Managing Office Relocation – What to Consider?

Blue tiled wall with construction materials in background

Moving into a new office space is an exciting prospect for any business and employees. When you relocate from one environment to another, it heralds a new era in your commercial journey and is a sure sign that your enterprise is going from strength to strength.

Maybe you need more space to accommodate a growing workforce.  Maybe you’re transitioning from working from home and want to move your business to a more professional environment.  Or, perhaps, it could be that you want to enjoy more impressive surroundings when meeting with clients.

Whatever your reasons for relocating, it’s important to take a strategic approach. Any unnecessary upheaval can have an impact on your operations, which is why it’s vital to minimize the disruption that a relocation causes. With this in mind, take a look at what you need to consider when managing an office relocation:

1. Choose the Right Location

If you’re going to relocate your business, make sure the location you choose offers all of the features, amenities and functionality you need. When you lease office space, you may want to relocate to an environment that offers additional services, such as telephone answering and meeting rooms. Alternatively, you may be focused on finding an office that’s easily accessible for staff and provides proximity to popular amenities, such as local parks, restaurants and stores.

As well as selecting an office location that meets your current needs, think about how your business is going to change and evolve over time. Choosing a scalable office environment along with a landlord that can adapt to your needs will reduce the likelihood of additional relocations down the road.

2. Planning the Move

Once you’ve found a new home for your business, it’s time to start planning your relocation. The moving process always takes longer than anticipated, so be sure to give yourself enough time to manage every aspect of the move professionally. It can be helpful to appoint a dedicated project manager to oversee the relocation, as this will ensure that nothing gets missed or overlooked.

3. Access to Your New Office

Before you sign a new tenancy agreement, talk to the property owners about when you’ll be able to access your new offices. If your tenancy doesn’t start until the 1st of the month, for example, will you be able to move office furniture into the space before this date? Most commercial landlords are sensitive to their clients’ needs, so don’t hesitate to ask for the support you need as you’re relocating your business.

4. Confirm Security Arrangements

Your new office space should have security measures already in place, so be sure to discuss these with your landlord in advance. Not only will you want your business and employees to be kept safe and secure, but you’ll also need to know how to manage the security devices that are in place.  Building access, suite access, heating and cooling requirements for lab or other specialty spaces are all things to consider.

5. Set Up Utilities

Depending on where you’re moving to, you may need to negotiate with utility companies and arrange for critical services, such as broadband internet, to be set up. If so, do this in advance so that you’re able to access everything you need the moment that you arrive. You won’t be able to install new computer systems without access to electricity, for example.

Similarly, your staff won’t be able to get to work if they don’t have access to power, water or the internet. By setting up new contracts as soon as you know when you’ll be relocating, you can ensure that you’ll have all the amenities you need for your business operational from day 1.

6. Minimise Downtime

Keeping your business up and running is always a top priority, which is why you’ll want to manage your relocation with precision. When you can minimize or eradicate downtime, you can ensure that your profitability isn’t affected by the move.

It’s common to have a fixturing period available before a tenant moves in (their commencement date).  This means that any construction work, for example, should be considered when signing the lease in order for an appropriate fixturing period to be planned for and coordinated with the landlord in advance.

Similarly, you may want to arrange your move to take place over the weekend or a holiday so that you have more time to get your equipment set up.

7. Inform Your Clients and Customers

This is a major consideration when you’re relocating a business, but it’s one that many people overlook. In the hustle and bustle of a relocation, forgetting to tell your clients and customers that you’re moving is easily done. However, it’s important to keep your customer base up to date about changes to your organization. Even if you don’t regularly meet with clients or consumers face-to-face, informing them of your change of address is crucial.

In addition to this, you’ll also need to update official documentation, such as company contracts and online listings.

Relocate Your Business with KRP Properties

At KRP Properties, we know what it takes to create a productive working environment. With over 3 million square feet of office space across two business parks, we’re adept at cultivating inspiring and versatile workspaces for a wide range of businesses. From recreational spaces to on-site amenities, including daycares, fitness studios and massage therapists, we provide everything you need to run a successful and thriving business.

To find out more or to start planning your office relocation now, contact our friendly team today at (613) 591-0594.