No Clear Direction
All planning and execution will be severely hindered, unless everyone understands the rationale, requirements, objectives and limitations of a move. There are big decisions to be made right at the start, on which will the detailed planning process will be based, including;
What: bigger, smaller, cheaper?
Where: do we want to move to?
When: do we have to be moved in by?
Leaving It Too Late
There’s always a lot more to do than everyone expects, so the earlier you start, the better your chance of a successful move. Best practise suggests you begin investigating your options 9-18 months before expiry of your lease, irrespective of whether you’re going to renew, renegotiate, or relocate. It is important that you give yourself the opportunity to increase competition between your suppliers, which could result in considerable savings! A move can be completed in 4-6 months IF you have everything properly planned with the right professionals. For example: order your telephone & internet lines as soon as your sign your lease.
The Right Team Is Not In Place
Always have a dedicated person, or team (depending on the size of your business) in place to ensure a successful move. A collaboration is always necessary between both internal and external organisations to ensure the move ends successfully.
- Project Leader – overall responsibility & delegation of tasks
- HR – keep staff informed
- Finance – implement, coordinate & manage the budget
- IT – ensure all IT & telephony equipment are properly migrated
- Marketing – inform your clients of impending move
- Estate Agent – find & negotiate terms for new premises
- Solicitor – your agreed terms & rights are protected in new lease
- IT & Telecoms company – no down time for IT & phones
- Office Outfitters – delivery of most efficient & usable space
- Removal company – office is moved & working on Day 1
No Planning and Preparation
REMEMBER: Failing to prepare is preparing to fail AND Prior preparation and planning prevents poor performance!
Moving is completely underestimated by most companies, especially having to continue business as usual and focus on current commitments. It’s a challenging process, but, like any process, it can be broken down into manageable chunks via a series of tasks & checklists. Research shows approximately 60% of staff responsible for managing an office move resign or are dismissed within 6 months of the move – don’t let that be you!
Insufficient Budget (Or No Budget at All!)
When there is no realistic budget & financial planning, it is almost certain that your moving costs will escalate out of control. It is therefore imperative that you identify all relocation costs & obtain quotes before you begin spending. The best tool against a significant overspend is setting a realistic budget & keeping to it.
A lot of businesses have the misplaced belief they can make savings by avoiding the expertise of professionals – however, this is always a false notion! Every office move requires the assistance of professionals, including an Estate Agent, a Solicitor, IT & Telecoms company, Office Outfitters and a Removals company. Their charges are good value compared to the cost of business disruption caused by a move completed without their assistance.
Moving office is always unsettling, especially for staff, so take their concerns to heart during the entire move, otherwise you’ll have to deal with the frustration & anxiety that will inevitably result. External advisors will also be uncoordinated unless you communicate clearly & concisely. In your reasoning, ensure you highlight the positives & advantages of the new premises.
Planning: you will need a structure to assist you in managing your move
Preparation: proper preparation is essential
Professionals: a successful move needs professional advice and support