Preparation Phase: The First 7 Steps of an Office Relocation
As your workforce evolves, so do your office requirements. When your current office space no longer meets the needs of your employees, an office relocation can be necessary for the growth of your organisation. If you find yourself tasked with orchestrating this relocation, knowing where to start is often half the battle. We’ve outlined a simple 7-step preparation plan to implement before the physical office move, ensuring a smooth transition for all involved.
Understand Your Existing Lease Agreement:
- It’s tempting to jump straight in and find your dream office, however, it’s important to thoroughly review your current lease agreement before making any relocation plans. Understanding the terms of your current agreement – including your lease length, notice period, and early termination clause – provides a clear understanding of your constraints and options moving forward.
Allocate a ‘Moving Team’:
- Assemble a dedicated team responsible for the relocation. This moving team will likely include HR personnel, the office manager, the facilities manager, a member of the leadership team, a member of the finance team and the IT manager. Assign clear responsibilities to each team member to ensure effective coordination throughout the process.
Establish the Relocation Requirements:
- Before baking the cake, you need to know the ingredients. This will involve input from key stakeholders within your organisation to determine the specific requirements for the new office space. Factors to consider will include square footage, layout, amenities, accessibility, and tube access. Understanding these needs will guide your search for a suitable location.
Set a Budget:
- With the help of key stakeholders and the internal finance team, determine the financial resources available for the relocation. This should include the costs associated with leasing or purchasing a new space, moving expenses and fit-out costs. Setting a realistic budget will manage internal expectations and alleviate unexpected surprises further along in the relocation process.
Set a Timeline:
- Develop a detailed timeline for the relocation. Consider your existing lease agreement and a realistic renovation timeline. A well-planned timeline will help keep the project motoring with minimal disruption.
Source a Location:
- Begin the search for a new office location that meets the established requirements and aligns with your budget. Continually gather input from key stakeholders as you undertake this process to avoid making any ill-informed decisions.
Source a Fit-Out Specialist:
- Once a new location has been secured, source a fit-out specialist to customise the space to meet your organisation’s needs and aesthetic preferences. Work closely with the specialist to develop a comprehensive plan for the layout, design, and furnishings of the new office, keeping functionality, branding, and employee well-being in mind.
Before the physical office relocation, it’s important to pay proper attention to the planning phase. The seven steps above should take place before you have left your existing office to ensure the disruption is minimal and the space is prepared for your arrival.
