Avoid the Hidden Costs of an Office Move

AVOID THE HIDDEN COSTS OF MOVING YOUR OFFICE COSTS TO CONSIDER A REALISTIC MOVE BUDGET WILL HELP YOU ASSESS COSTS AND MANAGE THEM THROUGHOUT THE PROCESS. Ś BALLPARK ESTIMATES TO CONSIDER WHEN PLANNING YOUR BUDGET: + $1.00/RSF $0.75/RSF + $1.00 - $2.00/RSF + $1.50 - $2.00/RSF PACKING YOUR RELOCATE PHONE SYSTEMS, SERVERS, AND TO REPROGRAM OFFICE SPACE PHYSICAL MOVE PHONE AND DATA CABLING FOR THE NEW OFFICE SPACE $4.25 - $5.75/RSF TOTAL ESTIMATED COST MOVING INTO A 10,000 RSF WILL COST YOUR COMPANY AROUND $42,500.00 - $57,500.00 FOR THE RELOCATION. KEY SERVICES THAT WOULD INFLUENCE THE MOVE BUDGET: COMMERCIAL PROPERTY AGENTS LEGAL COSTS OFFICE FIT-OUT - - - -- - --- ----- - - -- - - - --- • INCLUDE PROPERTY SEARCH FEES. STAMP DUTY, REGISTRATION AND THE COSTS THAT YOUR AGENT INCURS. • COMPRISES SPACE PLANNING, DESIGNING, FURNISHING AND SETTING UP YOUR NEW OFFICE LOOKS FOR AN OFFICE SPACE THAT APPROPRIATELY SUITS YOUR BUSINESS NEEDS. THEY CHARGE A PERCENTAGE OF THE YEARLY RENT AGREED UPON BETWEEN YOU AND THE PROPERTY OWNER. • NEEDS CONSULTATION WITH AN EXPERIENCED OFFICE FIT-OUT PROFESSIONAL OR FIRM. SELL DONATE RECYCLE IT AND TELECOMS OFFICE REMOVALS DECOMISSIONING ----- -------- - --- INFRASTRUCTURE MANAGEMENT ENCOMPASSES PUTTING IN NETWORK CABLING, INSTALLING PHONE AND ISDN LINES, AND SETTING UP SERVER ROOMS. • THE PHYSICAL MOVE AND THE ASSOCIATED COSTS DEPEND ON YOUR MOVE LOGISTICS, THE FURNITURE INSTALLED AND THE CABLING IN YOUR CURRENT OFFICE • WHAT WILL HAPPEN WITH THE STUFF THAT DIDN'T MOVE? THESE CAN INCLUDE OFFICE FURNITURE, NETWORK/TELECOM GEAR, CABLING AND OTHER ITEMS NOT MAKING THE MOVE • MANY ORGANIZATION CHOOSE TO SELL, REFURBISH OR RECYCLE OLD EQUIPMENT - OR DONATE TO LOCAL SCHOOLS OR CHARI- TABLE ORGANIZATIONS • YOU CAN ALSO CHOOSE TO HIRE A COMPANY WHO COMES IN. TIMELINE COLLECTS ITEMS AND RESELLS THEM PLANNING A START EARLY. THE EARLIER YOU START, THE SMOOTHER THE COMPANY MOVE WILL BE. REVIEW ALL ENOUGH LEAD-TIME WILL INCREASE THE AMOUNT OF AVAILABLE OPTIONS AT LEAST 9 - 18 MONTHS LEVERAGE AND COMPETITION PRIOR TO LEASE EXPIRATION. BETWEEN VARIOUS OPTIONS RESULTING IN SUBSTANTIAL SAVINGS. ASSESS NEEDS AND CURRENT SITUATION. BE CLEAR ABOUT THE PURPOSE OF DEFINE NEEDS AND MAP OUT SUBSEQUENT PLANNING PROCESS SHOULD INCLUDE: • DETAILS OF EXISTING LEASE OFFICE RELOCATION E.G. LEASE BREAK, LEASE EXPIRY, APPROPRIATE OFFICE MOVE PLAN. • NOTICE PERIOD. • CURRENT OBLIGATIONS AND LIABILITIES. (PLANNED GROWTH OR CONTRACTION). PREPARATION HIRE A TRANSITION CONSULTANT. ONE PERSON DEDICATED