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How Do I Make an Office Relocation Plan?

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Contour Blog - How Do I Make an Office Relocation Plan?

There is little worse than making no progress on the task at hand, especially when deadlines loom.

You can’t be in a constant state of readiness for a move, and by extension, you can’t expect to be in a constant state of readiness for a new office.

Make sure to take common sense precautions with your next office relocation project, or you may meet the risk of sending it flying out the window, with nowhere to move to at worst or an extremely stressful moving period at best.

The schedule of the office fit-out process depends on multiple elements: the size of your office space, the time of year you look to undertake it, and where the new office will be located.

The Size of the Office

when you need to relocate, you should consider (well ahead of time) the best — and worst — case scenario, and determine how severe your need to relocate is. In the case of the lease on your office expiring, take the date of the expiry and work backwards from there to determine when each point of progress in the relocation period should be met. This is a wise tool to utilise before any part of the office relocation is underway.

Obviously, the smaller the office, the simpler it is to find new space, build it, and get yourself and your staff settled in.

However, when considering how to design an office space, it’s important to ensure that every task can be completed within the space available to you; furthermore, that you don’t need to think about every single thing until the last minute.

To make sure there is little delay and hassle, our recommended timeline is to be in the market at least 4 months ahead of the order expiry date, and for a space of 500 metres or more, at least 6-8 months.

If you neglect this step, you might find there are unacceptable changes happening around you, and it may make it hard for you to deploy enough time and effort to work with your specialty providers in ensuring a great design. When you do follow this step and you make it out of your current office with ample time left, you also give yourself enough time to fulfil any make-good requirements set by the property owner, which will save you extra charges on your previous lease.

What Time of Year Will Your Office Relocation Take Place?

Put simply, if your move is set to take place over the December-January period, add 4 weeks to however long you thought your project was going to take.

Many of the trades and manufacturing departments across the industry take extended leave over the summer, and this pause can put a damper on your relocation efforts if you are attempting to pursue a tight deadline.

Projects can still be done over this period, but it is a good idea to keep a contingency in mind so to speak.

Location – More Important to Your Office Relocation Plan than You Think

The location of your new office is the third consideration.

The premium or A grade office space typically requires a longer development process in comparison to other spaces, and can result in timing issues — especially when it comes to getting the building owner’s consent.

Most of these types of buildings recommend allowing for at least 2 weeks turnaround for owners’ consent – even for the smallest of office fitout projects.

In order to host patrons and enter your premises, you need a permit for your premises. You need a Building Permit and these vary how you are prioritised for permits. The permit application can take the minimum of (another) 2 weeks to get through and consists of a questionnaire and supporting documentation. If you’re interested in Premium or A-Grade space, look to obtain the building’s tenancy fitout guide from the owner or occupier and contact them for this prior to starting works — this ensures that all building requirements will be met, as long as you follow their guide.

However, in the case of B-Grade space or even metropolitan area space, the time by which you can receive the building owner’s consent is not usually such a big issue — but it’s still something to account for when you make your relocation plans.

How Wrong Could It Really Go?

A failure to recognise the time the whole process takes will inevitably result in increased stress levels for yourself and your team, particularly if something comes off the rails.

there is a legitimate chance that you could miss out on the most suitable piece of property, with the commercial property market as competitive as it is — you could see your or your team’s favourite option snatched up in a matter of hours.

It is best to always err on the side of caution when looking to move, and getting a complete workspace consultancy practice involved from the start can be very beneficial.

Often, a workplace consultancy will be able to identify any potential time and/or budget constraints that may occur (such as a requirement for additional roof insulation or increased air conditioning capacity) that you may not have noticed on your own, so you know ahead of time that any potential issues you need to plan for.

So if you are considering a move in the next twelve months, take this as the initial warning of how wrong it really could go.

Never think ‘it only happens to other people.’ Instead, act now to make sure you don’t become one of those people.

Do the menial jobs first – make sure they’re done before the stuff you prefer to do. Hit it hard in the beginning. Give yourself a head start, and you will be rewarded with a smooth transition.

 

If you are unsure about when to contact us about your office relocation plan, contact us now. Simply fill out the web form below and we will be in touch within 24 hours, or simply call and speak to one of our consultants – 1300 200 750.

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