If you plan to relocate your office to a new facility, here are a few suggestions.
Start the process early, at least six to 12 months before your existing lease expires.
The timeframe depends on the size and complexity of your project. An early start will allow you the time to make informed decisions on information provided by your consultants.
Assign a member of your staff to be in charge of the project – to act as your point person. On occasion, this can be problematic. First, this person probably has a full time job already; now he or she will have to carry twice the load. Second, does the person have the knowledge and skill sets to deal with all the issues related to the relocation project? If your point person has the time and the knowledge, you are way ahead. If not, add an outside consultant to your team.
Interview and select a real estate professional who is knowledgeable about the office space market, both new and second-generation space. This person will be invaluable in presenting options, negotiating the details of lease terms, assisting in selection of consultants, and working with your attorney to finalize a new lease.
Establish your current and future space requirements prior to the search for location options. This is valuable information for your real estate professional. Interview and select an architect/interior designer. These professionals can assist you in determining your space requirements. They can also offer suggestions on function, space utilization, design and budget.
Regarding a general contractor, there are two approaches. The first is to negotiate a fee, based on a preliminary budget, and bring the contractor onto the relocation team. Contractors can be helpful in providing budgeting and value engineering during the planning and design phase. The second approach is to wait until the design and construction documents are complete and put the project out to competitive bid. Both approaches work.
Determine your furniture and equipment requirements. Can you utilize all your existing furniture and equipment? If you need new furniture and equipment, does it make more sense to purchase or lease, or a combination of the two? Your architect/interior designer can make recommendations and help you determine the correct solutions. This should be accomplished early in the process. New furniture delivery lead times can sometimes become the critical path on a project.
Telecommunications and computer systems are a major component of your relocation. If you have an IT person on staff, you are way ahead. If not, bring a consultant onto the team. Some of the issues to be determined are voice and data requirements, choice of a communications service provider, telecommunications switch equipment, computer server(s) and hardware requirements, electrical and HVAC requirements and requirements for power outage and data backup. You also need to create a schedule for shutting down the equipment at your present location, installing the new equipment and switching over to the new system.
All important decisions have been made. The general contractor is building the space. Your new furniture and equipment is ordered. What’s left? The physical relocation to your new office. At least four weeks before your occupancy, you need to schedule the installation of new furniture and equipment. This must be done in conjunction with the general contractor to be sure the space is ready. In addition, you need to interview and select a moving company. The firm you choose will need to tour both your existing and new offices to establish a schedule and determine accessibility at both locations. You will also need additional certificates of insurance coverage from your mover for you and your landlords.
Finally, collect warranty documents and operation and maintenance manuals. Prepare a final cost summary. Schedule a post-occupancy review with you and your consultants; make any required adjustments. Start planning your open house for clients, friends, family and your relocation team. Good luck.
