ZZZ…How To Move Your Business

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  • before you move a commercial property agent can help
    • Find the most suitable office space for your budget
    • Negotiates the best financial terms for you
      • Fees are usually based either on
        • Percentage of the annual rent
        • Percentage of the savings they make
  • Viewing and selection
    • Start looking 9-18 months before lease expires
    • Location is vital
      • Are you close to public transportation?
      • Who are the neighbors?
      • What are the local amenities like?
    • Check building’s
      • Quality
      • Management
      • Security
      • Services
      • Out-of-hours access
  • Legal, lease and financial
    • Set a realistic budget for costs such as
      • Storage
      • Manpower
      • Removals
      • Furniture
    • Plan for
      • Service charges
      • Property consultant fees
      • Business insurance
    • Legal costs include
      • Search fees
      • Land registry titles
      • Stamp duty
      • No legal fees for a serviced office, agreement is usually simple
  • Planning and schedules
    • Organize a time frame and moving schedule – plan 3-8 months ahead depending on office size
    • Choose your removal company – get several quotes & check references before you book
    • Make a communication plan to inform the details of the move with
      • Customers
      • Suppliers
      • Clients
  • Relocation preparation
    • Gather your team
      • Assign tasks to staff to coordinate different areas of the move
      • Have the team identify issues with the old space and provide possible solutions for the new office
      • Host regular staff meetings to communicate and monitor progress
    • IT and communications
      • Set a schedule for migrating existing IT and telecoms
        • Use the move as a chance to
          • Reassess and research call packages and data connections
          • Upgrade hardware if necessary
      • Relay any changes in contact info to clients, customers and staff to avoid confusion
    • Packing
      • Pre-order packaging and plan with removal company in advance of moving date
      • Brief employees on new space and their responsibilities during transition
      • Use as a chance to de-clutter, dispose of old documents and unnecessary equipment
  • The new office
    • Install
      • Furniture
      • Workstations
      • Utilities
      • Purchase new furnishings if necessary
    • There needs to be overlap of running two offices simultaneously, factor in “downtime” or non-operation
    • Conduct a thorough site inspection of the new premises and take photos of move-in conditions
  • After the move
    • Logistics
      • Research utility providers to keep bills low and cost-effective (serviced offices usually include it)
      • Consider hired cleaning services
      • Decorate with artwork and plants for a pleasant environment
      • Insurance
        • A contents insurance policy will cover risks like
          • Theft
          • Loss
          • Fire, water and accidental damage
        • Compare quotes to ensure the right coverage at the best cost
        • Ensure that the office content policy includes other items such as artwork or data