A Quick Guide to an Office Move

Relocating your office can help you meet financial objectives, as well as motivating and inspiring your team. An office move is a large-scale operation to which you should allocate 12 months advance planning per 10,000 sq ft. We have broken down the planning process into 6 key steps to get you started on your office relocation strategy.

1. Reasons for moving

You must define and understand the reasons you are moving in order to develop the most rewarding workplace strategy for your business. Practical reasons include a lease expiry, recent or predicted growth meaning you need to accommodate more employees, or you may need to be closer to your clients and target market. An inspirational workplace is considered integral to productivity levels, staff motivation, efficient workflows and ultimately business success; making your office move a worthy investment. If you have noticed your office is looking dated and doesn’t reflect recent innovations in your brand, an office relocation is the perfect opportunity for a change. A bespoke workplace acts as a showroom for your brand and will impress clients and investors.

2. Create a project team

A dedicated team who understand the company’s motivations for moving will be the driving force behind your relocation. Bringing together individuals from different departments will ensure all areas affected in the company are managed. A senior team member should managing the project; directing operations and communicating with the wider company.

3. Define a budget

Sticking to your budget is one of the most challenging practicalities of a large-scale operation such an office move. Draw up an outline budget for the whole project early on, and map this out alongside a timeline to compare to throughout the process. This will help you stick to budget, and be prepared for unexpected costs.

4. Workplace survey

Your workplace needs will largely depend on the sector you work in. The office environment must support your company’s day-to-day needs and workflows. Ask your employees what they need – a workplace survey provides valuable insights into how your staff work most effectively, and define the final space. All industries are embracing agile working practices; providing a varying environment for employees throughout the day.

5. Find the right office space

Your spatial needs will be defined by your business objectives and functions, your workplace study, and the optimum size to maximise performance. 150-300 square foot per person is recommended, depending on your workflows. To decide on a location, consider rental costs, ease of access for you staff, and the proximity to target markets and similar industries. A commercial property agent can advise you on finding the best space to suit your requirements and location preferences.

6. Decide procurement method

Select the right procurement method to match your company’s needs. A traditional procurement method approaches the design, bid and build separately. You will appoint an architect to deliver the design, then invite bids from and construction contractors to carry out the works. The design and build procurement method provides a complete service from concept to completion, carrying out the office design and construction under a single contract. This approach ensures efficient delivery of a high-quality space, whilst keeping costs down.

7. Managing the move

Include employees throughout the relocation, as a lack of information can result in unpleasant surprises and uncertainty.  Build excitement around the new space, and provide an orientation booklet when they move in. Communicate with clients to make them aware of any implications for them and put their minds at ease. Capitalise on the promise of innovation and enjoy the increased publicity created by the move.