Your company is growing out of your current office space, or perhaps you are simply planning to move to a new office building. Just like moving home, an office move can be a stressful time. There are so many things to consider and there’s always last minute hitches, not to mention trying to minimise disruption to your business.
We have created a checklist of the most important things to consider to ensure a smooth relocation of your business:
Firstly, if you are renting your current offices, the starting point is to check the terms of your existing lease. The relevant parts concern the process of serving notice to break your lease early (if appropriate) and the length of notice period required. Similarly, check the date of the lease expiry and allow sufficient time to prepare for your office move.
Our Advice: We recommend that you start preparing 12 to 18 months before your move especially for a larger firm with 50+ employees.
Research good removal companies, office design consultancies, IT specialists and solicitors. Selecting the right companies will help to ensure your move goes smoothly. Professionalism is essential and the cheapest is not always the best. It is always wise to get recommendations and references.
It’s important to plan every stage of your office move, starting with a review of the pros and cons of your current business premises. For example, consider how many conference or meeting rooms are needed. Similarly, if you need a reception area or break-out zones.
Make an inventory deciding what furniture and equipment you will take to the new premises and what new items you will need to source. Alternatively, you might decide on a complete fit out of your new offices.
Plan the layout of your office, including where each department and individual will be located. Involve and engage your employees in the discussions as much as possible and use their feedback to develop their preferred working environment. This will ensure that they are invested, enthused and engaged in the move that represents a better way of working.
Our Advice: Calculate your space requirements based on 70 to 100 sq ft per employee to ensure a comfortable working environment. If appropriate, hot desking could reduce space and costs. Our Office Space Calculator is the perfect tool to help with this.
Engage your IT team to clarify the requirements and timescales involved in getting staff up and running in your new office. It’s recommended to allow 40 sq ft for each server rack.
Notify your customers, suppliers and utility companies of your move and your new contact details.
Don’t forget to update your contact details on your website and on marketing material such as stationery.
Lastly, an office move can be expensive so it’s vital to agree a budget for the move. If you are renting, this will need to allow for current market prices (as rents are continuing to increase), in addition to service charges and business rates.
Our Advice: Average office rents in London are currently £49.50 to £60 per sq ft, depending on various factors such as location and size. Download our free Guide to Office Rents to find out more information. If you don’t want to compromise your cash flow, you may wish to consider leasing as a way to finance the fit out of your new office space.
For more information, download our free Office Relocation Checklist.
To get advice and discuss your requirements, please contact us here or on 020 3627 2557.