People working where, when, and how is not a new way of working; businesses chose to work this way long before 2020. For most businesses, this way of working has become the norm and they’ve experienced the benefits. When planning for an office removal in a hybrid working environment, it can be easy to forget some of the factors which, change the way we communicate and plan for a new office space. The layout of offices could change to accommodate less desk space and more informal meeting and breakout spaces, how we interact and communicate with people throughout the planning of the office removal.
Communication is key to the delivery of the project and buy-in from people, whether it is ten people or 1,000 people in the business. As we move to work remotely more often, businesses will not see their people on a day-to-day basis. When managing the office removal, it is good practice to consider collaborative software to help manage and keep the project on track. This keeps the team informed, included and motivated throughout the office removal process.
Businesses who have an end date to their lease and decide not to extend or renew start searching for new office space and plan for the office relocation. Reviewing the current sqft of space vs what may be needed in the new offices, what location works best for the people in the business and the customers will be high on the priority list for the executive team. There is a lot to think about when you move offices (download our guide). Finding a starting point when managing a day-to-day job can be time consuming and stressful. From previous experience, it is best to start with your people occupying the office. Finding the size of office to suit business and growth needs is a good starting point. Businesses can measure the current occupancy utilisation vs the optimised occupancy required going forward. Pre pandemic, the average was said 100sqft per person it is now more likely to be 150sqft to accommodate more personal space in offices. It is best practice to consult with space occupancy planners to determine this.
Below outlines things to consider when planning for an office removal in a hybrid working environment:
Project team – agreeing on a team or in smaller office removals someone responsible for the office relocation. Some of the team may work remotely. Agreeing on who is doing what and setting deadlines. Deciding on if appropriate, project software such as Smartsheets. This enables project teams to communicate and work collaboratively on the same project whilst keeping on track of things.
Communication – sending regular messages and updates about progress. Engaging and involving everyone, even if they are working remotely.
Sharing ideas, asking for feedback.
IT & Telecoms – involving internal or external IT teams and telecoms early on to agree on timings and new infrastructure required to accommodate the relocation.
Suppliers – speaking to current suppliers like broadband providers. Informing insurance company, changing address with companies house if required or speaking with new suppliers such as business relocation & furniture companies.
Finding out your costs – how much will it cost to move offices? Legal fees, consultancy fees, IT & Telecoms etc. We have created an ‘office removal toolkit’ which can be downloaded. Inside has a budget tracker with costs to consider.
Asset list or furniture audit – what furniture and equipment will be moved to your new offices? Do we need to source new furniture? Do we need to recycle unwanted furniture?
Storage audit – this works alongside the space occupancy results. Understanding what storage is required in the new offices to accommodate the filing.
Label and Floor plans – new office floor plans in readiness for the office removal day which indicates specific teams or business units to help assist the removal teams when placing crates and furniture.
The above is not everything but headlines some of the key points from our experience planning and delivering office removals.
Businesses do not take a one for all approach to their office space. Over the last 20 months, some have decided to give up their office completely, whilst others have downsized, sub-let space, extended their lease, or moved to similar-sized offices. Even though every business takes its own approach to their offices, (and, rightly so) they all face similar challenges evolving to a hybrid working environment.
When businesses are ready to discuss options for office removals, it is best to engage with a business relocation company that is experienced in managing and delivering these types of projects.
To learn more about our services and how we can support your office removal in 2022 and beyond, reach out to our CEO.
London: 0203 876 1479
Chelmsford: 01245 976650
Want to discuss a relocation project with Undiscovered Workplace? Get your free & no obligations quote today.