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Office Relocation Project Plan the Key to a Successful Office Move

Moving an office can be hectic, stressful and a huge task to undertake without the right preparations and plans in place. If this is your first-time moving offices, you may have no clue where to start or what to look for in a good plan.

We are here to provide you with the foundations to follow to make your next office move a seamless process.

An office relocation plan refers to a process document that identifies and outlines all the steps that are necessary to complete an office move. This plan can vary in detail but typically touches on aspects such as identifying the people in charge Online Roulette of the move, timeline, budget, inventory, and how you will communicate the move to everyone affected.

Why is an Office Relocation Plan Essential for Your Office Move?

As with any major project, proper planning and organization are key to a successful office move. Once the decision to relocate is made, the first task is to create an Office Relocation Project Plan. This is one of the most important steps taken in an office move.

By creating an outline of every step in the moving process, you ensure necessary tasks are completed in the required timeframe. When following a good project plan, downtime and loss of productivity are kept to a minimum as the move is successfully completed on time and on budget.

5 Steps to Follow When Developing an Office Relocation Project Plan

1. Assemble Your Project Planning Team and Establish Who Will Be the Leader of Your Move

Determine who will be the primary person in charge of the move, whether it be you or someone else within your company. This person will serve as the in-office move coordinator. He or she should be a great organizer, have the authority to represent your company, and be capable of making snap decisions when necessary.

We recommend you stick to a small project planning team. The in-office move coordinator will serve as leader of this team, and together the team will create your office relocation plan.

2.  Determine Your Key Dates

Know or determine your key dates, such as current lease termination, preferred move date, new lease signing, new office build-out start and finish, and final date for completion of the move.

3.  Put Together an Estimated Relocation Budget

When estimating your office relocation budget here are items to consider as potential expenses:

  • The office mover’s cost
  • New office costs
  • Existing office repairs
  • Additional hours for staff
  • Any fees incurred from terminating your lease early
  • Any extra services for packing, installing IT systems, special transportation etc.

Review the budget periodically to ensure the move stays within the budget.

4. Establish the Requirements for Your Office Space

Depending on the type of company you work for, the office you need may vary widely. During the relocation plan it is extremely important to establish what are your non-negotiables when it comes to an office space for it to be the optimum place for productivity and the success of your business.

Ask yourselves the following questions when considering your requirements for an office:

  • Does the property owner offer insurance?
  • Does the space accommodate the size of your company comfortably?
  • Does the space allow for scalable growth?
  • How does heating and cooling work in the building?
  • What amenities does it offer (kitchen, lounges, number of bathrooms etc.)?
  • Does the neighborhood around the office have restaurants, supermarkets, and other social areas?
  • Is the office easy to reach via various forms of transportation?
  • Will it be easy to set up computers, monitors, printers?

Minute details such as the number of outlets the space offers may not come to mind at first but can affect the efficiency of the office and how your employees perform in the space.

5. Assess Spaces and Determine the Type of Lease You Will Need

Now that you have determined what your office non-negotiables are, select the new office location based off your needs and negotiate a lease if you do not own the new building. Decide in advance the type and length of lease you need.

The three main type of office leases are:

  • Gross
  • Modified Gross
  • Net leases
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