Avoid the Chaos: 8 Strategies to Nail Your Office Relocation

In acknowledgment of the hybrid work world we now inhabit, these newly acquired workspaces not only enhance flexibility and productivity but also serve as vibrant hubs for people to connect. It's no surprise that physical office occupancy rates increased in major capital cities in 2023, reflecting the growing demand for quality workspaces.

So, if your business is making the most of current market conditions, you might be bracing yourself for the uncertainty and complexities of an office relocation.

But the truth is, with the right approach (think: sound stakeholder management, an intuitive workplace strategy, and skilled design and construction partners), you can relocate your office without compromising productivity while also injecting excitement and energy into your staff with the new workspace.

Ready to get a move on? We've done the heavy lifting with our Crest list of eight factors to consider when undertaking your office relocation for a seamless and stress free transition.

Let's take a look.

8 Factors to Consider when Undertaking your Office Relocation

1. Navigating your current workspace agreement

Most commercial property leases last five to ten years. So, first things first: check your current office space lease to understand when it expires and if there are any legal requirements you'll need to meet.

It is also important to find out:

• If there's a break clause.
• Your required notice period.
• How you'll need to serve notice.
• Review your make-good requirements to ensure a smooth transition at the end of the lease term.

Once you're armed with this information, it's time to look beyond your existing space and begin planning your ideal move

 

2. Reflect on what you want from your workplace

Now's the time to look at how your team currently works and what they want from their ideal workplace. Consider employee attitudes, your culture, and how your workspace can help bring your strategic goals and values to life.

• How can you incorporate your business principles into the workspace to drive your strategic business objectives?
• Could your business benefit from a flexible work environment as it grows and expands?
• Do you want to boost creativity, teamwork, or both?
• What are your peoples' work patterns, and how can your workspace support them?
• How do your people need to work to be set up for success?

A workplace strategy will help you understand exactly where you are now and where you need to be - setting the scene for a new office space that ticks all your business boxes.

 

3. Should you stay or should you go?

Naturally, now that you've defined your workplace strategy, you might wonder whether you should relocate to achieve your objectives - or upgrade your current workspace. Here are some key considerations to guide your decision.

SPACE: Does your current office have the room to support your people and their work habits now and as your business develops?

COST: No doubt, there are physical costs to relocate your business. That said, the right office move could make your business more profitable. Weigh up these costs against strategic goals for your organisation.

TIME: Site inspections. Contracts. Resources. Planning an office move takes time - plot out realistic timelines to avoid surprises later.

YOUR PEOPLE: Navigating Change: While change can be challenging, a new office featuring upgraded amenities, a refreshed design, and a favourable location has the potential to bring people together and enhance productivity. Conduct open conversations and surveys with your teams to gain insights and understand their views.

YOUR CLIENTS: Is your current office close to priority clients? If not, strategically relocating your office could increase engagement with these key groups.

 

4. Hacking tech and tackling storage

Technology is necessary for many businesses, and storage needs to be considered to meet your current needs. An office move is the perfect time to take stock of how your current IT and storage needs are being met (or not) and how your new workspace will accommodate these.

Technology Considerations

• Audit your current IT and AV equipment to get clear on what you'll need to take with you.
• As you inspect possible sites, think about how they can meet your IT and AV requirements.
• Communicate with your current tech service providers before you move to ensure a smooth transition.
• Label all your items (i.e., cables, monitors, PCs, keyboards) ahead of the move. Consider a consistent system like colour coding.
• Create business continuity and contingency plans to help with any technology hiccups on move day.

Storage Planning  

• Just like you did with your tech, audit your existing storage and take stock of storage space at potential new sites.
• If your business is hoarding unnecessary items, now's a great time to donate, sell, recycle or throw out what you don't need.
• Going to need a bigger boat? If you anticipate filling the storage space at your new site, consider hiring external storage. You can also introduce new business processes to help keep unwanted storage items at bay

 

5. Enhance your transition with a project lead

If you haven't appointed one already, a dedicated internal project manager from your business can help streamline your project. Ideally, they'll be well-attuned to workplace strategy, transformation, and the various stages of a workplace relocation project.

Leveraging internal expertise can help minimise disruptions and prevent delays by managing a detailed budget and project timeline. A skilled internal project lead who has a clear understanding of your business to assemble a cross-functional team, ensuring valuable input from key stakeholders such as executive members, IT, HR, and facilities is captured. Choose one person as your primary contact for all external communications and keep the core project team up-to-date with regular meetings across the design and construction phase.

 

6. Handpick your office design and construction partners

Found and secured your new site? Now, it's time to consider a holistic approach to your design and the finer details of your move, including construction specifics and move day. It's key to select the right team of experts to help reimagine and create your new space, ensuring they align with your values and vision.

Here are some things you should expect your workplace design and construction partner to do as you work together on your project.

• Consider involving them early to collaborate with your team on building due diligence? Partnering earlier can help you through the process smoothly and efficiently. Check out Crest's workplace strategy and how we can help.
• Conceive a bespoke look and feel that's right for you, including initial design ideas, a project timeline, and a transparent budget.
• Create the design, finalise your material selection and prepare detailed documentation for statutory approvals and construction.
• Construct and manage procurement. Expect regular updates and ongoing support.

 

7. Communication is key

A proactive communications and engagement strategy will keep your team, stakeholders, and customers across your move from day one.

• When your project kicks off, share the news about your office move to keep your people in the loop.
• A comprehensive internal communications plan will boost excitement about the move and support team members who feel reluctant about the change.
• Tailor your external communications during the transition to keep clients and customers engaged and informed about how they can continue to work with you. Adjust messages for different audiences to ensure relevance and impact.
• Stay on top of your legal obligations by communicating with stakeholders like regulators or parent/sister companies.
• Be clear with employees about contingency plans and any work from home arrangements on move day

 

8. A fresh slate in your new space

Nothing can beat the excitement of unveiling your transformed workplace to your people. And with all your preparation, you can reap the benefits of a seamless transition during the move. On or before move day, remember to:

• Keep emergency numbers close by - print them out and send digital copies to your project team.
• Update your address. Everywhere from Google to your website, social platforms and business cards.
• Get ready to celebrate with your team at your office-warming party.

 

Find out more

Let's discuss how Crest can help make your workplace more flexible, cost-effective, and productive. Most of all, we want to make it a place where people love to be—where they're inspired to collaborate, innovate, and succeed. Talk to our workplace strategy team today. Get In Touch