07/04/2008
Like moving home, moving office is a stressful, often costly and complicated process to undertake. Any mistakes cost time and can lead to loss of productivity if staff aren't comfortable in their new working environments. It is therefore essential that companies leave nothing to chance. Office moving expert Robert Leigh of Devono, which specialises in acquiring office space for tenants to rent, explains what PA's will need to bear the following in mind when being tasked with organising an office move.
Timing:
It's not widely known that it takes an average of six months to move to a new office. This usually comprises two months of searching, two for conveyancing/ legalities and two months for the refurbishment of the new premises. So, if your business is coming to the end of its current lease, this timescale needs to be considered to avoid the danger of being temporarily 'homeless!'
The brief:
The starting point is to decide what areas are to be considered and how much space is required. In evaluating the size required it's vital to factor in growth potential, especially if the company is expected to recruit new staff.
It is also important to consider how the space will reflect the image of the business and what facilities are needed by the staff. Larger companies will need to consider whether the building is DDA (Disability Discrimination Act) compliant. The answers to all these considerations should be listed in a clear brief.
Finding the right office and negotiating
Once you have a brief, the next step is to contact specialist commercial property companies operating in the areas in which you would like to relocate to. Get to know market rental values by calling a range of agents to establish average rental prices for the area. Remember, commercial property agents also represent landlords so it's better to work with companies that only represent tenants to give you the most objective choice and to negotiate the best monthly rental rates and most flexible lease terms.
Fit Out
Most businesses will consider appointing a fit out company to handle organising the new office floor plan. These fit out companies will typically handle power points in the right places, IT, board rooms, office divisions and kitchenette requirements. There are hundreds of companies offering fit out services so it's important to look at their track records, whether they have case studies of companies whose requirement were similar to yours, and whether they are financially viable and come recommended.
Informing clients and suppliers
The simplest way to get this right is to compile a checklist of all suppliers, clients, creditors and debtors. Arrange call diverting if the original number cannot be retained.
Packing up
Typically office managers and PAs will coordinate this segment of the move. It is up to each individual to pack up their own desk and clearly label each box, with either a number or the individual's name clearly marked on each box. The removal company tasked with the transportation should be given a check list of all hardware, software, and other general items to avoid any item going astray. People will want their original chair in the new office so again it's important to have a uniformed labelling process and labels which will not damage any item. There many removal companies around the UK specialising in moving between five to five hundred employees respectively. Ask them to inspect your current and new office prior to the move so they can make necessary provisions.
The actual move
Depending on size, most office moves take place over the space of one day, mostly avoiding office hours to minimise loss of productivity. While weekends are usually set aside, a number of businesses also choose to move on Friday afternoons.
About the author:
Robert Leigh is the director of Devono, a commercial property company which exclusively represents tenants looking to rent space in central London.
Visit: www.devono.com