Office planning tool

Office Space and Move vs. Stay Calculator

Estimate the office area your organization requires and compare the full financial implications of renewing your current location with relocating to a new office.

Before you begin: Use actual quotes and lease information whenever available. Enter zero only when a cost genuinely does not apply. Leave optional fields blank when the amount is unknown; the results will identify material omissions.
New office analysis Complete the required fields, then calculate results.
This button becomes available after the calculation has been completed.

Review these assumptions

    1

    Project settings

    Name the analysis and select the units used throughout the calculator.
    years
    %
    Used to calculate present-value costs.
    ± %
    2

    Staffing and attendance

    Define projected staffing, peak use, and desk-sharing assumptions.
    Use the expected peak headcount during the analysis period.
    A ratio of 1.5 means one shared desk for every 1.5 flexible employees.
    %

    Expected on-site staff by weekday

    sq ft
    Enter actual projected counts. If all weekday fields remain zero, the desk-planning formula will determine peak staffing.
    3

    Space requirements

    Specify the size and quantity of work, meeting, support, and amenity areas.

    Work areas

    sq ft
    Include immediate chair and local circulation space.
    sq ft
    sq ft
    sq ft

    Meeting and collaboration areas

    sq ft
    sq ft
    sq ft
    sq ft
    sq ft

    Support and amenity areas

    sq ft
    sq ft
    sq ft
    sq ft
    sq ft
    sq ft
    sq ft
    sq ft
    %
    %
    Applied to estimated usable area.
    4

    Current office and remaining lease

    Enter the current area, lease term, and recurring occupancy costs.
    sq ft
    sq ft
    months
    % / yr
    % / yr

    Other current annual occupancy costs

    % / yr
    5

    Stay scenario

    Enter renewal terms and one-time costs required to remain in the current office.
    % / yr
    % / yr
    months
    % / yr
    month
    Month 1 is the start of the analysis.

    One-time stay costs

    6

    Proposed office

    Enter the proposed area, lease timing, and recurring occupancy costs.
    sq ft
    sq ft
    months
    % / yr
    % / yr

    Other proposed annual occupancy costs

    % / yr
    7

    Move scenario costs and incentives

    Capture fit-out, relocation, overlap, deposits, incentives, and exit costs.
    months
    months
    Adds current-office occupancy costs to the move scenario.
    % / yr
    month
    The deposit is assumed to be paid in the same month.

    New-office one-time costs

    Current-office exit costs

    Deducted from the move scenario.

    Deposit and financing treatment

    8

    Nonfinancial comparison

    Optionally score business factors separately from the cost analysis.

    Rate each scenario from 1 (poor) to 5 (excellent). The weight represents the relative importance of each factor.

    FactorWeightStay ratingMove rating
    Location and employee access
    Capacity and flexibility
    Employee experience
    Client access and brand fit
    Implementation ease
    Operational and lease risk
    9

    Notes and review

    Record source notes, known exclusions, or assumptions that need verification.

    Analysis results

    Recommended rentable area——
    Current space position——
    Lower nominal cost——
    Move break-even—Based on cumulative nominal cost.

    Space planning result

    Calculated requirement

    Required workstations—
    Estimated usable area—
    Estimated rentable area—
    Rentable area per projected staff member—

    Available locations

    Current office variance—
    Proposed office variance—
    Peak projected attendance—
    Capacity buffer—

    Financial comparison

    Stay

    Total nominal cost—
    Present-value cost—
    Initial cash requirement—
    Average annual cost—
    Nominal cost per projected employee—

    Move

    Total nominal cost—
    Present-value cost—
    Initial cash requirement—
    Average annual cost—
    Nominal cost per projected employee—
    Stay
    —
    Move
    —

    Annual cost schedule

    YearStay costMove costCumulative stayCumulative moveCumulative difference

    Nonfinancial comparison

    Stay score

    —Weighted score out of 5.

    Move score

    —Weighted score out of 5.

    Calculation input record

    This record captures the values used for the calculation so the saved PDF can be reviewed or recreated later.

    Key assumptions and omissions

      This calculator provides planning estimates based entirely on user-entered information and assumptions. It is not legal, financial, tax, valuation, architectural, engineering, brokerage, or workplace-strategy advice. Verify lease terms, measurements, incentives, taxes, operating expenses, construction estimates, and timing with qualified professionals before making a decision.

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