March Bulletin 2009
Steps to relocating an office

The first and the most important step in relocating your office is to do you research. Start by writing down points about why you need to move in the first place. The most obvious reason is the physical office space but other factors could be involved such as proximity to your customers or other businesses you deal with. Another reason you may need to move is growing business costs and you need to save money by relocating your business to an office with lower ongoing costs. In this case a smooth and efficient move is of the utmost importance.

So the first thing is to write down what you are missing in your current office environment and to use this as a basis for seeking a new office space that you believe will accommodate your business for the foreseeable future. Involve your staff in this process. They will able to give you valuable input into what exactly you will require and on what scale. An employee survey can be very handy in helping you achieve this.

Key project participants required in this step are the Owner/Director, team managers and other staff members.

The office space you have selected may seem to be spot on in terms of accommodating your growing business but a feasibility study needs to be conducted in order to determine if this new office is really for you. Factors such as rental costs, operating hours or even traffic could determine whether this new premesis suits you or not. Don’t just squeeze into your new space. Accommodate for future growth as well by conducting a quick analysis on your staff projection to date and project it into the future taking into account upcoming projects and contracts you may anticipate.

Another factor which you have to consider early on is the zoning laws of the place you want to move into. Depending on what zoning laws govern the local area you may not be able to operate your business legally. Contact your local council for all relevant zoning information.

Key project participants required in this step are The Owner/Director, logistics/operational staff, local council.

Once you have decided on your new office environment, steps need to be taken to start the move. The first may not be the most obvious, but you need to contact your current landlord and advise him that you wish to cease your current rental agreement. You may have signed a lease which isn’t close to ending yet and this could mean further costs which need to be considered.
Key project participants required in this step are Company Directors, Landlord & Real Estate Agent.

You may spend as much time if not more in your office than in your home, and as with any big move you realise there is always more ‘stuff’ to move than you first envisioned. First thing to do would be to pick a date for the move. Organise for as much to get done on the one day as possible. Get rid of any furniture or equipment that you wish to upgrade or just won’t need in your new office. Makegoods can help you source auction houses who can assist you in selling your unneeded furniture and equipment. All your furniture and equipment that you will be moving needs to be packed up and transported to your new location.

Keep your staff in mind. What will you do with them whilst your office is being relocated? Also remember that the less organised a move is and the longer it takes, the more productivity is lost.

The makegoods.com.au team are able to provide a prompt and competitive quotation for office relocations. Please contact us on (02) 9114 6007 or by email service@makegoods.com.au to arrange an appointment.

Key project participants required in this step are Company Directors, all team members, makegoods.com.au, and the current premises building management/centre management if applicable.

Once you have moved out of your office your next obligation is to provide a ‘make good’ to your existing office or retail space. Depending on your commercial lease agreement, how long you’ve been at that location and what modifications you’ve made to the space, you need to bring it back to generally how it was prior to when you moved in. This is otherwise referred to as ‘returning the tenancy back to base building’.

Makegoods.com.au are able to provide advice on typical requirements required in a make good. Please contact us on (02) 9114 6007 for assistance.

Key project participants required in this step are Company Directors, Landlord, Makegoods.com.au, and the current premises building management/centre management if applicable.

Your new office is great (that’s why you chose it) but it won’t be exactly what you want and you will need to make some changes. Even before you move in your furniture and equipment you may need to consider the basics such as does it need a paint? New carpet? Blinds? You may even need an full office or retail refurbishment.

For more information on your fitout and refurbishment project requirements please contact our fitout team Niche Construction Management on (02) 9114 9774.

Key project participants required in this step are Company Directors, New Landlord, Refurbishment Company and the new premises building management/centre management if applicable.

Moving in all your furniture and equipment is one of the final steps of the process. This isn’t just desks and computers however. You may have specialised equipment to set up as well as your phone lines, internet, office server, printers and faxes all need to be set up and calibrated. This could be simple or difficult, depending on the size and complexity of your operation.

Key project participants required in this step are Company Directors, IT manager (either in-house or outsourced), service providers, contractors.

Your final step in resuming your business is informing your clients of your new location. Updating address and phone numbers with your customers is vital, and a new advertising campaign may be needed.

Key project participants required in this step are Company Directors, marketing department, advertising agencies and other service providers.