With many tasks to complete and deadlines to meet, planning an office move can be a daunting project. Understanding the relocation process is a time consuming task in itself so we’ve put together this step-by-step guide to help you execute a smooth move to new premises.
Step One – Workplace Assessment
Before you rush into any rash decisions regarding your new office space, it is important to first spend some time understanding the requirements of your business. Careful consideration should be put into how much space you will need, which location to move to and how much budget you are prepared to spend. Setting a realistic budget from the outset will help you monitor expenditure and avoid overspend.
It is also important to look towards the future. Finding the perfect location could help your business to flourish. Keep in mind factors such as company growth and what kind of changes to your workforce this could result in.
Step Two – Property Search & Viewings
Once you have worked out a budget and have an idea of space and location requirements, you can start the search for suitable office space. It is important to view as many properties as possible to gain a wider scope of the types of property on offer.
The energy efficiency of a building can make a huge difference to your bills so always ask to see its Environmental Performance Certificate. Look for energy-saving features such as double glazing windows and check how well air conditioning and other features are functioning.
Open Workspace Design can accompany you on viewings to help assess details such as heating, ventilation and whether the lighting meets design standards.
Step Three – Space Planning & Cost Analysis
After viewing numerous properties it is time to shortlist a select few potential premises. At this stage you should visualise potential office layouts in each of the shortlisted spaces.
The number one priority is having enough workspace for your staff. It is also important to envision areas for meetings, dining and taking breaks. Toilet facilities and kitchen size should reflect the size of the company. Having plenty of toilets but few employees is a waste of space, having few toilets but a huge workforce will leave employees having to cross their legs all day.
It is also important to work out the cost of fitting out each of the shortlisted offices. Open Workspace Design can provide example space plans to help you visualise the interior and compare budget options.
Do not sign any lease documents without seeking legal advice. Hire a property solicitor to negotiate the detail of the lease documentation. This will minimise exposure to potential liabilities. They will also advise on the implications of the detailed terms and ensure you are aware of your ongoing responsibilities.
Step Four – Office Design
You’ve settled on a premises. Now it’s time to settle on colour schemes and layouts. Effective office design is central to the success of your business as it helps to improve productivity and staff morale.
Lighting and power are the most important aspects of office interior design. Conducting a thorough electrical and lighting assessment is a fundamental part of the design stage. It is also imperative that you check statutory office design legislation such as health and safety, planning permission and disability regulations.
Open Workspace Design offers a full office interior design solution from initial concept to sourcing fixtures and finishes. We use sample boards, walkthroughs and computerised 3D modelling to give you a feel for your new office design before construction even starts.
Step Five – Fit Out
It’s time for the transformation. During an office refurbishment, all aspects of information technology for your organisation, including structured cabling, secure wireless LAN, IT and telephone systems need to be managed.
Open Workspace Design’s wide range of expertise means we can undertake all aspects of an office fit-out. This includes flooring, mechanical and electrical installation, IT infrastructure and comprehensive security management.
Remember to backup your data, brief your staff and set up an orientation or training pack for their brand new workspace.