How to Prep Your Team for an Office Move or Remodel: A Practical Guide from Operations & HR Leaders

Office moves and remodels are exciting signs of change, but they also bring plenty of complexity. Whether you’re upgrading your space, relocating to a new building, or simply refreshing your current layout, it’s not just about furniture and floor plans. Behind every successful transition is a well-prepped team, aligned timelines, clear communication, and proactive planning.

At LERDAHL, we’ve supported countless organizations through office transformations of all shapes and sizes. Here’s what we’ve learned from being deeply embedded in the process—from logistics and scheduling to internal communication and employee experience.

Start with the Big Picture—and Share the “Why”

Before you get into color palettes or furniture configurations, focus on the why behind the change. Are you remodeling to reflect a new brand identity? Creating more collaborative space? Supporting a hybrid workforce?

From an HR and culture perspective, helping employees understand the purpose behind the transition builds trust and buy-in. “It helps with the buy-in of everything,” says Lexi Hannemann, a LERDAHL team member who’s helped manage multiple internal remodels. “When people understand why it’s happening, they feel more engaged in the outcome.”

Use early communication touchpoints to share the vision and generate excitement. Renderings, previews of the new layout, or even a few inspirational words from leadership can go a long way toward rallying the team around your new office interior design.

Involve the Right People Early

One of the most common pitfalls? Waiting too long to engage your internal team and your partners. From day one, get the right people on board: operations leads, IT, department heads, and external vendors like furniture dealers and installers.

Every commercial interior design project has its own timeline, constraints, and goals. Some companies have to stay fully operational during renovations, which may mean phasing the project over months. Others need to reuse existing furniture—requiring detailed walkthroughs and logistical planning upfront.

“Our approach is comprehensive,” says Karyn Biller, Vice President | Operations. “We often bring in our installation partner at the very beginning to assess the current space, the future space, and what’s needed to get there. That includes everything from technology planning to understanding an install timeline.”

Overcommunicate (Then Communicate Again)

Clear, consistent communication is everything. And not just one announcement email. Think regular updates, visual references, and open-door conversations.

What works best?

Kickoff emails with a high-level overview and key dates
Weekly update emails (brief, bulleted, and to-the-point)
Floor plans or renderings so people can visualize the change
Verbal reminders in team meetings
Designated point people or planning committees with reps from each department

“Even if someone’s only moving from desk A to desk B, they should know when it’s happening and what to expect,” Lexi explains. “Closing the loop on small changes builds trust and reduces confusion.”

And don’t forget your remote team members. They may not be directly impacted by construction noise or desk moves, but they’re still part of the company. A high-level update helps them understand how the transition may affect their colleagues and workflows.

We Prepare for the Unexpected

No matter how tightly you plan, there will be surprises. A conference table that doesn’t fit through a new door. A lease clause that requires you to patch and paint before vacating. A timeline that needs to shift by a week.

That’s why it’s critical to:

Build in contingency time
Set aside budget for incidentals
Choose a partner like LERDAHL who can pivot quickly and problem-solve on the fly

“You can’t always prevent surprises, but you can prevent them from derailing the whole project,” says Karyn. “That’s why it’s important for LERDAHL to be brought in early—so we can ask the right questions and help build realistic plans.”

Don’t Let Daily Operations Fall Apart

Office moves and remodels are disruptive by nature. But your business still needs to run. The key is balancing the project with your team’s day-to-day responsibilities.

Create a small cross-functional team focused on managing the move. Assign clear roles. Give deadlines with plenty of notice. And always provide checklists, like:

When to pack up personal items
Where to store equipment
What tech or tools will be available during the transition
When employees can expect to be fully up and running again

The more people know, the more they can plan.

Timing Matters (But There’s No “Perfect” Time)

While some seasons—like Q4—can be extra hectic with holidays and PTO, there’s rarely a “perfect” time to remodel. Consider when your industry experiences slowdowns, and weigh that against personal time off and peak workloads.

Ultimately, it’s about managing expectations and creating clarity. “Even when there are delays, it’s important to acknowledge frustrations and refocus the team on what’s ahead,” Lexi says. “People will stay committed if they feel looped in.”

Final Tip: Partner Early, Plan Thoroughly

If there’s one takeaway for planning an office transformation, it’s this:

Engage experienced furniture partners early, ideally before you’ve even finalized the budget.

You might not realize that workstations have power that need to be disconnected by an electrician. Or that decommissioning your old space includes patching every wall. LERDAHL can help spot these issues early and budget for them appropriately.

And when done right, a remodel or move doesn’t just give your office a facelift—it creates a better employee experience, improves functionality, and reinforces your culture.

Ready to Plan Your Office Move or Remodel?

At LERDAHL, we help clients through every phase—from planning and budgeting to furniture installation and move coordination. If you’re thinking about transforming your space, let’s talk early so we can help you do it right.

Let’s Get Started