Changing Places

Successful relocation

Change they say is as good as a rest and you would think therefore that we would eagerly seek out new horizons, yet in general we are so anti change that we shy away from and in some cases actively resist and fear the new. This natural feeling of insecurity can heighten the anxiety associated with the potential headache of undertaking a geographical relocation. However, knowledge as always is king, the more information you can gather, understand and share the smoother the entire process will ultimately be. Staff are far less likely to become obstructive and negative and influenced by gossip and hearsay if they are constantly involved and informed.

Changing the subject. Much like moving home the first and most crucial element is to understand fully your reasons for undertaking the move. The need for more or less space, the end of a rental period or needing to be closer to the supply chain are all common catalysts but what are the priorities for you and what will most affect your business and employees going forward? There is no point shortlisting a fabulous state of the art office for instance if it is located far from your clients, transportation links and local amenities. It is also important to be aware of access to a ‘talent pool’ of potential employees as any geographical change inevitably results in one or two casualties.

Relocation is a huge undertaking on any scale and even the smallest business concern should understand fully the commitment required to make the process and outcome a success. This all begins some twelve months before a move is planned when a team have been selected and assigned clear roles and responsibilities. This is preferably headed by an individual senior enough to make decisions who is also a great motivator and communicator. Don’t forget the administration staff though. They probably know more about what’s going on in your organisation than anyone else.

The second consideration is cost. No small change here, a relocation project can be one of the most expensive events that a business will undertake. All suppliers can provide full cost estimates free of charge and don’t forget to explore any opportunities for tax breaks. Leasing options and capital allowances will soften the blow and there are many benefits to undertaking a green and sustainable project too. Which brings me onto the third consideration, your design and build partner.

The bulk of your costs on a relocation project will fall into the fit out and design category. Make sure you engage with a design and fit out company that offer a complete turnkey solution. This will save you time, effort and money but do your homework before you hire. Many small office design and build firms will fund the project with your deposit. It is absolutely critical that you check the project cost as a percentage of their annual turnover. If it is a significant proportion then you are putting both the project and your business at risk.

Once you are satisfied that your selected design and build partner are financially robust, properly insured and have a comprehensive in-house health and safety policy it is prudent to check their project specific references. Have they undertaken and managed relocations before, can you see previous projects and meet the clients and do their team inspire confidence and trust? If so, the next step is a feasibility study. A well executed feasibility study will save you thousands of pounds. Not only will it help you determine how much space you need and how best to accommodate your people, it will also help you plan for the future. A good design and build partner will take this opportunity to challenge the status quo and introduce to you potential new ways of working that could prove to be a huge benefit to your business and employees, boosting well being, efficiencies and creating a future proof solution.

Producing test fits that relate to the feasibility study will enable you to make an informed decision on your choice of location and coupled with a building survey mean that you factor out as many risks as possible and any further costs by preventing a programme critical change of heart. This will enable your fit out contractor to accurately estimate expenditure and place you in a position to undertake negotiations with your future landlord. At this point it is a good idea to have a professional adviser who can identify landlord incentives, rent free periods and look into the complexities of future levels of service charges.

Having now agreed terms you can take the initial indicative plans and work them up into a fully designed accurately costed legally compliant scheme. It’s time to ring the changes.

Change should be seen as an opportunity for a change.