Moving to a new office can be a daunting task. It requires careful planning and execution to ensure a smooth transition. If you’re thinking of relocating your business, here are ten steps to help you achieve the perfect office relocation.
1.Set a time frame
Create a timeline for the move. This should include all the tasks that need to be completed, and when they need to be done. In general, we recommend you start planning at least 18 months before your intended move date. Our timescale calculator tool can provide a more personalised time-frame that considers your required occupation date and the size of your office.
2. Choose a project team
Assign a group of employees to coordinate the move, this team should be responsible for all aspects of the relocation. The team should consist of individuals from across different departments. This will ensure input from every aspect of the company and will guarantee the new workspace works for everyone.
3. Align your business with your workplace goals
The workplace is a powerful strategic enabler, and an office relocation provides a great opportunity to align the space with your business’s goals. Moving to a new office can help companies evolve their organisational structures and revise their business strategies to continue to attract talent, lure staff back into the workplace and retain collaboration across a distributed workforce.
4. Determine your budget
Cost is probably the most divisive factor for companies relocating offices. By determining how much budget you have to spend on the move, will help you make informed decisions about the type of office space you can afford. It’s a good idea to map out your budget alongside your project timeframe to avoid unexpected expenses. Use our project budget calculator tool to work out your fit out costs.
5. Choose a location
Consider the location carefully. Think about factors such as accessibility for your employees and clients, transportation links, and local amenities. It’s also worth thinking about whether you want to be close to your competitors. Do you want to have the market share, or could you benefit by their presence? Finally, you want to consider the area more generally. A lively location can be a great tool for attracting talent and can have a huge impact on your staff’s work life balance.
6. Decide how much office space you need
Working out how much office space you need can be a particularly difficult task especially for companies experiencing rapid or hyper-growth. Considering most leases last between 3 and 10 years it may be worth hiring a workplace consultant to forecast your growth and assess how much space you’ll need in the future.
Overestimated the amount of space will impact negatively on company culture and profitability, while underestimating the amount of space needed will lead to restriction. If you know the amount of meeting rooms, the size of the open plan workspaces and the number of individual desks you’ll need, our office space calculator can help work out how many square feet of space you’ll need.
7. Choose a property agent and design and build specialist
Property agents have extensive knowledge of the rental market and will be instrumental in finding a space that meets your requirements. At this stage you’ll also need to consider which procurement method best suits your company’s needs. A traditional procurement method approaches the design, bid and build separately meaning you will need to appoint an architect to deliver the design, then invite bids from construction contractors. With design and build procurement method, the same team oversees the process from concept to completion.
8. Inform your employees
A company’s people and clients are fundamental to its success, so it makes sense to design the workplace with these two groups in mind. A workplace survey will give a clear indication of what your team wants, needs, and expects from the new space. Alongside more practical considerations, make sure to properly consider wellbeing design aspects. Find a space that allows natural light, provides your team with breakout spaces to encourage communication and introduce biophilic elements in the design to prioritise wellbeing and boost productivity levels.
9. Manage the move
There are two main aspects of managing an office relocation: the practical side and the emotional side. The practical side involves managing the transference of tech, data, addresses, contact numbers and other collateral. The emotional side is much more personal. While an office relocation is a great opportunity for innovation, some people may fear the adjustments that accompany change. Supporting your staff during this time is essential for employee morale.
10. Continue to make small improvements at regular intervals
The way we work and the way we use the workspace has evolved considerable in the last few years. Businesses should look to make small incremental changes to the business’ strategy and workplace design to ensure greater performance outcomes throughout the length of the lease.
An office relocation can be a significant undertaking, but with proper planning and executive, it can be a smooth and successful transition. By following these ten steps, you can achieve the perfect office relocation and ensure a bright future for your business.
For more information on a successful office relocation check out our guide.
