Managing an office relocation

• Senior enough to make decisions
• Experienced at multi-tasking
• Good motivator
• Knows your business inside-out
• Great communicator
• Highly organised
• Good at sticking to a budget

Involving others and keeping people in the loop will prevent surprises and delays further down the line. They probably know more about what's going on in your organisation than anyone else.

Who will be involved?

• Managing Director
• Finance Director
• Facilities Director
• Office Manager
• IT Director
• Operations Director
• Marketing
• Human Resources
• PAs

Relocation tip! Don't forget your admin staff. They probably know more about what's going on than anyone else.

In some instances, involving your staff is the law. The Information & Consultation of Employees Regulations 2004 state that any changes directly affecting staff should be discussed with them. Unions should also be engaged as soon as possible.

Have you consulted with...

• Unions?
• Regulators?
• Parent company?
• Board members?
• Department heads?
• Staff?

You could find what you consider to be the perfect office, but if the location isn't right, then it just won't work for your company. Consider the following criteria when selecting locations for your new base:

• Good public transportation links
• Easy for clients to visit
• Easy for you to visit clients
• Realistic commute for existing employees
• Local amenities (shops, restaurants, pharmacies, etc.)
• Good access to major roadways
• Excellent access to major airports
• Access to a 'talent pool' of potential employees
• Parking

A relocation project can be one of the most expensive events in the life of a business. Moving forward without a clear idea of budgets is like sailing without a compass. All reputable suppliers will provide full cost estimates, free of charge. This will enable you to communicate with the rest of your business the real financial impact of your move.

Get quotes for everything and draw up a full budget for the whole project, including:

• Occupancy costs (such as rent, service charges, taxes, energy, maintenance, etc.)
• Transaction fees (for property agents, lawyers)
• Insurance costs
• Fire plan assessment
• Planning permission fees
• Design and fit out costs
• Environmental assessments
• IT - cabling, and IT equipment relocation fees
• Furniture - the cost of new furniture, delivery and installation
• Disposal costs (of old furniture, computers, rubbish)
• Extra security (during the move)
• Printing costs
• Telecoms - equipment and installation
• Marketing costs - new stationery, announcements, invitations, website update of new address, plus mail redirection
• Contingency (it is not uncommon to budget an extra 20% for contingencies and changes)
• Dilapidation costs for your old space (many leases require you to put your old space back to its original condition)
• Dilapidation costs for your new space
• Air conditioning, heating and ventilation (check the condition of the HVAC plant in your new building)
• Energy performance (not only do you have to budget for electricity and gas, but you also now have to consider 'green' regulations for your new space)
• Temporary storage during the move

You're spending enough money for there to be plenty of opportunities for tax breaks.

Talk to an expert

• Find out how to make the most of your Capital Allowances
• Look into leasing options for the design and fit out works
• Ask about Enhanced Capital Allowances for sustainable or 'green' equipment / products
• Look into interest free loans (if you are an SME) from The Carbon Trust

Make sure you're talking to the best people in the business.

• Quality references
• A good grasp of the technical side
• Enough time to devote to your project
• Good knowledge of the area you're searching in
• National reach
• Transparent fees and charges

• Project management of your whole project, via one point of contact
• Calculation of your space needs
• Surveying of your new building
• Full cost estimates
• Space planning
• Interior design
• Fit out and construction
• Furniture selection and procurement
• Furniture selection and procurement
• Mechanical & electrical design and installation
• Air conditioning, heating and ventilation
• Plumbing
• Planning permission
  • Will they arrange it for you?
• Disabilities Discrimination Act
  • Do they have enough knowledge so your new office will comply?
• Health, safety and wellbeing
• IT cabling, moving and installation
• Telephone systems
  • Do they have experience in putting in phone systems? Will they arrange (and guarantee a connection in time) with the phone company?
• Move management
• Crates, packing and moving, plus furniture assembly
• Do they work to a fixed budget?
• Will they guarantee on-time completion?
• Are they financially stable?
  • Could they absorb the cost of your build?

• Do they have the backing of a parent company?
• Do they have the purchasing power or partnerships to negotiate special deals?
• Have they managed relocations before (and for whom)?
• Can they help you define your requirements and put together your brief
  • Through workplace appraisals, surveys, etc.
• Do they have their own health and safety experts?
• Are they environmentally conscious?
• Can they design and build a sustainable office for you?
• Do they have proper insurance in place?
• Are they willing to provide quality references?
• Will they arrange for you to visit other offices they've done?
• Does their team inspire your confidence and trust?
• Do they offer good value for money?

