Five communication strategies to support an office move or renovation

A new office, refurbishment, or major fit-out can look straightforward on paper but anyone who’s been involved in one knows the reality: office moves are people-heavy changes, and they can quickly become emotional, disruptive, and distracting if they’re not communicated well.

For many employees, the workplace is where they focus, collaborate, feel comfortable, and (ideally) do their best work. Change that environment, and you’re changing daily habits, routines, and expectations. 

So, we’ve put together five practical communication strategies to help your organisation and your people navigate an office move or renovation more smoothly.

1. Involve people early and co-create where you can

The most important thing you can do is involve your people in the process from the start. Like all change, co-creation reduces resistance and increases buy-in because when people feel they’ve had a say, they’re far more likely to support the outcome.

Which starts with: awareness, and you can only do that through communicating. Start by telling people that a new office or renovation is coming and clearly explain the where, when, how, and the why. Where possible, link the rationale back to employee feedback, like if people have raised issues about lighting, noise, lack of quiet spaces, kitchens, or amenities - make sure to call that out and show how the new design responds to those pain points.

From there, invite input from your audience. Noting that this doesn’t have to be complex, in fact, a lot of the time a short survey asking what matters most in a workspace, what would encourage people to spend more time in the office, and what they need to work productively can be incredibly valuable. Once you’ve gathered responses, aggregate them into themes and communicate them back, along with how the design will address them.

If the appetite and budget are there, you might share draft plans for feedback, hold information sessions, or even create a small design committee with representatives from different teams. Those people often become natural change champions later on.

2. Generate excitement during the build phase

Once designs are locked in and work begins, it’s easy for morale to dip, especially if people are temporarily relocated to less-than-ideal spaces. This is where communication can help build anticipation through regular progress updates. Short, fortnightly updates with photos or short videos showing what’s been completed and what’s coming next can keep people engaged. These don’t need to be formal newsletters; they can live inside existing channels like leader updates, internal platforms, or blogs.

Virtual walk-throughs are another great option. At the most basic level, this can be a steady phone video filmed on-site or at the other end of the spectrum, some organisations invest in virtual or VR-style tours. As the space nears completion, scheduled sneak-peek tours can also work well, allowing people to see progress while managing safety and numbers.

You can also have some fun with things like quizzes, competitions, behind-the-scenes content with builders or leaders, and short “question answered” videos as they help humanise the process. These approaches also create what’s known as the labour illusion, where people begin to understand how much effort has gone into something and they tend to value it more.

If you have creative employees, consider artwork competitions or opportunities for people to contribute visually to the new space. It’s another way to build ownership.

3. Anticipate questions and address concerns head-on

Office moves generate predictable questions. Where will I park? Where will I sit? What if I can’t find a desk? Where’s the nearest coffee? Some are simple to answer, others less so and particularly if you’re moving to hybrid working or hot-desking arrangements. Especially for people who are used to having their own desk, hot-desking can be a big psychological shift. It’s important to acknowledge that discomfort while clearly explaining the reasoning behind the change.

Managers play a critical role in change, and especially here where it’s important to establish team rhythms, set expectations, and agree on non-negotiables like desk booking, cleaning protocols, and shared space etiquette. These conversations can’t sit solely with comms, especially as comms need to work on larger proactive pieces of work like FAQs, host information sessions, and internal channels to surface answers before rumours take hold. 

AI tools or chatbots can also be useful for capturing questions and reducing repetition, while giving you insight into what people are most concerned about. Think broadly about what people will want to know: transport options, food nearby, end-of-trip facilities, booking systems, and what to do when something doesn’t work as expected.

4. Make everything as easy as possible

Successful change removes friction which means meeting people where they are, using multiple channels, and making information easy to find and understand. That also translates to knowing that different teams will inevitably consume information differently. Some prefer team meetings, others emails, chats, or leader updates. It’s important to tap into existing rhythms rather than creating entirely new channels wherever possible. Plus, trying to provide clear maps, simple instructions, and practical “how-to” content matters more than polished messaging. QR codes near key features can be surprisingly effective and linking these to short videos or guides on booking rooms, using equipment, or accessing facilities.

Short, bite-sized videos, quick demos, and small group sessions can all help people feel confident using the new space. The goal is to reduce uncertainty and help people get on with their work as quickly as possible.

5. Welcome people properly and embed new behaviours

The launch matters! First impressions set the tone for how people feel about the space long-term, so an official opening genuinely can help mark the moment, whether that’s a welcome event, a grounding ceremony, or simply a coordinated first day that feels intentional rather than chaotic. Building inductions are essential, not just for safety, but to explain how the space works, what’s expected, and where to find things.

Small welcome touches can go a long way, too, so making sure to have cleaning wipes, coffee vouchers, reusable bottles, or even digital photo frames as these can help people personalise their experience, particularly in hot-desking environments.

You can also make orientation fun with things like scavenger hunts, quizzes, or simple games to encourage exploration and help people learn the space naturally. Over time, reinforce new behaviours with light, engaging reminders like humour, memes, short videos, and visuals because these will always cut through better than signs taped to the wall.

It’s important to remember that while seemingly superficial, office moves and renovations are rarely just about physical space. They actually incorporate big ticket items like habits, identity, and how people experience their workday - so making sure that your communication is thoughtful, human, and practical, is critical in ensuring a culture is strong during a big shift.