5 important things you should consider before relocating your office

So you’re thinking about moving your office. Which probably means you’re starting to realise how big an undertaking it is. The logistics of any office move can be supported by office relocation services, but there’s so much more involved.

Whether your move is to the floor below or to a brand new city in a new country, we’ve put together five important things to consider right at the start of the office relocation process.

Location

Why are you moving? There is a range of reasons you might consider relocating your office. Though it may seem obvious, it’s important to be clear about what those reasons are. Make sure the location you’ve chosen meets your priorities. You should also ask yourself if it’s going to be cost-effective in the long run.

Top reasons for office relocation

• Better office space. Your new premises may better suit the type of work your company or business unit does. You may even be able to custom design your new space.
• Moving closer to services you use, or to partners or colleagues you work with.
• Moving closer to clients or customers. You may even create new opportunities by moving.
• Cheaper rent or more cost-effective use of space.
• Other priorities for your business. Whatever the reasons, they should support your business strategy!

Budget

Most of the costs for an office move take place before and after the actual move itself. The bigger the move, the easier to overspend if budgets aren’t set and managed properly. Planning for the costs from the start, and setting a clear budget based on sound estimates, is essential.

Things to consider in your budget

• If you’re moving to a new site, what’s the cost of rent? Are there any costs associated with leaving your current premises?
• What services will you need to cancel 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.

Your new office

Moving to a new location means you can create an office to suit your unit or company. This is a chance to design the workplace you always dreamed of. Well, depending on your budget, you may have to skip on the swimming pool…

Designing your office space

• What are your priorities? These could include maximising space, working within budget constraints, and developing special facilities (we don’t mean the pool).
• What work do your employees need to be able to do? How can you arrange the space to make it as easy and comfortable for them to do that? Think practical things: lighting, meeting spaces, location of furniture, facilities.
• What kind of workplace culture do you want to foster? The way a space is designed goes a long way to building a strong work culture. It also links closely with the above point.
• What furniture do you need? You’ll likely be able to use much of your existing furniture, which an office relocation company can help with. But, budget permitting, you might also like to buy new furniture that’s more fit for purpose.
• How much work is involved with setting up your office? Delegating the task to specialists can save time and, ultimately, money. If you’re using a relocation company to move your office, they may provide these services themselves or recommend a good local service.

Communication

As soon as you’ve decided to relocate, you need to think about who you’ll tell. You also need to think about what exactly you’ll tell them, and how you’re going to do it. Coming up with a communication strategy will be key.

Who you’ll need to tell

1. Staff are the first people who should be on your mind. They’re the core of your company, and they’re the ones who’ll be the most affected. If you’re moving one unit of your business, you’ll need to let the people moving know first.
   
   Change can be a challenge. It always creates some uncertainty. Office moves can be one of the biggest points of anxiety at work. No matter how big or small, it’s a disruption to daily routines and causes some disruption to their jobs.
   
   Good communication goes two ways. Have a clear explanation for the move and its benefits, as well as a timeframe. But you also need to acknowledge the difficulties. An open dialogue will allow staff to voice their concerns and get involved. Provide opportunities for feedback and input, and keep them updated on progress. Many staff may come up with issues – and solutions – you hadn’t thought of. The sooner you let your staff know and get involved, the better.
2. Customers and clients will likely need to know about your move. What will the impact be on how they can reach your company and use your services?
   
   The significance of the move to your customers will determine how much you need to tell them. It’s always a good idea to have a simple explanation for why you’re moving. Focus on any benefits that it will bring to your customers – even if that’s just a more efficient service.
3. Let your partners and external stakeholders know. Again, provide a reason for the move and make it simple, and positive. Let everyone know in good time.
   
   In some cases your move may be driven partly by stakeholders. Provide them with opportunities for feedback, especially if it’s going to impact how they might work with you.

Ways to communicate

• Put a notice in any e-newsletters, and consider an email or social media campaign
• Fliers and change of address cards with customer receipts, invoices, or any mailouts
• Put a notification on your website in a prominent place
• Create a survey for people to provide feedback
• Make use of the staff intranet or newsletter
• Update the address on your website, online listings, stationery, and email signatures

Planning your move

Plan your move is really the key message here. If it wasn’t before, it should be clear now that there are many elements involved in an office relocation.

Running the move as an official project is a good idea. As we mentioned above, getting a project manager in can help make the move run more smoothly. Realistic timelines and budget are crucial. Managing them is essential.

You’ll also need to arrange an office moving company to help you relocate. The sooner you can contact them, the better. Specialised business movers will be able to help you with some planning – and definitely with the logistics. They can also offer you helpful advice, or give pointers on things you might like to consider. If you’re relocating to a new city or a new country, expert office movers can make things even easier.

If you’re based in Asia and considering an office relocation, we’d be happy to help you out. We do have offices in Beijing, Shanghai, Guangzhou, Hong Kong, Kuala Lumpar, and Singapore. We’ve managed office relocations within buildings, between cities, and across countries. Get in touch with us now.