A thorough feasibility study could save you thousands. Not only will it help you to determine how much space you need and how to accommodate your people, it will also help you plan for future growth (avoiding the need for an unplanned costly expansion or move). A good office design consultancy should do this for you.

• Take a new look at how your teams work together
• You might need to rearrange which department goes next to which
• Work out growth rates for each department and plan for changes in your space plan
• How many people / workstations will you need to accommodate?
• What sorts of spaces (kitchen, executive offices, comms room, etc.) would you like?
• How much space do you think you'll need (in square feet)?
• What's your timeline?
• Calculate current size, capacity and usage needs for:
  • Reception areas
  • Meeting rooms
  • Executive offices
  • Presentation suites
  • Kitchen / tea points
  • Comms room
  • Break out spaces
  • Toilets
  • Showers
  • Copy areas
  • Mail room
  • Recycling points
  • Other (i.e. trading floor, library)

Often overlooked, storage can make the difference between happy staff and grumbling workers. Office relocation is an opportune time to reassess and calculate your storage needs.

• What's your storage situation like at the moment?
• How much and what do you need for the new office?
• Storage for individuals - at desks or lockers
• Document storage
• Storerooms
  • For office supplies and equipment
• Secure storage and safes
• Off-site storage
  • Can you reduce the amount of space you need by moving long-term storage off-site?
• Calculate future needs for all areas above
• Don't forget the basics - coat racks or closets

For a step-by-step guide to producing a sustainable office interior, see our Sustainable Office Design Checklist.

• Consider a BREEAM® rating or some other environmental rating system
• Put energy efficiency at the forefront of the design
• Design in recycling points
• Maximise use of natural light
• Specify furniture with a high proportion of recycled content
• Choose fixtures, fittings and carpet with a high content of recycled materials, which can be recycled at their end of life
• Use paints with low amounts of toxins
• Only use timber that has been certified by the The Forest Stewardship Council (FSC)

Confusion at the time of relocation can cause anxiety amongst staff. It will pay dividends to keep everyone involved and create buy-in for the move.

• Give people a way to voice their honest opinions and objections (such as an online forum)
• Provide access to an Extranet to share files and plans (for the project team)
• Hold formal presentations of design ideas for staff
• Go on site visits with key stakeholders
• Give staff tours of the office before it's finished
• Create a 'move' newsletter for staff
• Give staff an info pack on the new local area

A close look at your building can save you thousands down the road. For example, the heating and ventilation system may look good, but it may need a major upgrade. A good design and fit out company could survey your new space and at the same time estimate costs and timescales.

It it also critical to get some indicative designs drawn up at this point. It's the only way you can accurately estimate fit out costs.

Things to check:

• Condition: If it's an old building, is it actually possible to bring it up-to-date?
• Flexibility: Will it adapt easily, as your business evolves?
• Disabled facilities: Do you know what your responsibilities are?
• Air conditioning: You may want to commission a special survey - if you share services with other companies, you should make sure you're getting your fair share of cool air
• Lifts: Can the lifts take goods and equipment? If not, you'll need to put extra money in your budget for the movers to carry things up stairs
• What's new, second-hand, serviced or missing?
• Has the building been rated as energy efficient?: Since 2008, all buildings need to have an energy efficiency rating
• Security: Is the space secure? Check all windows, doors and hatches, and get the landlord to fix any problems
• Fire plan: It's your responsibility to have an escape plan in place. At this point, you may want to check that you don't have to alter your new space to comply with fire regulations
• Check for asbestos, along with other hazards and risks through a:
  • Specialist audit
  • Type III survey: Risk assessment
• IT and electrical: Looking at the space, now is a good time to get an idea of the work that will be needed to install floor boxes and data points, and to run cabling

• Are any competitors based nearby?
• Are any potential partners based nearby?
• Are the other tenants good quality companies?
• Are there any off-putting noises, smells or other issues?
• Are there issues with the local area?
• Is there somewhere to buy a sandwich?

• Lease terms: Are there any unusual clauses?
• Landlord incentives: Are they offering any additional perks?
• Have you negotiated a rent-free period?
• Have you looked into future levels for service charges?

Make sure you don't overpay on your rates. Information is available from the Valuation Office Agency website

• Get professional advice
• Arrange for an audit rating
• Look into local authority appeals
• Talk to your new neighbours
• Check empty / vacant rates

Relocation tip! Ask your future landlord if there are any major upgrades planned to the building. This is important, as you may have to pay for them in your future service charges!

