Insights
An Essential Checklist for Your Office Move or Search
Realistically searching for and conducting a new office move can be daunting. Whether you’re expanding, relocating, or starting fresh, finding the right space has a huge impact on the success of your business. A well-planned search will mean that your new office will meet the needs of your employees, align with your company’s objectives, and provide a comfortable environment that fosters productivity and collaboration.
To make your office search easier, we’ve compiled an essential checklist that will guide you through every step of the process. From planning and staff engagement to safety and final preparations, this checklist covers everything you need to consider for a smooth office move.
1. Setting Objectives for Your Office Move
The first and most crucial part of any office search is planning. Start by clearly defining your company’s objectives. Why are you moving? What do you want to achieve with your new space? These questions will shape the direction of your search.
Set these goals early on:
- What is your budget?
- What location(s) are you considering?
- What size and layout will best support your team?
- What is your desired move-in date?
Being clear about these points will streamline your search and help you stay focused on what really matters. Make sure to document all your ideas and discuss them with key decision-makers.
Deadlines are just as important. Once you’ve established your objectives, set timelines for key milestones in your office search process. For instance, when do you need to complete your research? When will you conduct viewings? These deadlines will ensure your move stays on track and help avoid unnecessary delays.
2. Engaging Your Staff
A successful office search doesn’t just consider the company’s top needs but also engages the staff who will work in the space. Your employees are the ones who will spend their time in the office, so their input is invaluable in making the move a success.
How to engage your team:
- Start with informal discussions about what they like and dislike about the current office.
- Conduct a company-wide survey to gather data on preferred features. This might include factors like natural light, proximity to public transport, or the inclusion of breakout areas.
Involving your staff in the process not only makes the transition smoother but also increases morale and fosters a sense of ownership over the new space. Research shows that when employees are engaged in decisions like this, they are more likely to feel satisfied with the final result, which in turn can improve retention rates and productivity.
3. Defining Your Criteria
Once you’ve gathered feedback from your staff, it’s time to compile a list of criteria for your new office. This list will be your guide during the office search and will help you stay focused on spaces that meet your needs.
Consider the following criteria:
- Location: Is it accessible for your team and clients? Does it offer nearby amenities like cafes, gyms, and transport links?
- Size: Will the space accommodate your current staff and future growth?
- Facilities: Does it include breakout areas, kitchen facilities, parking, and storage solutions?
- Layout: Are there opportunities for open-plan areas, private offices, and collaborative zones?
Having a clear checklist will help you filter out unsuitable options and avoid getting sidetracked by spaces that don’t meet your company’s requirements. Don’t hesitate to involve professional office fit-out experts to ensure your criteria align with both your company’s needs and your budget.
4. Finding the Perfect Premises for Your Office Move
Once you’ve defined your criteria, it’s time to begin your office search in earnest. You’ll need to take your time researching potential properties, and you may want to engage a property agent to help you navigate the options available in your chosen location.
Key steps in finding the right premises:
- Research business centres and office complexes in the areas you’re considering.
- Conduct virtual or in-person viewings. Many property owners now offer 360º virtual tours, allowing you to explore the space remotely. This is especially useful if you’re juggling multiple locations or if you are caught up on time.
- Tour the space with your criteria in mind and evaluate how well it aligns with your company’s needs.
Don’t rush this stage of the process. Take the time to compare options and weigh the pros and cons of each space. Remember, the right office will not only meet your practical requirements but also contribute to a positive work environment that promotes productivity and employee well-being.
5. Safety and Risk Assessments
Safety is always a top priority when selecting a new office space. During your office search, conduct a thorough risk assessment to ensure the well-being of your staff. Consider factors like:
- Is there enough space for employees to move comfortably?
- Are emergency exits and evacuation plans in place?
- Are kitchen and restroom facilities well-maintained?
- Is there adequate ventilation for a comfortable work environment?
By addressing safety concerns early, you ensure a smooth transition and a secure workspace for your team.
6. Logistics and Practicalities
Once you’ve found the perfect office, there are a few final steps to take before moving day. These practical details are just as important as the office search itself, as they will ensure a smooth transition for your business.
Consider these key tasks:
- Appoint an office relocation manager. This person will be responsible for coordinating all aspects of the move, from logistics to communications with suppliers and stakeholders.
- Organise Wi-Fi and phone lines. Make sure there is no downtime by arranging internet and phone services well in advance. If you’re switching providers, plan for the transition and any potential delays.
- Change your address and phone number. Keep your business contacts informed by updating your address and phone number across all platforms, including your website and marketing materials. Set up call forwarding if necessary.
- Notify delivery suppliers. From office supplies to food and drink deliveries, make sure all your suppliers are aware of your new location so that your team can hit the ground running from day one.
By managing these practicalities ahead of time, you’ll ensure a seamless move without disruption to your daily operations.
7. Final Checks for Your Office Move
In the final days before the move, schedule a last visit to your new office. Conduct a thorough walk-through to confirm that all necessary preparations have been made and double-check that your criteria have been met.
What to look for during final checks:
- Has the space been cleaned and prepared for your arrival?
- Are all safety measures in place?
- Is the Wi-Fi functioning, and are phone lines set up?
- Are there any final adjustments needed before your team moves in?
Taking care of these last-minute details will help you feel confident that your office search has been successful and that your team is ready to settle into their new workspace.
Why Professional Help Makes a Difference
Engaging a professional team during your office search can be life changing. Experts understand the ins and outs of commercial property and with their expertise, help you find the perfect office. They streamline the entire process, from assessing your needs to handling negotiations, saving you time and effort.
Why wouldn’t you optimise your investment and ensure a smooth transition into your new office? If you’re in the middle of an office search and need expert guidance, get in touch with us today! We’re here to help you create a workspace that supports your business and your people, every step of the way.
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