Bright office fit out with natural light

Checklist

Where is your new office going to be?

Moving office can be as bad as moving house. In fact, it can be worse, because you have many more people to please. It's not just a case of finding the right space in the right building, you have to consider the commute of your staff and the facilities nearby.

Our Office relocation checklist gives you a more in-depth walkthrough of the stages of relocation including searching for the right property. Here's an overview of the key decisions and actions you need to make.

Identify your needs

  • Carry out feasibility studies

    A feasibility study will help you determine how much space you need, now and in the future. It asks what sorts of spaces you need (kitchen, comms room, etc.), how departments work together and what growth rates you might expect. You don't have to do this alone though, you can get an experienced fit out contractor to carry it out for you

  • Work out your storage needs

    Storage requirements are often forgotten. A storage audit can help you identify where storage is lacking in your current space and how you can plan ahead for the future

  • Define your location priorities

    What do you need to be nearby? Transport infrastructure, parking and local amenities are just some of the things to consider. And always bear in mind the commute of your existing employees

Decide on your location

Once you've built up a shortlist of possible sites, compare them with your specification built up from the actions above. And there are still a few details to consider.

  • Survey your building

    A building survey can save you thousands later on. Everything may look fine, but a closer examination might reveal problems with, for example, the heating and ventilation system that could be hugely disruptive in the future.

  • Check out the neighbourhood

    The best way to find out about the neighbourhood of your potential space is to talk to people who live and work in the vicinity. A neighbourhood can mean inside the building too!

  • Identify any legal or financial issues

    Go over the monetary and legal details with a keen eye. Look for unusual clauses, and ask about incentives and future raises in charges and rent.

Rate your rates. Make sure you don't overpay. Check out the Valuation Office Agency website for more information.

Fit out tip


When is the right time to move?

Time is of the essence when decisions need to be made.

Plan ahead

  • Work out an indicative programme early on

    It'll help you to have some deadlines in mind. They don't have to be set in stone, but they'll keep you on track

  • Factor in the holidays and commitments of your key stakeholders

    Your Managing Director won't appreciate his holiday being interrupted because he needs to sign something by last Friday

  • Think about how you might go about the move process

    You don't have to make any decisions now, but it's worth thinking about how moving into your new office will tie into moving out of your old one. Will you have to occupy the new space while the fit out works are in progress?

A credible office design and fit out company will provide a highly detailed Gantt chart that illustrates every step of the fit out project schedule. This will also highlight lead-in times, especially for big-ticket items such as IT and furniture.

Fit out tip

  1. Download Morgan Lovell's Office relocation checklist for free at: www.morganlovell.co.uk/knowledge/checklists/managing-an-office-relocation

  2. The Valuation Office Agency website can be found at: www.voa.gov.uk

Who are the right people to involve?

Office fit out checklist