A business relocation is a major undertaking requiring a collaborative effort. It also presents a great opportunity to communicate positively to both external (clients) and internal (employees) stakeholders.
Project Leader
One person must be in charge. They must have:
- enough time to devote to the relocation project;
- the ability to be an efficient organiser of people and processes;
- experience of setting and working within budgets;
- clear communication skills.
- develop a document retention policy (in compliance with current statutory regulations) to include off-site storage service thus reducing the current requirement for office space – HUGE savings EVERY year;
- clear out old as well as unwanted files and documents, securely;
- purge all storage areas of unneeded items prior to moving;
- modernise and update office equipment;
- review existing suppliers;
- maximise the brand and image of the business.
- date of hand-back;
- contractual make-good obligations;
- list and communicate to all parties associated with the business e.g. staff, customers, suppliers, government (federal, state & council), associations, white/yellow pages, Australia Post, banks, accountants, lawyers, website, stationery and much more.
Tenants Representative
A competent and knowledgeable agent to find the most suitable property, negotiate the best leasing terms and conditions, submit an effective “Heads of Agreement” and navigate between leasing agents, solicitors, councils and office fit-outs.
Solicitor
Ideally is a real estate specialist to negotiate the details of the lease document to minimise exposure to potential liabilities and advise on the implications of all terms and conditions.
Fit-out contractor
The design and delivery of an efficient office layout – for today as well as tomorrow’s business requirements.
Removalist
A professional company to handle a quick and efficient relocation, minimising both interruption and downtime.
IT and Communication
Engagement of a service provider unless the business has an in-house expertise is important to ensure throughout the relocation process, that the business will be able to fulfill the continuity needs of external (clients) and internal (employees) stakeholders.
Human Resources
Change can be unsettling for some people and this can certainly be the case with a business relocation. Employees’ expectations and concerns need to be managed through regular communicative updates.
Rejuvenation
The relocation also can offer the opportunity to:
Project
Commencement should be at least 9 months prior to lease expiration. It is vital to allow enough lead-time to increase the amount of leverage between the various options, resulting in substantial overall savings. It is recognised that after labour cost, occupancy is the second biggest.
Regular meetings to be attended by the relocation team EVERY time.
Existing premises:
