or most convenient option. It gives space for conversations that shape long-term ambitions, not just near-term logistics.
With enough time, organisations can evaluate how their workplace supports performance, identify what no longer serves them, and build a strategy that’s aligned with how they want to work in the future. This period becomes a rare moment to reset, rethink, and reimagine the role of the office.
Planning early isn’t just about avoiding risk. It’s how you ensure your next workspace truly reflects your business, both today and tomorrow. It creates a smoother journey for project teams, reduces the likelihood of costly surprises, and ultimately results in a workplace that supports growth, inspires employees, and performs for years to come.
To watch the full discussion featuring Paul, Dom and Sarah, you can download a recording here.
-
-
FAQs
-
When should lease-end planning begin?
Ideally, 18 months before your lease expires. This allows time to evaluate buildings, define your brief, and plan for design, procurement, and fit out.
What is the biggest risk of leaving planning too late?
Rushing decisions. Tight timelines limit building choice, inflate costs, and compromise quality — issues that can affect your workspace for years.
Why does early engagement matter in office design?
Early design involvement enables creativity, supports user engagement, and ensures the space aligns with culture, performance, and long-term goals.
How can smart planning control project costs?
Setting a clear budget early and designing within it prevents rework and scope creep. It also improves negotiation power with landlords and suppliers.
-
Related content
-
Contact us
Speak to our workplace specialists
020 7553 9500
info@oktra.co.uk
-
-
Be the first to hear about new workplace trends when you join our mailing list.