Assess Your Current Office Situtation

Step 1 in the 4 Steps to Successfully Relocate your Office

By MADISON RIDLEY

Step 1 of 4: Assess Your Current Office Situation

12+ months from desire move date

 

 

Deciding to move your business is not easy feat. And in this post-COVID environment, there are many reasons why companies may need or want to relocate. But before jumping in headfirst, let’s take a look at some things to consider. There are 5 main factors to weigh before relocating your business to a new office: Location, Budget, Office Design, Communication and Planning.

 

LOCATION

 

The first question you should ask yourself, is “WHY”? Why do you want to relocate? Is it financially-driven, lease-renewal, COVID-19 protocol, location? Once the “Why” is determined, you can start to work through each Phase efficiently and effectively.

Here are some top reasons to relocate your office:

  • Need better office space to accommodate needs like the type of work done or even the evolving uses of technology.
  • Moving to a location that best serves your employees, clients, customers, partners and other colleagues.
  • More cost-effective operations with lower rent, smaller square footage or less employees.
  • Any other business priority. Whatever the reason may be, it is important is supports your overall business strategy.

Now that you have determined WHY you need to relocate your office, let’s discuss some other critical factors. Before choosing to relocate, it is best to consider these factors that will help you make the most informed decision.

BUDGET

 

Most of the cost for your office move will take place outside of the actual move, which is why it important to create a projected moving budget so you can make the best decisions during the other phases. Planning for the costs from the start, and setting a clear budget based on sound estimates, is essential.

Things to consider in your budget planning:

  • If you’re moving to a new site, what’s the cost of rent? Are there any costs associated with leaving your current premises?
  • FoneLogix Pro Tip: What services will you need to cancel, transfer or set up? This includes things like Wi-Fi, networks, and power.
  • Will there be a fit-out cost when you arrive? More on that later…
  • Are there any limits that might affect the cost? Limited resources like time and access to your building can have a big impact.
  • What kind of office relocation services do you need? Maybe you need some desks shifted to another floor. Or perhaps you’re taking your office all the way to a new city. Investigate which services companies can offer, and how much it will cost.
  • Does your company or business unit have any specialist equipment that need careful handling? This could be anything from art to oversized furniture to chemicals.
  • Do you have budget up your sleeve for managing unexpected events? If you know potential risks and mitigation costs, you can plan your budget effectively.
  • What’s the cost of a project manager? And who else needs to be involved? The logistics of larger moves can get very complex, so in that case proper project management will be key. It’ll help you stick to budget too.

It would be a good idea to have a budget/financial representative overseeing the budget only. This person should be a trusted resource to your company (internal or external) that will act as an advisor during any important decision-making opportunities.

The first question you should ask yourself, is WHY? Why do you want to relocate your business?

OFFICE SPACE & DESIGN 

 

Moving to a new office space gives you the opportunity to create a fully functioning space for your colleagues and business. It’s the chance to create operational, financial and even product efficiencies.

 

Items to consider when designing your new office space:

  • Designing your office space
  • What are your priorities? These could include maximising space, working within budget constraints, and developing special facilities (we don’t mean the pool).
  • What work do your employees need to be able to do? How can you arrange the space to make it as easy and comfortable for them to do that? Think practical things: lighting, meeting spaces, location of furniture, facilities.
  • What kind of workplace culture do you want to foster? The way a space is designed goes a long way to building a strong work culture. It also links closely with the above point.
  • What furniture do you need? You’ll likely be able to use much of your existing furniture, which an office relocation company can help with. But, budget permitting, you might also like to buy new furniture that’s more fit for purpose.
  • How much work is involved with setting up your office? Delegating the task to specialists can save time and, ultimately, money. If you’re using a relocation company to move your office, they may provide these services themselves or recommend a good local service.

As a business owner, you know that making sound financial decisions are critical to the success of your business. While considering an office relocation, it will be important to consider the opportunity for employee engagement. The true success to a business is the state of the colleagues. Be sure to consider this factor during the design phase of your decision.

COMMUNICATION 

 

Communication breeds trust; just like the lack of communication can hurt a relationship. So, as soon as you make the decision to move forward with an office relocation, start creating a communication strategy.

 

Think: Who, What, When, Where and How?

 

Who you’ll need to tell

 

Staff are the first people who should be on your mind. They’re the core of your company, and they’re the ones who’ll be the most affected. If you’re moving one unit of your business, you’ll need to let the people moving know first.

 

Change can be a challenge. It always creates some uncertainty. Office moves can be one of the biggest points of anxiety at work. No matter how big or small, it’s a disruption to daily routines and causes some disruption to their jobs.

 

Good communication goes two ways. Have a clear explanation for the move and its benefits, as well as a timeframe. But you also need to acknowledge the difficulties. An open dialogue will allow staff to voice their concerns and get involved. Provide opportunities for feedback and input, and keep them updated on progress. Many staff may come up with issues – and solutions – you hadn’t thought of. The sooner you let your staff know and get involved, the better.

 

Customers and clients will likely need to know about your move. What will the impact be on how they can reach your company and use your services?

 

The significance of the move to your customers will determine how much you need to tell them. It’s always a good idea to have a simple explanation for why you’re moving. Focus on any benefits that it will bring to your customers – even if that’s just a more efficient service.

 

Let your partners and external stakeholders know. Again, provide a reason for the move and make it simple, and positive. Let everyone know in good time.

 

In some cases your move may be driven partly by stakeholders. Provide them with opportunities for feedback, especially if it’s going to impact how they might work with you.

 

Tips to communicate effectively

  • Put a notice in any e-newsletters, and consider an email or social media campaign
  • Fliers and change of address cards with customer receipts, invoices, or any mailouts
  • Put a notification on your website in a prominent place
  • Create a survey for people to provide feedback
  • Make use of the staff intranet or newsletter
  • Update the address on your website, online listings, stationery, and email signatures

PLANNING YOUR MOVE

 

Planning your move is the key message once you’ve decided to relocate. In the next 3 steps to Successfully Relocate Your Office, we will walk you through tips to support you up until your moving day.

 

Here are a few tips to get you started:

  • Run your move as an office project with efficient project management processes
  • Be realistic about timing and budget
  • Communicate every step with the appropriate personnel
  • Do your homework!

Think outside the box and reach for the cloud.

Want to learn how FoneLogix can create a custom solution for you? Get a quote below.

FoneLogix® combines next-generation cloud infrastructure with powerful VoIP phone systems to deliver unparalleled communications solutions to small and mid-size businesses nationwide.

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