Moving Office: Know who to involve and when
There are certain people who should be involved in your office move in order for the relocation to go smoothly. Make sure you know who they are and when to involve them:
They hold the ultimate say-so over the intention to move office, as well as the costs and overall timings of the move. They are generally involved at the very beginning of the project to make decisions, but following that, they may not need to be informed about every detail.
As they hold the purse strings, your Finance Director has a lot of influence over how much budget you have allocated to the move. They therefore need to be involved early on in the process once the decision to move office has been made.
A property agent will help to refine your space requirements, find you the ideal space and negotiate the lease. Finding the right office can take some time, and can depend on the market conditions so it’s important to involve your property agent in the very early stages of the move.
Your HR manager will be responsible for communicating with staff about the move. They’ll need to be given timings, logistics and the new office location, and have a clear understanding about what key messages are to be used to communicate the move to staff. Involve them early so that staff know what’s going on and feel a part of the move.
The physical part of the move may be the last thing on your mind in the early planning stages, but it’s important to secure the right removals company early on as they can get quickly booked up – particularly over weekends.
Once you’ve secured the right office property, involve a property solicitor in the lease negotiations to give you the right legal support. Don’t sign any documentation until they have reviewed the lease and advised you accordingly.
IT Relocation Company
The transfer of your IT and phone equipment is likely to be a logistical nightmare if you don’t plan ahead early enough. Involve an IT Relocation company as soon as you have secured your new office and signed the lease and before the office fit-out process begins.
Office Fit-out Company
How early you involve your office fit-out company will depend on two things:
- The condition of the space you are taking on
- Your space and design requirements
In any event, it’s important to audit your existing space requirements BEFORE you start looking for space so that you can choose an office that’s most suited to your operational requirements.
Your operations manager is going to want to reassurance that business won’t be disrupted by the move. They will need to understand how the logistics of the move will be managed, and be available to provide strategic input for the IT relocation.
It’s the job of your marketing team to ensure they communicate the details of the move to clients and other organisations you work with. They will also need to ensure that your company projects the right image in the new office. Involve them in the early stages so you can get their input when choosing office space.
For more details on who should be on your office relocation team and their individual role, read our office relocation team guide.
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