In order to set yourself up for the most successful office move, you must start by understanding your core purpose. Moving office provides companies the opportunity to rethink their business, restructure their workforce, and economise their office space.
Ask yourself; Why you are moving? What works well in your current office that you will replicate in your new premises? What doesn’t work well in your current office that you would like to improve by moving? What are your long term goals? Will your business expand in the next 2-5 years?
By understanding your needs, you can set out to achieve the best end result and plan your project accordingly.
If you think you need a bigger office, then you might be setting yourself up for an unnecessary rise in cost. Are you utilising your current workspace effectively? With some clever thinking and moving of furniture, you may find that your current office fits in more then you realised. Be sure to capitalise on all of the space in your current office before deciding how big your new office needs to be.
Once you have analysed your existing workspace, it’s time to work out how big your new office should be. There are some simple guides that you can use to calculate an approximate square footage
We all hate it, but it’s time to declutter! Throw out everything that is currently taking up unnecessary space and costing you money before deciding how much storage you really need. Storage space is important to keeping a clean and productive office space but it also takes up valuable room.
Where do your current workforce travel from? Do you provide a canteen for your staff or will they need access to nearby shops and restaurants? We recommend surveying your workforce to gain insight in to their needs before committing to a new location.
This one is self-explanatory, but bear-in-mind that the perfect office might not be there straight away. Be patient when searching and instruct a commercial property agent if need be.
So you’ve found what looks like the right office, but does it work for your needs? Conduct a test fit space plan with your design brief to ensure that the space works for your business. An office design and build company will do this for free – we recommend taking advantage of their services even if you do not intend on outsourcing your project.
Okay the space works for your business, but is the building right for you? What condition are the floors, the ceilings, the air conditioning, the lift?? What about the electrics? Remember that the agent wants to sell the property so be sure to be vigilant when inspecting the building.
This is obvious, so why do we put it down as a major milestone? Engaging with the landlord, although easily done, can take a long time. It’s important that you allow yourself enough time for the legalities to be dealt with and the contracts to be signed, otherwise this can cause a severe delay in moving office. That being said, you can continue with the rest of your planning while this goes on in the background.
Although you may have given this some thought at the beginning of this whole process, now that you’ve found your space it’s time to define exactly what it is you require from the design. How many meeting rooms do you need? How many office cubicles and desks will there be? Do you need a reception area or a waiting room? What about a break out area? How sophisticated does your comms room need to be? Ensure that you have thought of everything to avoid delays or even worse, going without! After all, this is your new office so you should have everything you want and need.
Now that you have a full and detailed design brief, it’s time to finalise your space plan. We highly recommend hiring a professional to help with this as they will often maximise the space to its full potential in ways you wouldn’t have thought of. An office design and build company offer this service for free. Get an introduction.
Depending on the size of your project, it could be wise to create 3D visuals with a professional designer. Bringing your office to life before you start work can inspire some minor (or major) changes to ensure that you are satisfied with the office before it’s built. An office design and build company can also offer this service for free. Get an introduction.
If you intend on managing this project internally, it’s time to get quotes and set a proper budget. Until now, it’s unlikely that you will have had any realistic idea of what the project might cost and it’s about time you found out. You will need to source quotes from companies that can do the following;
Once you have sourced all of your quotes and set your budget, it’s time to fulfil the job. In order to do so you will need the following;
Once you have organised all of the above, it’s time to start your project. The time it takes to complete the work will depend on the size of the new office space. We estimate the following;
0-5,000 SQ FT
5,000-10,000 SQ FT
10,000-20,000 SQ FT
20,000 SQ FT +
We hope that you have found the information supplied useful. We understand that moving office can be stressful as there is so much to manage. Contacting a commercial agent and/or an office design and build company can significantly reduce that stress. Not only that, but outsourcing can be 15% cheaper and 40% faster.