How to Manage a Successful Office Relocation

An office relocation can be a time consuming and difficult process. Using this guide will help you and your company to manage a successful office relocation.

Assess your needs and current situation. You need to be clear about the purpose of your office relocation in order to define your needs and map out the appropriate office move plan. For example reasons to relocate can include a lease break, lease expiry, planned growth or downsizing.

Be clear about your requirements. A clear understanding of your basic strategic and operational requirements at the outset will make your office moving process go more smoothly and save time. You need an overall idea and consensus from the decision makers about the key drivers of the office move including:

  • Where you want to move to
  • How much space you need
  • Key features required in your new office
  • The planned business objectives the move needs to satisfy
  • Type and length of lease you want

Build the right office move project team. An office move is a major job to undertake and a collaborative effort is required for a successful outcome. Your office move project team should include people who will facilitate all aspects of the office move. A project leader must be put in charge of the new process as soon as the decision to move office has been made.

Start early. The earlier you start, the greater the chance of achieving the smooth move your company expects. You should start reviewing your options 9 – 18 months prior to your lease expiration regardless of whether you are considering renewing, renegotiation or relocation. You need to allow enough lead-time to increase the amount of leverage and competition between the various options, which can lead to savings for you.

Create a realistic budget. Creating a realistic office budget move is a critical planning tool which will help you access your costs and manage them throughout the process.

Engage the right office move professionals. Working with the right professional team is incredibly important for any company thinking of moving office. They will guide you through the process, save you money in the long run and make sure you don’t make any critical mistakes.

Get legal advice before signing any lease documents. Your property solicitor will negotiate the detail of the lease documentation to minimise your exposure to possible liabilities. They will also advise you on the implications of the detailed terms in the final documents to ensure you are aware of your ongoing responsibilities.

Communication. Change can be unsettling for staff, so communication is key to ensure a smooth move experience. At the same time as the office move process, your company has to continue to run its business and focus on its existing workloads and commitments. Moving office is a great opportunity to affect positive change management, improvement in business performance and increased morale and momentum. The lines of communication, both internally and externally, your office move will have a much greater chance of success.

Take advantage of the opportunity. Clear out old files and purge all storage areas of items which are no longer needed prior to moving. Secure storage or archiving of documentation is a flexible, safe and cost-effective solution to free up valuable and more costly office space.