Moving office – six key factors for success

Moving office is a rare event for many organisations and can be an expensive, disruptive and potentially difficult time. However, done correctly, it can provide a boost in profitability, staff recruitment and retention, while still achieving value for money.

Here are six key factors you will need to get right to make your office move a success.

1. Timescales

Start thinking about your office move at least two years before you need to move. The office market can experience shortages, so you may not be able to find office space which suits your needs and is immediately available. If your chosen premises are new-build or being purpose-built, it can often take between nine months and two years for the commercial property development to reach completion. This longer timescale also allows for contingencies and extended order times for office furniture, equipment, plant and utilities.

If you are planning moving office at the end of your current lease, or to exercise a break clause, contact your solicitor to ensure that it is done at the right time and in the right way. Many notice periods are at least 12 months.

2.  Size

Moving office is an ideal time to align your office space with modern working practices. Many organisations waste thousands of pounds on unneeded office space every year because they have not responded to new flexible ways of working.

Commission a workspace review. This will provide an assessment of your current and future needs based on your business plan. Typically, you need to allow 80 to 100 sq ft of office space per person, but this depends on your type of business and whether you want your people to be able to engage in modern working practices such as agile working, hot desking and working from home. Consider also whether you can eliminate any storage needs or move them off-site. 

Your workspace consultant will be able to present your best options. It may be possible that by reconfiguring your current office space, you can remain there and, with professional advice, look to extend your lease.

3. Location

Location can have a real impact on cost. City centres are generally more expensive than business parks and out of town but, even in the same location, the cost of office space can vary greatly according to the position and specification of a property. Decide where will best suit your people and your clients? Do you need car parking? Access to local amenities? Access to the motorway network, rail network, an airport or public transport route?

4. Searching

You can search for office space yourself online and by contacting local commercial property agents and developers to see what is available. You can also negotiate rent yourself. 

However, lots of commercial property never make it to the open market. If you engage a local experienced commercial property agency, when considering moving office, they will conduct a thorough search for you and provide the best options in your chosen location which meet your budget. This will save a great deal of executive time. When you have made a choice, the agency will be able to negotiate the best deal on the entire cost of your property.   

Of course, this service is not free and how agents charge varies. Some will charge you a flat percentage of your agreed rent, but others will charge a percentage of savings they generate on total property costs above what they believe a non-professional could achieve.

5. Budgeting

Rent typically makes up only 60% of office property costs, so ensure that you budget for service charges, business rates, IT and telecoms services and other utilities in your new office. There are also many one-off costs associated with moving office, not just the office design and fit out and actually moving your people to your new premises, but also legal costs, stamp duty, other professional fees, IT costs, and marketing and printing. There are also costs associated with leaving your old premises. Consult a building surveyor to help you minimise dilapidation payments due to your landlord.

6. Office design and fit out

Flexibility on new working trends, and factors such as interior design, office fit out and decoration which impact on the atmosphere of the office itself, have been proven to raise productivity and overall employee satisfaction, making it easier to attract, recruit and retain staff.

Office design can also impact positively on your clients and make you stand out in your marketplace. Think about what you want to achieve in your new office in terms of identity, branding, and visitor and staff experience.

Hire a good independent office design/fit out or move management consultancy early in the project, which will offer a complete turnkey solution. This will save you time, money, and the hassle of managing multiple parties. 

Beware of fit out contractors, masquerading as independent consultants, or offering free office design.

Working closely with you, a true independent will plan and design the office you want to your budget. They will then find and engage the best contractor, manage the contract and its delivery and manage the physical process of moving your office, to an agreed budget.

As a division of one of the Midlands’ leading independent commercial property agents, we are in the unique position of providing a turnkey solution for office move management from initial workspace review, through space acquisition, office design and fit out to moving and aftercare.

To take a look at how we provided a complete solution and saved money for Caterpillar Financial Services when they required larger office premises, click here.

For further information on moving office and on any of KWB Workplace’s services, contact Adrian Southall on 0121 212 5985 or email asouthall@kwbworkplace.com.