Developing an office move check list can save a great deal of time and stress. There are many reasons for moving office. They include:
Moving offices can kick-start a company into new thinking. An office move can be a catalyst for improved performance, employee satisfaction, enhanced public image and business growth. However, just like moving your own house, acquiring new offices is likely to be a very stressful event. Use this checklist to make the whole process as stress free as possible. It is organised into three sections:
How much space do I need?
These days the trends in office space have been towards flexible space, hot desking, shared offices, etc. For many businesses this isn’t right. If you are looking to establish a business base with a corporate feel and culture, a conventional 3-5 year lease is the answer
The first (and most important) question you should ask yourself when looking for office space is: How much space do I need?
Although most of us work in metric sizes, conventional office space is advertised in sq ft. What are the rules of thumb to calculate how much office space is necessary? In the big high rent cities, the most commonly accepted rule is that 100 sq.ft. per employee is ideal. What this means is that the actual desk space measures about 50 sq.ft. and the other 50 sq. ft. makes up the kitchen, meeting rooms, and other communal areas.
Where there are high rents, many companies opt for the more cost-efficient ratio of 70-80 sq.ft. per person. Space saving ideas such as minimising storage facilities and using benches instead of desks allow the lower ration. Where there are lower rents, the opposite is true and larger offices are the norm.
These are approximate space requirements for meeting rooms, kitchens, corner offices etc:
Choosing the right premises
Allow at least three or four months for choosing the right premises. Work to a deadline.
Don’t be fussy about looks especially if you are on a budget and looks are not important. The main issues are to meet your team’s requirements and to obtain a lease that suits you.
Flexible leases can get you into a premise very quickly. Non-flexible leases take up to three months or more negotiation before the contract is signed. Use professional advice negotiating the terms of your lease. Always check prices against similar office space in the area. If possible, talk to existing businesses.
Use this checklist when you make a decision:
Before the moving date, appoint a project manager and have regular meetings with department representatives.
|Q Office Furniture Office Move Project Planning|
|10 to 12 weeks||
|6 to 10 weeks||
Giving yourself an overlap of a couple of days between leaving your old office and entering your new one can take the pressure off, but it’s not essential. Just get crates delivered a few days before your leave dates and make sure you start packing early – non-essential items first.
You need to get your IT company to pack up all your computers and servers on your leave date (or before if you can work off laptops) and set them up again in the new office. Do not go vigilante on this one – the equipment is too valuable.
Always have someone from your team overseeing the removals team when they bring everything to the new office, and for when the furniture is delivered. Check all items off a list to make sure nothing’s missing. The furniture company or removals team should set up furniture and place everything in the right place – keep your floor plan close at hand.
Cancel meetings for a couple of days either side of the move, and remember to set out-of-office messages on move day. Forward calls from your old office to someone’s mobile until your new phoneline is put in.
Then, when you’re settled, send out your new address notification to contacts.
Finally, crack open the bubbly.