Top tips when moving offices
Moving offices can represent a vitally important step forward for any business and it can open up opportunities for the future that otherwise might never have been accessible. On the other hand, it can also be a challenging process and it is certainly one which should not be underestimated, particularly if you are involved at a leadership level in overseeing an office relocation.
What follows are some top tips well worth having in mind, regardless of the size of your organisation, if you are working towards an office space move.
1 – Be as ready as possible
A successful office move relies fundamentally on diligent planning and on a commitment to being as ready as possible to transition from one office to another. It is very important not to assume that your plans can be made quickly or that your transition can be carried out easily.
There are generally a broad range of factors to consider with regard to both the office space you’re leaving and the one you intend to move into. It is only by being fully prepared that you will be able to avoid the pitfalls involved and deal confidently with any problems that do arise as your relocation process unfolds.
If you are concerned about the legal details involved then seeking advice from property solicitors is highly recommended.
2 – Plan well in advance
The nature of office rental contracts are such that there will usually be an obvious juncture at which your office move might best be undertaken. As a rule of thumb, you should start planning for your office move somewhere between 9 months and 18 months in advance of your current tenancy ending. Planning ahead not only gives you more time to prepare for an office move but it also means that you won’t need to rush your search for a new office and you can negotiate terms without the pressure of needing to relocate on an urgent footing.
3 – Know your budget
It will always be difficult and very often impossible to have a precise number to hand when it comes to planning your office move budget but that doesn’t mean you shouldn’t be working with financial figures in mind that offer a realistic reflection of where you’re at.
Your budget is only likely to be an educated guess and your office move may end up costing you less or more than you’d anticipated but it is very important still to have those estimates available to guide your decision making at various stage of the relocation process.
A key element of the budgeting process is seeking out multiple quotes from competing service providers who you may be able to enlist to help you make your move. It is important to get the best possible deal and to negotiate hard so you can maximise your budget throughout.
4 – Get a great team together
Office relocations are always collaborative efforts and assembling a team whose members can work together effectively on the basis good communications can make a huge difference for the better.
Therefore, appointing the right people from within your company to lead specific aspects of the moving process and delegating roles to individuals who are well placed to fulfil them is very often essential to the smooth running of an office space switch.
Working with experienced professionals from outside your company can also help you get your office move right but third-party support cannot make up for a lack of internal leadership and appropriate delegation.
5 – Know what you need
Prior to moving offices you may have only a vague idea of what you want your next office to look like and how you expect it to function in the future. Before the moving process becomes a reality though you’ll need to bring these ideas into sharper focus and equip yourself with a greater degree of clarity about what your fundamental office space needs really are.
Key considerations should include:
- The location of your ideal office
- Your timescale
- The type of office lease you need
- Your current and expected employee numbers
- How long you anticipate being in your new offices
6 – Get everyone on board
Although there can be challenges involved along the way, an office relocation can be an extremely positive move for a business and for the members of its workforce. With that in mind it’s important for company bosses in particular to communicate details of the transition process in ways that project a sense of positivity.
If you as a leadership figure aren’t positive about the prospect of moving offices then it will be much more difficult for the members of your team to be enthusiastic about the switch. On the other hand, if you can successfully get everyone on board and create a sense of optimism about your office switch then it can go a long way towards making it as painless and as successful as possible.
7 – Expect the unexpected
As we’ve already referenced, thorough preparation is essential to making an office move a success but even with perfect preparations it is impossible to anticipate absolutely every challenge that might come your way in these contexts. So it is a sensible approach to effectively expect the unexpected and to be prepared for anything to come along and potentially hinder your office moving efforts at certain times.