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Office relocation – putting the right team together

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An office relocation is a major undertaking and anyone who has ever been involved in moving office knows that a collaborative effort is needed for a successful office move. Putting together the right project team is critical – and will need to comprise both internal and external members.

Many office moves go wrong through companies having a misplaced belief that they can save money by not engaging the services of professional help. This is a false economy and, as a result, many office moves end up being a time-consuming and stressful job fraught with difficulty and expensive mistakes that could have been avoided.

Using the right companies for the component parts of your office move will ensure that critical mistakes are avoided and that money is saved over the full term of the lease. This team should be made up of the following internal and external elements:

Project Leader

One person must be put in charge of the move. The Project Leader (typically a Director or Senior Manager) must have enough time to devote to the office move project – and should: have the trust of senior management; the authority to act on behalf of the company; be senior enough to be able to make decisions; be a good organiser of people and processes; have experience of setting and working within budgets; and be a good communicator.

Commercial Property Agent

A competent and knowledgeable Agent will find you the most suitable property and then negotiate the best financial terms on your behalf.

Property Solicitor

They will negotiate the detail of the lease documentation to minimise your exposure to potential liabilities and advise you on the implications of the detailed terms to ensure you are aware of your ongoing responsibilities.

Office Design and Fit-Out Partner

The design and delivery of your new office will be central to the continued success of your business. Appoint an office design and fit-out company with the experience and capability to understand your business needs and deliver the right office environment.

Office Removals Company

Using a professional company to handle your commercial removal requirements will mean that your business will be relocated quickly and efficiently, minimising both business interruption and downtime to make sure you are ready to go on that "first morning" in your new office.

IT and Telecoms

This is typically an in-house appointment and, throughout the office move process, your business will have to fulfil the continuity needs of your staff and customers, maintain connectivity and relocate your entire IT and Telecoms infrastructure with minimal disruption.

Human Resources

Change can be unsettling for some people and this can certainly be the case with an office move. At the same time as the office move process is going on your company has to continue to run its business and focus on its existing workload and commitments. No wonder moving is ranked as one of life’s most stressful events!

However, moving office is a great opportunity to affect positive change management, improvement in business performance, increased morale and momentum. Your staff’s expectations and concerns need to be managed and HR has a key role in communicating the project to your employees.

Sales and Marketing

Moving office is a great opportunity to communicate positive messages to your customers and maximise the brand and image of your business.

Summary

Irrespective of the particular details of your office move, the Project Team should comprise individuals and companies who provide you with confidence that they understand your business and the objectives of the move. They will be able to provide both operational and strategic assistance throughout the moving office project and ensure that your office move happens on time, to budget and with the minimum hassle and disruption to your business.

There is no question that a successful office relocation is best achieved through you combining your understanding of your own business priorities with the expert advice and market knowledge of office move professionals. This not only ensures that you won’t make any critical mistakes but will also save you money over the term of the lease.

Working with the right team is THE SINGLE most important MUST DO for an office move.

Also read the 10 golden rules for successfully moving office.

About the Author

This guide was provided by Jeremy Carr-Smith, MD of Moving Office Ltd, the free internet resource that guides companies through the office relocation process.

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