The Process
The thought of moving a business can be very daunting, especially if it is something that you have never done before. By viewing the project as a series of stages it becomes a less formidable task and allows it to be managed more easily. Below are some key steps that are likely to take place throughout an office relocation. Based on our years of experience we have put together some key points to be aware of at each stage, for your assistance.
Why?
Relocating your office is a decision that should not be taken lightly, so now is really the time to ask the fundamental question ‘why are we relocating?’. This should help you identify what you want to achieve out of the relocation - be it increased or decreased space, improved location, lower lease costs, etc. This should help you to create a list of essential requirements that need to be met to for your move to be considered a success. It may sound obvious, but it is easy to lose that focus when you are dealing with all the pressures that arise throughout the journey. Establishing this detailed list of requirements will empower you to focus on your real objectives and begin to refine your options. This will in turn assist your agent or broker in more quickly and effectively finding something that suits your needs.
Your Internal Strategy / Communications
You can never start planning too early! There is a lot to work through, and even if you do not have a concrete plan in place, having an outline idea of what you are going to do is a good start. Part of good management is communication. There is a balance to be struck… Too much communication too early in the process can diminish your negotiation power and spread rumours amongst your staff and wider afield. But a lack of communication can result in distrust and a reluctance to make it work. Frequent and clear communication at appropriate times is vital to ensure that all stakeholders buy in to the relocation. Staff need to be informed of the company's decision as soon as feasibly possible, to prevent unnecessary rumours that can damage relationships and productivity. If the relocation involves changes to employees’ home circumstances, there needs to be a clear demonstration of how you are going to help them. At the end of the day the staff are your most important asset, and retaining experienced staff during your relocation will be key to your future success.
Appointing an Estate Agent
Finding a building is probably foremost on your mind when the question of relocating comes up. There are a number of approaches to finding another office. The most common route is to appoint an estate agent to work on your behalf. As experts in their field, they typically have access to a wide property portfolio and often have relationships with managing agents and landlords that you as a business may struggle to build on your own.
Choosing a Building
If you have done your homework you will be armed with a detailed list of requirements that your new location has to tick for you to consider your move successful. This will help immensely to narrow down the search, and it will also support your agent in a much more focused search. However, when you are narrowing the search down to two or three options, you need to look at the details that may seem small now but could be key later. Take your time to compile a summary of advantages and disadvantages for each building; you need to be looking at factors such as transport links for staff, accessibility to shops and restaurants for staff free time, costs of altering the layout to suit your needs, running costs, and size relative to your future needs. Customers also need to be considered - does your new location reflect your business brand identity? Does it make your company more accessible to your customers? At this stage, when you have identified a location that you think may be suitable, it may be a good idea to enlist the interest of a design and build company to provide estimates for the works needed to alter the space to suit you. They will also be able to produce floorplans to ensure you have adequate space for now and the future. This info will play a key part in your final decision.
Legals
When you have finally decided on a building, you need to appoint a solicitor or lawyer to manage the legal proceedings involved. It is essential you choose one that is experienced in commercial buildings and the related procedures. Be aware that arranging a lease agreement typically takes a lot longer than expected, so make sure you start the process with plenty of time or negotiate a lease extension with your current landlord in case it is needed. It is best not to make arrangements for moving etc until the lease agreement has been signed. Another legal procedure to bear in mind is the Licence to Alter, which is frequently required for those leasing space that needs altering to accommodate their requirements. Detailed plans and scope of works need to submitted to the Landlord and approval must be gained before works can be carried out. As this Licence is generally required as part of the lease agreement, this often proves to be a critical path item with some landlords, another factor to bear in mind with your prospective timeline.
Designing Your Space
Design bridges the gap between the vision and the reality of your new space. Managed effectively and professionally, it can pave the way to a pleasing and practical workspace – working within the limitations of the building but maximising the opportunities for your organisation. A thorough design process can also provide far better control over costs, reducing the risk of them spiralling upwards during the construction phase. There are many aspects of design to consider and co-ordinate…
Fitting Out / Refurbishing
Fit Out is a term generally used to describe the process of making interior spaces of a building suitable for occupation. It is more often used in relation to commercial buildings where the base construction is completed by the developer or landlord and the final ‘Fit Out’ carried out for the occupier or tenant to suit their requirements.
Physical Relocation
Hopefully by now you have decided on a building that meets all your requirements, the staff are all aware and enthused about relocating, any alterations that needed to be made have been completed and the moving date is looming. Often if you work with an established fit-out contractor they or their recommended furniture supplier can also help with the relocation. This is definitely the best way forward, they have the experience and will have the time to spend on organising everything from labour to van hire, whereas if left to you with everything else to do something critical is likely to be missed off.
After the Move
When your move has been completed it is worth taking a moment to reflect on the process and make a note of any key lessons learnt from the process. After working in the new space for a little time (six months or so) you will be able ot assess the suitability of the office and how your working practices have changed since the move. At this stage you can then make any minor building or furniture changes that may be necccessary to facilitate your expanding operation. Maintaining a relationship with the company that carried out the fit-out is good practice as they have in-depth knowledge as to your space and can therefore be on hand should the need for any changes occur.
