Office relocation guide
Relocating your office isn’t just about moving boxes and furniture, it’s about planning ahead to ensure minimal disruption to the functioning of the business and to create a space that works for your business and team during the relocation or renovation. This may include preparing some staff to work from home for a few weeks or sharing a space with other departments. In this easy to follow guide we will help to make your move stress-free and successful.
Plan Ahead
Start planning at least 12 months in advance, especially if you have a medium-to-large office. Prepare your staff and involve them in the relocation process, keeping them informed seeking the input on how they would best like to work during this potentially disruptive time. This involves staff who perform the work and would likely know better than management what the least disruptive method would be.
Check your lease
When does your current lease end?
What notice period is required?
Is there a white-boxing requirement? (read more about white-boxing)
Choose a project leader
Select someone organized, calm under pressure, and excited about improving the workplace who is well liked in the company and has the ability to bring people together where possible, co-operation of all staff members is crucial to success of the relocation in terms of minimal process disruption.
Form a team
Involve key departments like HR, finance, IT, and facilities to give their input on what is reuired for a successful relocation. Collaborative will ensure the project leader is able to make crucial timing decisions.
Understand the reasons for relocating
Ensure that all staff members understand the reason for the move and request input on some aspects dependent on the position and the work they perform. This creates a sense of involvement and often generates some vital and interesting inputs on processes that need to be followed to minimise disruption. Informing staff timeously, particularly if it is a significant distance move is essential. Staff may need to change their transport mode, seek out ride-sharing arrangements or may have an impact in a move they are anticipating.
Why are you moving? (Expansion? Cost savings? Rebranding?)
What do you want to achieve? (Better space? Enhanced branding?)
Create a budget – Include rent, moving costs, new furniture, IT upgrades, and contingency funds (about 20% of fit-out costs).
12–9 Months Before the Move
You have decided you need to move for whatever the reason and the important work of seeking out appropriate new premises can begin.
Search for a property
Prioritize locations with good transport links (Eg proximity to Gautrain stations and bus stops. freeway access, parking, and amenities close by. It is often a good idea to bring in an office interior design and space planning team at this stage of the process to get insights into new products and developments in the office interior design and office furniture business. Like all sectors, innovation and creativity constantly improve the “in-office” experience. Office space planners and designers work with rental property agents and developers every day and may have some interesting ideas on where suitable and affordable office space is available or will soon be coming available.
Do a site survey
Check for safety, energy efficiency, and overall condition. Check that there is an alternative energy backup solution in place and where possible a backup water solution. These alternative sources of service provision have become essential for office space providers. The disruption caused by power interruptions and/or water availability disruptions can be considerable both financially and operationally.
Negotiate the lease
Once you have determined suitable options get the nitty gritty of the negotiation under way. Get clear on costs like rent, rates, and service charges to ensure no unwelcome surprises.
9–6 Months Before the Move
Time to start building your new workspace.
Hire a design and build partner
Look for a team with proven experience and transparent pricing. Experience and design excellence are critical to an office relocation. Your business will be undergoing a stressful transition, design the transition to see you 5 years into the future.
Energy efficiency
Your chosen design team will naturally put forward energy efficient options, recycled design elements like wall coverings and design elements that make use of as much natural light as possible.
Choose furniture
Office furniture design may not seem to be very different than it was 20 years ago but you will be surprised at how furniture selection and positioning, storage implications and chair selection can have on the space per person required. Highly experienced office space planners like SA office interiors ensure that the most efficient use of space is achieved. Make sure the furniture is ergonomic, functional, and fits your brand (leave that to us).
Plan IT and telecoms
In today’s business environment technology transfer is absolutely crucial to ensure the successful continuity of operations. Use this time to upgrade outdated systems and prepare for smooth installation in the new space. Consult with your IT team and the IT service providers to help plan the move and involve the design team lead in this process. During the fit-out special ducting or power outlet configuration will need to be decided and put into the planning of the build.
Communicate the move
Keep employees and stakeholders informed with regular updates. Key customers, product and service providers need to be made aware of your move timeously as this may affect their logistics or other internal processes.
6–3 Months Before the Move
Focus on the details that will make your space functional and compliant. Review health and safety – Ensure your new office meets regulations.
Confirm storage needs – Plan for personal storage, document storage, and offsite solutions if needed.
Test IT and telecom systems
Create backups and set up a recovery plan to avoid disruptions.
3–1 Months Before the Move
Get your team and space ready
Prepare employees – Share move-in details like packing deadlines and the new office layout. Provide easy to identify boxing/labelling stationary to enable each department to quickly and easily identify their boxes.
Check for final fixes
Inspect the space for any unfinished work and resolve issues before the move where possible. The fit-out team will have contractors available to attend o any last minute fixes.
Move Day
Make the transition smooth and efficient
Have a departmental schedule for the move with timing and access clearly communicated. Everything will have been labelled and easily identifiable by staff and department, including personal belongings, furniture, and technology. This makes the process seamless.
Arrange special logistics like parking permits or heavy equipment movers will have been arranged in the planning process.
Donate or recycle unwanted items.
After the Move
Celebrate your new beginning and settle in
Distribute keys and access cards. Test everything, especially IT systems, lighting, and equipment. Host a welcome party to celebrate with your team and show off the new space on social media!
Final office relocation Tip
A well-planned move can boost morale, improve productivity, and set the tone for future success. Keep the lines of communication open and embrace the opportunity to create a space that truly supports your team and business goals.
Let the SA Office Interiors help with your move planning and design.
