Moving office? Where to start.

The logistics can be complex, so you need a structured approach with a detailed plan to ensure the project is delivered on budget and to the timeline required.

1. Timeline

Agree on a timeline for the project and decide on the budget spend you are prepared to invest. At the earliest opportunity discuss your project with a relocation company to ensure the timeline and budget is feasible. A quality professional relocation company should add value by advising on cost efficiencies, timelines and move strategy. The move plan should not affect your daily day to day business activities to ensure minimum disruption to your business.

Relocation budgets can easily blow out so it is important to set a budget early on and stick to it. A poorly organised relocation can also end up costing more that the budget allowed. A reputable relocation partner will assist with budgetary quotes.

2. Extraordinary Costs.

Office fit out, new furniture, temporary storage, lease dilapidations, insurance premiums, IT/cabling services, asset disposals, furniture installations, security arrangements, are all elements that you need to consider in the budgetary relocation.

3. Final Budget

Allow an additional budget amount for unforeseen issues. Generally a 15-20% allowance should be allowed for these events.

4. Move responsibility

Delegate responsibly for the relocation to a reliable member of your management team., who can be the point of contact for internal staff and external contractors. Check the holiday roster to ensure no key employees are away during the relocation project.

5. Communication

This is a key element to the success of the project. Ensure all staff and departments are fully briefed so they are aware of the timelines and their individual responsibilities. Newsletters are a good way to communicate to larger businesses to ensure a consistent message is relayed. The theme should be positive, with the features and benefits of the new location highlighted to staff. Encourage feedback and allo clear communication lines so all staff can ask questions regarding the move.

6. External communication to clients and suppliers.

It is vital that you keep your customers and suppliers informed of this upcoming relocation to ensure sales or you supply chain is not disrupted.

7. Space Planning

Discuss the project with a specialist fit-out company. This will ensure the optimum configuration will be achieved for your office layout and the type of furniture that works with your brand or space available. Ensure you have sufficient meeting rooms and room for future expansion.

8. IT relocation.

This can be a complex part of the move but handled correctly, the decommissioning and packing, along with actual relocation and recommissioning should be problem free. You may also want to consider a full audit of all equipment at this time. Server relocation should be focussed on as a separate project given the critical nature of information and business integration.