Relocation to new premises can be a complex process. Here’s a few pointers to consider when planning your move.

Time

Allow enough time. Typically you should allow from 9 to 12 months from start to finish.

Relocation to new premises will mean a host of actions, on top of continuing business as usual. These actions include a strategic plan, building identification and validation, statutory approvals, designer and contractor procurement, landlord approvals, fit-out of new premises, lengthy lead times for new or rerouted telephone/data cabling lines, furniture procurement, delivery and installation, all leading up to the move weekend itself.

A systematic approach to your office move delivers a joined-up Project Plan, and avoids unnecessary gaps that would increase the overall project time.

 

Design Scope and Specification

Prioritise your requirements for your new office environment.

You may wish to consider future-proofing for potential changes to staff numbers. Also consider new ways of working. Do you want to continue the traditional ‘one person, one desk’ layout, or consider flexible working?

BHP can help you refine your requirements and deliver a clear, detailed Specification. This enables a fit-for-purpose end product, and controls cost.

 

Procurement

How you procure the goods and services to complete your relocation is fundamental to meeting your budget.

Whether you go to competitive tender or single source your fit-out will be largely dependent on your existing supply chain and its ability to meet the demands of your project.

BHP has an in-depth knowledge of market rates to ensure that best value is achieved, whichever route is taken.

 

Staff Engagement

Bring your staff with you

Staff buy-in is essential to the success of your office relocation, taking staff with you, and overcoming issues for those who are resistant to change..

BHP can develop a structured staff engagement strategy with you, driving newsletters, updates and blogs through to workshops and Move Champion Team meetings.

Resources

Appoint your preferred relocation consultant as soon as possible.

Also, find your own in-house point of contact, your go-to person. This is often a Finance Manager or Facilities Manager.

 

Budget

Identify what you want to spend.

One of the biggest parts of your budget will be to fit out your new premises. Costs vary depending on a number of factors shown below;

Scope of the works

As with most things, the more you want, the more it will cost. So, a project with many offices and meeting rooms costs more than a more open-plan space. The same applies with the quality of fitting and fixtures. The higher the quality, the more you pay.

Location

Generally, inner city space costs more to fit out than out-of-town business parks. London and the large cities also attract higher set-up costs.

Timescales

The time allowed for your fit-out will have a big influence on cost. If you want a fast-track fit out, you will pay a premium for out-of-hour working.

Typical costs

Typically, you would expect to pay £30 - 50 per square foot for a low-level specification, largely open plan with a few offices/meeting rooms. £50 - 70 per square foot for a mid-level specification with a higher degree of cellularisation. £70 – 100 per square foot for a top-end fit out, largely cellularised and in a city centre location.

 

Risks and Issues

Early identification of risk is vital to project success.

List out ALL the key risks and issues known to you. These may be around budget, timescales, HR changes, or IT for example. What’s the potential impact, what are the showstoppers?  BHP will manage risks and issues throughout the project.