Follow these 10 steps for a successful office move.

Work with an expert.

Hire a commercial real estate agent to represent you in your search for a new office location, and to help you manage the entire office move. Using the expertise of a good commercial real estate professional will help you save time and money throughout the office move process. An experienced commercial real estate agent will provide you with invaluable knowledge about your local market and assistance in negotiating the most advantageous rental terms and conditions. Seasoned real estate professionals should also be aware of office space availabilities not marketed to the general public.

Be patient and give it time.

The majority of companies devote 6 months to a year or more to choose the ideal location, work out the lease agreement and terms, schedule the office move details, and get moved in.

Appoint a relocation team.

Establish a group of staff members in the beginning to organize the office move process and to assist in keeping tabs on every detail.

Establish a panel of experts.

Putting together an advisory team of outside professionals and advisors is an essential step in the office move process. This group of experts will make sure you find the ideal location at the most competitive terms and help you be certain that your new office space is well-designed and suitable for your organization and culture. Your advisory team should include a commercial real estate agent, an attorney that specializes in real estate or office leasing, an architect or office space designer, an office furnishings coordinator, and a IT or computer network consultant.

Identify your particular requirements for office space.

With the guidance of your advisory team, outline what’s needed for your perfect office space, from the quantity of space you require, to the style of building that would be the ideal fit, to the desired location.

Determine prospective available buildings.

Your commercial real estate agent will create a comprehensive survey of available office buildings that fit your preferences, this survey should include a photo of each property, the size and price of each space, and a map showing directions to each specific location.

Take a Close Look at Each Available Property. 

Your real estate agent will schedule a property tour and guide you through an in-person tour of each building and office space on your list of available properties. Compare notes and determine which 3 or 4 locations would be the best alternatives for your new location.

Create a competitive analysis of each space.

Once you’ve shortened your list to the top 3 or 4 top spaces, your commercial real estate agent will furnish an analysis of the terms and conditions of each property. This analysis will help you determine how the various properties stack up to meet your business needs. Your agent will also create a request for proposal (RFP) for each building owner, addressing such issues as lease rate, lease term, property expenses, renewal and expansion options, availability of signage, and parking.

Select the Right Office Space.

Your commercial real estate agent will gather the building owner responses into a side-by-side comparison of each of the spaces that will help you make an informed selection regarding which space is the right fit for your organization.

Negotiate, Negotiate, Negotiate. 

Now, your new landlord will present you with a lease, which needs to be reviewed by the owners or decision-makers from your business, your real estate agent, and your attorney to make sure that all terms are understood and approved. The choices regarding whether, when, and where to move your office have far-reaching consequences that influence every facet of your business, from customer relationships to everyday operations to profitability.

Taking into consideration all the factors, it makes a great deal of sense to engage professionals and follow a crystal clear plan that helps you make the right move-and make the move right.

Effective Office Relocation Strategies

Is your business planning an office move? Whether you’re thinking of moving across town or across the country, the timing and execution of your office move will surely have broad implications that will influence just about every facet of the way you do business — from client interactions to everyday business operations to productivity. Are you aware that on average, 2/3 of personnel that are asked to manage an office move subsequently leave or are terminated within 6 months of the office move. Our suggestions and guidance will assist you in planning, managing and executing an effective office move and will allow you to keep your job!

 Organizations relocate for many reasons. Perhaps they require additional office space, an enhanced look and feel, or possibly a superior location. They could be starting a new venture or upgrading from a residential office. Maybe there are issues with their existing landlord or property manager and it’s the right time for something new.

 Regardless of the motive, it needs to be compelling because an office move is usually a complicated process. Karen Warner, writer of Move Your Office, states that the expense of renting office space is among a businesses’ largest costs; following only the cost of employees salaries, wages and benefits. Given that the consideration about whether or not to move your office is so important, it’s smart to plan meticulously and to get answers to these critical questions prior to getting started.

Is an office move really required?

What is leading you to contemplate an office move, and consequently are there alternatives for handling these concerns without making a move? Perhaps you have outgrown your current space or you you’d like to downsize. Check with your existing landlord to see if he or she can satisfy these changes. Maybe your current office space needs remodeling or a new layout to be more effective.

If you wish to improve your office’s appearance, could a renovation work at your present location? Take a look at alternatives for redesigning, upgrading signage to improve your identity, as well as sprucing up your existing office space with trendy color styles and new pieces of furniture.

Could a different office locale improve your business?

A superior location in your city or region may possibly get you nearer to your clients, or even draw in a completely new market for you business. First impressions matter, and the local community provides a perception of your business to each and every customer before they actually set foot in your office space. In the event that the location of your office doesn’t impact your particular type of business, it can have an effect on your profitability. Office lease rates fluctuate quite a bit from submarket to submarket. Furthermore, the perfect location with suitable conveniences nearby will aid in attracting and retaining personnel.