Managing an office relocation is no easy feat for any business. The move can be stressful, time consuming and requires proper planning, collaboration and communication in order to run successfully. In this guide we will discuss how to manage an office relocation to ensure that your move is successful and meets the future requirements of your business.
A successful relocation requires a collaborative effort from members of the business in all departments. Create a project team for the office relocation that will bring together different areas of expertise but also those that will have unique requirements, we would recommend including members such as: IT, Finance, Admin, Marketing, Managing Director, Finance Director and Facilities Director.
It won’t always be feasible to include members from all departments but try to get as broader scope of roles so that key requirements and objectives aren’t missed.
However, there should always be a project lead on an office relocation project, someone who can act as a facilitator of action within the group, collate all project information and detail as well as be the point of contact for external partners and internal team members.
Achieving success from your project is determined from the beginning at the planning phase and key to this is establishing why you are moving and what the requirements and objectives of the move are. We recommend starting a project at least a year before your current lease ends. Considering the following elements will help you with the process:
How many people does the property need to accommodate?
What is the usage requirements for offices, meeting rooms, toilets, kitchens, collaborative areas?
What features does the property need to fulfil?
Is the property sustainable?
Do we need new furniture?
Is the new premises located near to major transportation links?
Is the office suitable for current staff commuting?
Is there appropriate parking available?
Can clients visit and be visited easily?
Are there any local amenities for staff?
Can the new office space cater for the projected growth of the business?
How does the office need to facilitate the work of each department?
How long does the lease need to be?
What is the proposed move in date?
An office relocation is a substantial investment for any business, so it is of critical importance to know what the allocated budget of a project will be and how that correlates with the quotes given to meet your needs established in step 2 to check feasibility.
This can be a time-intensive activity but we would recommend getting quotations for all individual aspects of the project.
Selecting the right partner to design and fit out your new office space will make the difference when it comes to the ease as which it is to manage your office relocation project. As this is where a larger proportion of your investment will be allocated you should look to get a fit out partner who can deliver a turn-key service.
Work with a team who can provide the following to ensure that you aren’t juggling too many external teams:
Once the project is underway regular communicating progress is essential. Ensure that all project stakeholders are aware of how the relocation is progressing at regular intervals, making them aware of any potential roadblocks. This includes staff, it is a legal requirement under the Information & Consultation of Employees Regulations 2004 that any changes directly affecting staff must be communicated with them.
We recommend getting a staff spokesperson to be a member of the project team who can communicate their feelings and ideas to the project. In the long run this will make them feel more valued and will lead to better results when influencing productivity and employee happiness.
When it comes to the big move there are few areas that need to be addressed. One of the key areas is security, you need to make sure that your new premises is properly secure when moving your equipment and furniture. Other areas including ensuring the removals company are properly notified, arrangements for the disposal of waste and old equipment, ensure staff know what the process is for moving to the new premises.
If you need any help along the way with your Office Relocation, contact Building Interiors.