Office Works Costs and Office Relocation Process: How to Avoid the Most Expensive Mistakes
Relocating your office is more than a simple change of address. It’s a strategic business decision that can influence your operations, employee experience, and long-term costs.
At TREEE Romania, we’ve guided many companies through this complex journey, and we often see the same two costly mistakes: underestimating the relocation timeline and miscalculating office works costs.
Here’s how to avoid both and make your office relocation process smooth, efficient, and cost-effective.
Mistake #1: Underestimating the Office Relocation Process ⏳
In commercial real estate, timing is everything. Starting your relocation too late is one of the most expensive mistakes a company can make.
Why Starting Late Hurts
Limited Choices, More Compromise:
Prime office spaces disappear quickly. Delaying your search means fewer available options, and you may need to compromise on essential factors like location, layout, or building quality.
Weakened Negotiating Power:
Landlords can sense urgency. When they know you’re under pressure, your leverage in negotiations decreases, often leading to higher rents or less favorable terms.
The 18-Month Rule:
Start your planning 18 months before your lease expires. This window gives you time to analyze market opportunities, compare office works costs, and secure better conditions without rushing decisions.
Early planning means flexibility, better deals, and a relocation process that supports your long-term strategy.
Mistake #2: Underestimating Office Works Costs 💰
Designing and fitting out a new office can be exciting, but fit-out works are often underestimated.
Whether you’re starting from a shell & core condition or renovating a pre-fitted space, the office works costs represent a significant portion of your total relocation budget.
Without proper planning, you risk unexpected expenses, project delays, and a space that fails to meet your functional and aesthetic needs.
How to Build a Realistic Fit-Out Budget
1. Clearly Define the Scope
Start by detailing exactly what you want to achieve. Are you aiming for a basic refurbishment or a high-end corporate office?
Define how the space will function — open plan, closed offices, technical areas, and communal zones.
Include key systems like HVAC, IT infrastructure, furniture, and branding elements. The clearer your scope, the more accurate your fit-out cost estimate will be.
2. Seek Professional Advice Early
Engage with project managers, architects, and fit-out contractors as soon as possible. Early input helps you align expectations, benchmark realistic costs, and avoid scope creep.
3. Break Down the Budget
A transparent budget should include all major categories:
Design, engineering, and construction works
Furniture and fixtures
Permits and professional fees
4. Watch Out for Hidden Costs
Unexpected expenses are common in the office relocation process. Always allocate a contingency fund of 10–20% to cover unforeseen challenges or design adjustments.
5. Compare Multiple Detailed Quotes
Never go with the first or cheapest quote. Request at least three detailed proposals from reputable contractors and evaluate them based on quality, reliability, and service — not just price.
6. Invest Where It Matters
Prioritize areas that directly impact productivity and well-being: lighting, acoustics, ergonomics, and durability.
Avoid luxury finishes unless they contribute to your brand image or employee experience.
7. Monitor Costs During Construction
Set clear approval procedures and maintain ongoing communication with your contractor.
Tracking every cost and design change prevents last-minute financial surprises.
Why Proper Planning Pays Off
Budgeting and timing go hand in hand.
When you plan your office relocation process early and manage your office works costs carefully, you protect your investment and create a workspace that supports your team and brand.
A well-planned fit-out is not just about saving money — it’s about creating an environment that enhances collaboration, efficiency, and long-term growth.
📞 Contact us: office@treee.ro
🌐 Visit: www.treee.ro
