Moving offices can have a significant impact on both large and small businesses. A new space is exciting, whether it gives you more room to grow, more space to create, or more control over your brand and environment—once you get past the move itself.
Any office relocation is a major undertaking that requires careful planning. It may appear intimidating, especially if you’ve never had to coordinate a move before, but don’t be concerned. It, like any other process, can be broken down into simple tasks.
Step 1: Find the best location.
While not many coworking spaces have retail-level locations, location is important, and there are a few key factors to consider when looking for your space. Will your group use public transportation? Walk? Bike? Drive?
According to the 2017 Global Workspace Association shared workspace member survey, almost half of the members of shared workspaces paying for their own membership (meaning their boss did not choose the location) chose “close to home” as the most important factor in their workspace choice, while only 9 percent chose “close to public transportation.”
So, collaborate with your broker to understand the potential market near your space. Alternatively, target a high-potential market and wait for the appropriate space to become available.
Step 2: Get proper signage.
Negotiate signage as part of your lease. This is not something that should be left to a fist-bump between brokers. Obtain as much signage as possible. Members do not want their visitors to be frustrated at any point during the meeting process.
Step 3: Check nearby retail and food businesses.
Yes, you serve the best local coffee in town, and you have a large refrigerator for those who bring their lunch. But, like other humans, your members will want to go out for lunch or a latte for a change of pace and some Vitamin D.
Are there restaurants within a two to three-block radius? What about coffee shops? Retail? What is your building’s “walking score”? As part of your due diligence, map out all the amenities within a three-block radius.
Step 4: Schedule your move.
Plan out your relocation carefully. You may not have much flexibility in terms of moving dates, but if you can, avoid moving during your company’s busiest season. Remember that your company must continue to operate during the relocation process.
Step 5: Check what furniture you’ll need.
Determine whether you need to order any furniture for your new space, and then do so. Most coworking spaces and serviced offices will provide all of the furniture and fit-out you require.
Serviced office providers can source furniture for you if you have specific requirements. Make a list of everything you intend to take with you on the move. Make a list of everything you require.
Step 6: Inform your security company.
Contact your new building manager at least a month before your move to see if security is included in your rental. If you need to hire your own security company, now is the time to get quotes and have them survey the new office. Many security companies require a month’s notice, so plan ahead of time.
Step 7: Sort out your essential facilities.
Examine the services covered by your new office contract. Many, if not all, of your essential amenities, may be covered by your rental if it is a serviced office or coworking space. Phones, phone lines, IT, insurance, business rates, electronics, and cables must all be addressed. Request assistance from your current suppliers during the relocation.
Step 8: Inform your suppliers of your new address.
Prepare change of address notifications to send to contacts and suppliers, and set up mail redirections and forwarding numbers if you can’t keep your current phone number.
If you have supplies delivered, contact them at least three weeks in advance to let them know your moving date. Don’t forget to notify your cleaning service as well. If supplies and cleaning aren’t already included in your rent, now is a good time to shop around for the best deals on supplies and cleaning at your new office space.
Step 9: Set up your office early.
You should have all of the major components in place about two weeks before you move in so that your office is ready for your team. Broadband and phones, as well as any cabinets and storage units, must be operational. Bring in IT to configure all computers and servers.
A great deal of planning goes into a successful office move. When it comes to adopting flexible work, the challenge is heightened because it requires organizational self-reflection to ensure that the right people, resources, and change management tactics are used during the transition. This checklist can help you get started.
(RELATED: Guide to renting an office space and what to look out for)
Enterprise software development experience. More recently in positions including CTO, Lead Developer and Head of Product in Australia. Deep expertise in property and legal technology in Australia with a specialty in lead generation and tech scalability across Asia-Pacific.