Golden rules of moving office
November 12th, 2009 | by James WelchMoving Office can be a complicated, time consuming, stressful and potentially expensive journey into an unknown world. Research carried out by Moving Office Ltd reveals that on average a company will only move office once every seven years and in 70% of cases the person assigned to manage the office move is doing so for the first time. This means that the office move project is typically managed by people without the experience, skill-set or time to handle such an important role.
Jeremy Carr-Smith, Managing Director of Moving Office Ltd comments: “Having worked in the commercial property market since 1995 it had always concerned me how little strategic and operational thought most companies paid to the whole office relocation process. Furthermore, I saw the same mistakes being made time and time again. Chief amongst them were companies: underestimating what was involved; not starting the process early enough; and having a misplaced belief that they could save money by not engaging the services of professional help.”
Carr-Smith believes that although on the face of it the prospect of moving office seems like a daunting process, it really doesn’t need to be like this as the office move process can be broken down into a series of simple tasks and checks. With this in mind he has compiled 10 Golden Rules which, if observed, he believes will ensure the office relocation is on time, to budget and hassle free. You can download the full Golden Rules of Moving Office document along with more free information, guides and checklists from www.HelpMovingOffice.co.uk.
Assess your needs and current situation
You need to be clear about the purpose of your office relocation, (eg lease break, lease expiry, planned growth or contraction), in order to define your needs and map out the appropriate office move plan. There are some big decisions that must be agreed as the starting point and which will form the basis of the subsequent planning process including the details of the existing lease and notice period and your current obligations and liabilities.
Be clear about your requirements
A clear understanding at the outset of your basic strategic and operational requirements will make the whole moving office process go more smoothly – and save time. Don’t worry too much about the technical specifics (as that is part of the advice given by the external property move professionals), however, you must have an overall idea and consensus from the decision makers about the key drivers of the office move including:
- Where you want to move to
- How much space you need (see www.HelpMovingOffice.co.uk for the Office Space Calculator)
- When you need to be in by
- What key features you need your new office to have
- What your planned business objectives (including growth plan) the move needs to satisfy
- Type and length of lease you want
Build the right office move project team
An office move is a major undertaking and a collaborative effort is needed for a successful outcome. Putting together the right project team is critical and should include people who will help facilitate all aspects of the move. It will need to comprise both internal and external members.
A Project Leader must be put in charge of the move process as soon as the decision to move office has been made. This person must have enough time to devote to the office move project and should: have the trust of senior management; the authority to act on behalf of the company; be senior enough to be able to make decisions; be a good organiser of people and processes; have experience of setting and working within budgets; and be a good communicator.
Start early
There’s a lot to do, so the earlier you start the greater the chance of achieving the smooth move your company expects. It is impossible to plan too far ahead. Once the Office Move Project Leader has been appointed work should start.
You should start reviewing your options 9 – 18 months prior to your lease expiration regardless of whether you are considering renewing, renegotiation or relocation. It is vital that you allow enough lead-time to increase the amount of leverage and competition between the various options, which can result in substantial savings for you. Refer to the Moving Office timetable document on www.HelpMovingOffice.co.uk.
Create a realistic budget
Creating a realistic office move budget is a critical planning tool that will help you assess your costs and manage them throughout the process. You can find a Moving Office Working Budget on www.HelpMovingOffice.co.uk.
Engage the right office move professionals
The whole moving office process can be complex, stressful and time-consuming. After people costs property costs are most company’s next biggest expenditure. The decisions you make will have an impact on your company’s profitability. Working with the right professional team is the single biggest must-do for any company thinking of moving office. They will guide you through the process, save you money in the long run and also make sure you don’t make any critical mistakes. Use www.HelpMovingOffice.co.uk to find approved moving office professionals in your area.
Don’t sign any lease documents without getting legal advice
Your Property Solicitor will negotiate the detail of the lease documentation to minimise your exposure to potential liabilities, and subsequently, to advise you on the implications of the detailed terms in the final documents to ensure you are aware of your ongoing responsibilities.
Communication
Internally, change can be unsettling for staff and this can certainly be the case with an office move. At the same time as the office move process is going on, your company has to continue to run its business and focus on its existing workload and commitments. However, moving office is a great opportunity to affect positive change management, improvement in business performance, increased morale and momentum.
Externally, there are many moving parts to an office move and you need to ensure that everyone involved in the project is regularly updated, especially if there are any changes. If you keep the lines of communication open to all interested parties, internal and external, your office move will have a much greater chance of success.
It’s a process
The prospect of moving office may seem a daunting process but like any process it can be broken down into a series of simple tasks and checks. The intelligent use of your project planning documents, spreadsheets and checklists will not only help you plan the office move, but also act as your road map to carry out the many tasks involved with the project. Don’t try and reinvent the wheel when you can use tried and tested moving office tools and guides.
Take advantage of the opportunity
Clear out old files and purge all storage areas of unneeded items prior to moving. Also consider scanning any documents no longer needed in hard copy (remember to dispose of unwanted files securely). Secure storage and/or archiving of documentation is a flexible, safe and cost-effective solution to free up valuable and more costly office space. It can be accessed at any time by arrangement and provides excellent off-site backup for damage limitation in case of fire or other disaster.
Upgrading – Moving office is an opportunity to update to modern, efficient and space-saving equipment.
Review existing suppliers – Moving office can provide a trigger for renewing/switching supplier contracts on favourable terms.
Don’t forget your customers – Moving office is a great opportunity to communicate positive messages to your customers and maximise the brand and image of your business.
Carr-Smith concludes: “Making the whole process as smooth as possible is what Moving Office is all about and what every company should be looking to achieve. After all, a successful move can make a real difference to a business and be a great opportunity to affect positive change management, improve performance and increase morale and momentum. Getting it wrong can have the opposite effect.”
www.HelpMovingOffice.co.uk is the only independent internet resource that guides companies through the office move process. It provides office movers with access to comprehensive free information, advice, guides, tools and checklists (from timelines and actions to budget and office space calculators). It also gives businesses instant connection to approved companies in their area to work with for the major component parts of the office move. The combination ensures that office moves happen on time, to budget and with the minimum hassle and disruption to the business.
Note to editors:
Moving Office Ltd was set up in April 2009. It is the brainchild of two generations of Carr-Smiths who have combined their respective expertise and experience. Jeremy (the son & Managing Director) has worked in the commercial property market since 1995 whilst Stephen (the father & Chairman) was Ombudsman for Estate Agents between 1999 and 2006.
For further information please contact:
Katherine Massey, Moving Office Ltd
E: kmassey@helpmovingoffice.co.uk
T: 07919 020 860
W: www.helpmovingoffice.co.uk
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