• Make sure you have all the insurances in place before the work commences

• Once all the terms are agreed to your satisfaction, sign on the dotted line

• Now it's time to take those indicative designs and produce a full layout
  • Desks, meeting rooms, kitchens, comms room, IT, air con and heating
• Put together some mood boards - what look and feel are you going for?
• Agree a colour scheme that reflects your brand and identity
• Make sure your designs are compliant with all regulations
  • Particularly the DDA, and the Workplace (Health, Safety & Welfare) Regulations 1992
• Arrange for 3D walkthroughs, if you can: It can be difficult to visualise the end result from a plan
• Is it possible to build sustainability into the designs? Will the office be energy-efficient?

It's not just about cost. There are things like health and safety and ergonomics to think about.

• Is your furniture practical, for everyday work?
• Are your chairs ergonomic?
• Is everything covered by warranty?
• Is it made from sustainable materials?
• What will it cost to deliver or assemble?
• Do you have enough storage?
• Are you getting good quality for your money?
  • The cheapest option isn't always the best. Quality will often pay for itself in the long run.
• Would you be better off renting, rather than buying?
• Will your furniture work well with all your computers and other kinds of equipment?
• Does the style suit your identity?

What sort of systems are already in place? Will all your equipment work properly?

What else will you need?

• Power points - how many and where?
• Floor boxes / data points - how many and where?
• Printers and faxes
• Comms room / cabinets
• Cabling
• Backup generator
• Servers
• Service and support
• IT management and coordination - who'll make sure it all works?

• Order your telephone connections from your telephony supplier as soon as possible
• Assess your current set-up (the pros and cons)
• Shop around for telephone providers and packages
• How many phone lines do you need?
• Could an internet-based system (VOIP) be better?
• Can you keep your current phone numbers?
• Do you need voicemail, or a call answering service?
• What is the mobile reception like in your new space? Do you need WiFi voice calling enabled?
• Don't forget the basics - do you have enough handsets?

Health and safety are of paramount importance because you are responsible, even if you hire contractors. Make sure you work with companies with excellent health and safety credentials and processes.

• Ask your appointed fit out contractor to provide you with health and safety assistance
• Get someone to check out any health and safety file that may exist for your chosen building, and make sure it's up to date
• Consider what arrangements you'd like contractors coming into your new premises to comply with:
  • Parking
  • Access
  • Use of welfare

Relocation tip! Try to hire a contractor with an in-house health, safety and wellbeing team. Some outsource this function, which puts health and safety 'on the clock' and can impact the safety and wellbeing of those working on your project.

Make sure all your clients and suppliers know where and when you are moving.

• Update your email signature
• Send out an email to regular visitors or suppliers
• Update to your company website
• Remember to update company stationery, forms and brochure

• Ensure environmental compliance
• Recycle any plasterboard, carpet and other materials being stripped out
• Separate waste
  • So as little waste as possible goes to landfill
• Follow the proper procedures to dispose of hazardous materials
• Look into making your fit out carbon neutral
  • You can now offset any carbon emissions from the work on your site. Talk to your design and fit out contractor about the options
• Run weekly meetings, on site
• Keep track of progress, with your project manager
• Make sure there is a sign-off procedure for any changes
• Take photos of the work at every stage, and make notes of any defects

Relocation tip! By law, you are required to keep a record of any waste that leaves the site. You are also responsible if one of your contractors doesn't dispose of waste properly (like dumping paint down the sewer drain). So make sure your contractor has excellent environmental credentials.

• Talk to your IT specialists about the transition
  • They may need time for testing
• Put someone in charge of managing the packing and de-clutter process
• Make arrangements with your removals company
  • Have them around to do a walk-through of both spaces before the day, making sure they know what extra equipment they need and they can resolve any obstacles ahead of time.
• Check your new office is fully secure, for when things start arriving
• Arrange all the crates and labels for packing up
• Coordinate any holidays, making sure all the key people are available
• Make sure all your staff know what's happening
  • When to clear their desks, what to tell clients, when to move, etc.
• Send out an internal newsletter with key dates for the staff
• Arrange to have someone on-hand on the day, to help deal with snags or last-minute problems
• Put proper security in place
  • At the old site, and at the new site (things could go missing amongst all the confusion)

There's no point paying to move anything you're not going to need.

• Get rid of any unnecessary clutter
• Clear out old files
• Scan documents you don't need in hard copy
• Dispose of any information securely
  • Shredding, etc.
• Donate any unwanted furniture, computers, appliances, etc., to charity
• Have plenty of extra bins and recycling points set up
  • It makes it easier for staff to clear out as well as encouraging recycling
• Arrange for the removal of all rubbish

• Look for snags
  • Schedule a thorough walkthrough with your contractor
• Clean-up on site
• Final handover
• Arrange supermarket delivery to the new office - tea, coffee, champagne?