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.