Undertaking an office move is a complex process with many moving parts. The physical relocation must be integrated into your overall budget, with costs depending on the size of your office and the number of employees.
DOWNLOAD YOUR COPY: TOP 10 TIPS TO A SUCCESSFUL RELOCATION
Understand Your Current Lease
Carefully review your lease agreement to understand your obligations to your current landlord fully. Some agreements allow tenants to leave their existing fit-out in place, while others require restoring the space to a “warm shell” by removing built structures. This requirement will significantly impact your budget and timeline. If no major modifications are required, arrange for a professional end-of-lease cleaning to be conducted after vacating.
Establish Project Objectives
Setting clear project objectives is crucial to aligning both internal and external stakeholders. These objectives act as a guiding framework throughout the relocation process, ensuring that every decision supports the desired outcomes established at the project's inception. Objectives can include fixed criteria such as budget, timelines, and both short-term and long-term business strategies. Additionally, factors like space utilisation, staff engagement, productivity, wellness, and working styles should be considered to create a workplace that enhances efficiency and employee satisfaction.
Create a Timeline
Develop a comprehensive timeline that works backwards from the intended move date. Given the complexity of an office relocation, planning should begin at least six months in advance. Assigning a dedicated relocation team will help distribute responsibilities and streamline the process. Effective planning will minimise risks, prevent operational disruptions, and allow time to coordinate any lease overlaps between the old and new spaces.
Engage a Workspace Relocation Expert
Consider hiring an office relocation specialist to assist with the move. Research multiple service providers before deciding. These experts relocate offices daily and can offer valuable insights, including a detailed checklist with associated planning timelines to ensure a smooth transition.
Preparation
Assign department relocation leads to oversee packing and labelling. Discuss dismantling requirements with your relocation provider and create an inventory of all furniture and equipment to be moved. Share a floor plan of the new space with the moving team to ensure an organised setup upon arrival.
Consider the Logistics
If your move is well-planned, employees should be able to transition directly into the new space. If this isn’t feasible, assess whether remote work is a temporary solution or if you need to budget for interim office space. Additionally, determine if storage solutions are necessary for any equipment or furniture between locations.
Communication
Clear communication is essential, both internally with staff and externally with clients and service providers. Notify clients of your address change and update relevant service providers such as internet and phone companies, financial institutions, and insurance providers. Additionally, revise internal documents, invoices, website details, and Google business listings to reflect your new address.
Installation and Set-Up
To prevent operational disruptions, coordinate early installation of internet and phone systems. Confirm with the new building manager that unloading zones, utilities, and essential services like air conditioning and power are fully operational before the move-in date.
Schedule Free Time for Employees
Ensure employees have dedicated time in their schedules to pack up their personal belongings and workstations. If the transition has been well-communicated, staff will already be engaged and excited about their new workspace.
Settling In
Have IT support available to assist with setting up computers, phones, and other essential technology to ensure business continuity from day one.
Reinforce Key Objectives Post-Move
While employees may have been involved in discussions about the key objectives and drivers for the new workspace, it’s essential to revisit these goals after the move. Ensure that teams understand the purpose of different work zones and how they can enhance productivity and collaboration. Encouraging engagement with the new workspace can help bring remote workers back to the office and create a positive work environment.
Lastly, keep communication channels open. Encourage feedback to continually refine the workspace to meet the evolving needs of your business and employees.
Talk to us about your lease expiry now and Download our Top 10 Tips for a Successful Relocation. We’re always happy to guide our clients toward the best relocation solutions.