Top 10 Office Moving Tips for a Successful Office Relocation
If your company is planning an office relocation, follow these top 10 office moving tips for a successful office move.
1. Work with a pro.
Always engage a commercial real estate broker to represent you in your search for office space and to help you manage the entire office relocation. Enlisting the services of the right commercial real estate professional can save time and money throughout and even long after the office relocation process. A broker can provide invaluable information about the local market and help negotiate the most favorable lease terms. Seasoned real estate professionals will also be aware of opportunities not advertised to the public.
2. Give it time.
Most businesses spend six months to a year to find the right location, negotiate the lease terms, set up the office relocation logistics, and get moved in.
3. Establish a moving committee and panel of experts.
Form a team of employees at the outset to coordinate the office relocation process and help keep track of all the details.
Establishing an advisory team of external consultants and specialists is a critical step. They’ll help you find the right location at the best terms and ensure that your new office space is well-designed and appropriate for your business. Your advisory team could include a commercial real estate broker, a real estate attorney, an architect or office space planner, a furniture consultant, and an IT/communications consultant.
4. Determine your specific needs.
With the help of your advisory team, define the requirements for your ideal office space, from the amount of space you need, to the type of building that would be the best fit, to the preferred location.
5. Identify potential properties.
Have your commercial real estate broker prepare a detailed list of available office properties that fit your needs profile, including a photo of each building, the size and cost of each available space, and a map with directions to each location.
6. Take a property tour.
Your real estate broker will schedule a tour and guide you through visits to each property on your list. Compare notes and determine which three or four locations are the most promising.
7. Conduct a competitive leasing analysis.
Once you’ve got that short list of prospective properties, your commercial real estate broker will provide an analysis of the economics of each space and coordinate any preliminary space planning needed, helping you assess how the various potential layouts will suit your business needs. Your broker will also prepare written proposals for each landlord, addressing issues such as rental rate, lease term, building expenses, renewal and expansion options, signage availability, and parking.
8. Select your new building or space.
Your broker will compile landlord responses into a spreadsheet giving a side-by-side comparison of each of the properties to help you make the most informed decision about which space is the best fit for your business.
9. Negotiate the lease terms.
Next, your new landlord will issue a lease agreement, which must be reviewed by the principal(s) from your company, your real estate broker, and an attorney to ensure that all terms are understood and agreed upon.
10. Plan, manage and execute your physical move to the new location.
Finally, coordinate all the details involved with moving your office space from one location to another.
- Create a moving plan, interview moving companies and select a moving vendor
- Evaluate your telecommunications and IT needs, develop your network infrastructure for the new space
- Determine office equipment and furniture needs — can you move existing equipment and furnishings, or will you need to purchase new items?
- Design/remodel your new space for maximum efficiency and productivity
- Notify utility providers, customers and vendors of your new location
- Pack efficiently using quality moving supplies
- Get up an running in your new space quickly with minimum loss of productivity
The decisions about whether, when, where and how to move your office have far-reaching consequences that impact every aspect of doing business, from customer relationships to day-to-day operations to profitability. Considering all the variables, it makes a lot of sense to get professional support and follow a clear plan that helps you make the right move and make the move right.