Office Move Checklist

Transcription

1 Office Move Checklist

2 P a g e 1 Your Office Move: Whether you re experiencing an internal move or moving to new location, for many, it s a daunting experience. They say that an office move is often one of the biggest changes a business will endure so no pressure! This checklist includes a simple break down of everything you need to consider from 12 months prior to your move, right up to the big move-in day. We believe that your move should be an exciting venture, so have broken down the steps you need to take. * * * * * * * Table of Contents The first BIG steps... 2 Create an office move TEAM... 2 Setting the BUDGET... 3 Deciding on a LOCATION & PREMISES... 4 Engaging with LANDLORDS... 5 OFFICE FIT-OUT & DESIGN Company... 5 IT and TELECOMS... 5 Office FURNITURE... 6 ADDITIONAL items to consider:... 7 Require any more ADVICE?... 7

3 P a g e 2 The first BIG steps First things first get organised. There are a few things that need to be discussed and agreed before you dive too deep into the move. Here s a list of all the nitty-gritty items that will need immediate attention: Time frame: Target dates should be set for key events/tasks deciding on location, finding a new premises, move start date, move-in date. These should be reviewed as required. Current Premises: To avoid any financial penalties, exiting your current premises should be done in accordance with the terms of your lease. You should consider the lease end date, notice period, form of notice and any possible dilapidation works. Stakeholders Engagement: No one should be kept in the dark during the move it s important that all parties are updated with any changes that may affect them. Ensure that you contact the staff, unions, board members and parent company. Create an office move TEAM Creating an office move team will not only share the responsibilities, but is also a great way to get employees involved in the move. Appoint a Project Leader that has authority to make decisions. The project leader is to coordinate all phases of the office move from management, delegating the team with roles and assigning responsibilities. Ideally, the team should include a representative from each department. Step by step: Appoint a Project Leader Select a representative from each department Assign each team member with a clear role Distribute responsibilities Set up regular planning meetings Tip: Ensure that the project leader has enough time to dedicate to the project a successful office move requires your full attention.

4 P a g e 3 Setting the BUDGET Investing in a relocation project is a major financial step for any business and there are a lot of things for you to consider. Follow these things to consider and hint and tips lists below to make your budget accurate, realistic and manageable. THINGS TO CONSIDER: The rental deposit of the new premises. Dilapidation and repair costs of existing office Legal requirements: Planning permission Environmental regulations Safe disposal of all old equipment / furniture / general site rubble Ongoing occupancy costs: Rent Insurance Maintenance Service charges Water Energy Business rates IT and Telecom systems cabling / installation / purchase of new equipment. Office space planning, design and fit-out costs. General electrical and plumbing works. Air Conditioning system is it up to regulations? New furniture. Additional storage solutions during the move. HR: Recruitment / possible redundancy / relocation. Marketing collateral (change of address) Post / Mail redirection

5 P a g e 4 HINTS & TIPS: Contact all suppliers for detailed cost estimates shop around too. Cost estimates are usually free, so it s a good idea to compare a few quotes so your budget goes that little bit further. Don t forget your current premises will you have any dilapidation costs? Are there any repairs to be made? Be practical. Decide on the furniture you will take with you to your new premises. You might want new desks, chairs, storage solutions etc - but think whether or not they re actually needed. Deciding on a LOCATION & PREMISES Once you ve set the budget, the excitement can really kick in. It s up to you if you want to find your own premises or receive some guidance from an office move professional - just remember that the premises and location come hand in hand. A perfect office is no good if the location isn t right nor is settling for a semifunctional office in the perfect location. Create a hierarchy list that highlights your needs for both the location and office and stick with it. Our list below outlines some of the main factors you will need to consider: LOCATION: Accessible transportation links: Close to major roads / motorways Airport nearby Public transport Is it within a practical commute for existing employees Close to clients / suppliers Easy parking Security PREMISES: Size of office needed Keep in mind the possibilities of future expansion take each department into account, and estimate their growth rate.

