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Think you have found the perfect venue for your new office? Great! Here is a step-by-step office move guide to help you on your office relocation journey.
What is the key to a successful office move? Preparation, preparation, preparation.
Once you have chosen your new office space, it can be 6 – 9 months to effectively plan and implement a full move from researching what you need to getting your staff in and settled, so you want to make sure you get the relocation process right.
Understanding The Needs of Your Business
There are a few things you need to consider before putting that deposit down and creating your office relocation project plan. You need to know what you’re looking for in your new space and fully understand your reasons for moving away from your existing offices. Think about the following:
Why are you moving? Is your space too big? Too small?
How many people do you need to fit into you new office? Include any business growth
What do you need your new office to provide? Consider a better location, additional facilities, collaboration areas, conference rooms etc.
Set a Budget
Once you know what you need, start to set a realistic budget. Make sure you create a list and include everything you can think of. That way you don’t get caught out by any surprise costs.
Things to consider include:
Contract break fees for your existing offices
Deposit and dilapidation fees
Rent for your future office
Security costs
Contractor costs
Office Design and Fit Out Contractors
Insurances
Removal / relocation contractors
Storage fees
Service charges
Post redirection
Consult a Design and Fit Out Company
Reaching out to a design and fit out company (that's us by the way) early in the process helps you obtain critical information, including knowing a realistic budget. You need to know early on whether the space you like is suitable for what you need.
Having worked with a wide variety of customers, APSS has case studies to help inspire your new office design. The comprehensive turnkey service includes design, fit-out, project management, and ongoing support. It means you only have to work with one company to complete your project. The alternative could mean you are trying to negotiate with different contractors at the same time, which can become very stressful.
Create Your Checklist
A checklist is the best way to know where you are in the planning and implementation of the whole project. With so many things to do, it is a great way to keep on top of everything. Some things you might want to include are:
Appoint an internal Project / Office Move Manager.
Consult with an office design and fit out company to effectively space plan and create an efficient workplace. Consider functionality, the external shell of the building, M&E installation, storage solutions, available floor space, your company’s branding, meeting and conference space, private offices and office furniture.
Create a realistic timeline starting from when you have found your new office to your move-in day (APSS can help with this).
Confirm when you can gain access to the new office to make the necessary adjustments.
Approve new office designs from your office design and fit out contractor.
Get a confirmed move-in date.
Book removals and get moving insurance.
Give notice to your current landlord and confirm what dilapidation works you need to carry out on the existing offices (APSS can help you with this too).
Give notice to your current services (Gardeners, Cleaners etc).
Ensure your client lists are up to date in advance of customer communications about the move.
Tell your customers in plenty of time so they know where to find you.
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For more information on A Step-By-Step Guide to Moving To A New Office Location talk to Apss