6 Continued P a g e 5 Think of all aspects Kitchen / Tea Points, Board Room / Meeting Rooms, Workstations, Comms Room, Toilet / Shower Room, Reception Area The length and type of lease you ll require Networking infrastructure Type of building wanted Keep in mind the Office Move timescale the amount of works required will have a prominent effect on the timing of the project. Layout think of your budget! Is there a lot of partitioning works required? Tip: It s a good idea to assess your current layout arrangement at this point you may want to rearrange which department goes where. A successful office layout can boost efficiency and staff moral. Engaging with LANDLORDS It is important to remember that any changes to the rented office space must be approved by the landlord. Talking to them early in the project will ensure that they are fully aware of any changes or work you may be doing At this stage, it s a good idea to review the dilapidation clauses in your contract. Major infrastructure works may incur large costs at the end of the lease. You may want to talk to your landlord about possible contributions to the changes your planning. Some changes are viewed favourably by landlords remember that they view your office as an investment. IT and TELECOMS You need to make a thorough survey to identify all your requirements for the new premises. If your budget is tight, think carefully about the current IT and Telecoms in your office. Decide what you will take with you and what you need to replace. Here are some key things for you to consider: Telephones Printers Computers Fax Machines Photocopiers Scanners Layout of above

7 Tip: P a g e 6 When moving day arrives, ensure that you have organised a safe and practical solution for the moving of all IT and Telecoms equipment. A quick transfer will minimise the loss of connectivity for your business during the move. OFFICE FIT-OUT & DESIGN Company A lot of the stress involved with an office move can be lifted when you engage with a good Office Fit-Out Company. Here at Crown Interiors, we offer a complete turnkey solution, helping you to manage and keep costs down. We have listed all the key features that you should be seeking: Assist in finding a new premises Survey of your new building Space planning & design Planning permission arrangements Supply full cost estimates Provide visuals and detailed layout drawings Electrical services Air conditioning, heating and ventilation Structure works partitioning etc Interior design Furnishing Exterior design signage etc Tip: Choosing an Interior Fit-Out Company that you can trust is important. Find a company that offers one point of contact throughout the project relationship building is key for you to successfully communicate your ideas. When you engage with an Office Design Company, your level of involvement is entirely up to you. Some decide to let the company design and lead most of the project with little internal input were others prefer to be actively involved in the processes the choice is yours. Office FURNITURE As previously mentioned, you need to decide on the furniture you will take with you to your new premises. You might want new desks, chairs, storage solutions etc but think whether or not you actually need them. Consider the best option for you will you keep some of your current furniture or buy / lease new furniture?

8 P a g e 7 Your Office Fit-out and Design Company can work with you to create a design that encompasses both old and new furniture. They can advise you on the best solution for everything from desks and chairs to kitchen and bathroom units. Tip: When disposing of old furniture, consider how to do it profitably to avoid unnecessary costs. ADDITIONAL items to consider: In addition to all the items already mentioned, there are a 101 other things you need to consider. We have condensed them down to the following list: Create an inventory of all your equipment Do you need any security systems? Air Conditioning systems Office Removal service New signage for your office Change contact details on all marketing collateral Change details on website New stationary (if needed) Health & Safety requirements Contact clients and suppliers informing them of your new contact details Archive and storage requirements Notify your Bank, Insurance Company and Inland Revenue of the move Contact the Post Office to arrange mail forwarding Inform all utilities providers at least 2 weeks prior to the move Update or renew all insurances, licences, equipment leases and service agreements Organise installation of all cabling and data points Require any more ADVICE? One of our friendly members of staff would be happy to advise you on any aspect of your office move. CROWN INTERIORS LTD are experienced in everything from initial survey of premises, space planning and designing the office, advising on furniture all the way to organising the removal service on your move-in day. Please contact us on if you require any additional advice or assistance with your move.