TO FILTER MULTIPLE ASPECTS OF YOUR PROJECT ENSURES BETTER COMMUNICATION AND COORDINATION BETWEEN PIECES THAT MAY OTHERWISE BE OUT OF SYNC. WORKS AS AN EXTENSION OF YOUR INTERNAL TEAM TO TAKE ON MANY OF ADDITIONAL BENEFITS TO A TRANSITION CONSULTANT: MOVES ARENT ALWAYS PRETTY. THE MOVE-RELATED DETAILS. LET US DO THE DIRTY WORK. AN IMPARTIAL THIRD PERSON CAN BE BENEFICIAL TO MAINTAINING OFFICE RELATIONSHIPS BY HAVING DIFFICULT CONVERSATIONS, HELP OFFICE SERVICES STAFF SAVE FACE, THEY HAVE TO STAY, CONSULTANT LEAVES. COACHES AND PREPARES STAFF THAT ARE RESISTANT TO CHANGE EVALUATE EVERYTHING. THESE ARE ITEMS A TRANSITION CONSULTANT CAN ALSO HELP WITH. KNOW WHAT ITEMS YOU WIL. BE MOVING WHERE EVERYTHING WILL GO IN THE NEW LOCATION. BUILDING ACCESS (STAIRS, FREIGHT ELEVATORS. LOADING DOCKS) PARKING ISSUES AND ACCESS THE DATE AND TIME YOU WANT TO MOVE CONTACT CURRENT SERVICE PROVIDERS TO INFORM THEM OF THE MOVE. MAKE SURE THAT NEW PROVIDERS ARE AWARE OF INSTALLATION DATES, INCLUDING TELEPHONE LINES, FAX, HYDRO, INTERNET ACCESS, POSTAL SERVICE, COURIERS, ETC. GATHER YOUR TEAM. APPOINT SOMEONE FROM EACH DEPARTMENT OR DIVISION TO COORDINATE THE POC WILL ENSURE EACH EMPLOYEE TAKES RESPONSIBILITY FOR PACKING THEIR DESK, FILES AND PERSONAL ITEMS. THEIR PARTICULAR AREA. ESTABLISH A PACKING SCHEDULE. DETERMINE WHAT ITEMS CAN BE PACKED IN CALENDA ADVANCE AND WHAT AREAS ARE PACKED LAST. HAVE A DETAILED MOVE WEEKEND SCHEDULE SO EVERYONE INVOLVED KNOWS WHO IS DOING WHAT, WHEN. OTHERWISE, VENDORS TRIP OVER EACH OTHER GETTING INTO AND OUT OF THE SPACE. PHYSICAL MOVE LABEL EVERYTHING MOVING. DECORS MAKE SURE CRATES ARE PROPERLY SUPPIT PACKED AND LABELED WITH NEW OFFICE LOCATION. DOCUMENTS DISTRIBUTE A FLOOR PLAN OF THE NEW OFFICE. ROOM 2 LABEL EACH ROOM ACCORDINGLY AND GIVE THE MAP TO THE MOVERS SO THEY KNOW WHERE TO PLACE ITEMS, INCLUDING PACKED BOXES. ROOM1- ROOM 3 LOADING AND UNLOADING FIND OUT IN ADVANCE INFORM SURROUNDING BUSINESSES OF YOUR WHERE THE MOVING MOVE AND IF YOU'LL BE TRUCK CAN PARK TO BLOCKING ENTRANCES OR TAKING ADDITIONAL LOAD AT THE OLD OFFICE LOCATION AND WHERE IT CAN UNLOAD AT THE NEW LOCATION. PARKING SPACES. CLEAN UP AND SETTLING IN OFFICE SPACE PLANNING. THINK AHEAD. MAKE SURE ALL THE THINGS IN YOUR NEW OFFICE ARE ARRANGED FOR MAXIMUM EFFICIENCY. DON'T MOVE STUFF YOU DON'T USE AND DON'T NEED. MANY OFFICES HAVE STASHES OF "JUNK". A MOVE IS AN OPPORTUNE TIME TO MOTIVATE THE OFFICE TO CLEAN UP OLD MATERIALS. IT SAVES YOU MONEY WITH THE MOVERS IF YOU MOVE LESS, AND MONEY ON RENT IF YOU USE UP LESS SPACE. ASK STAFF FOR FEEDBACK. KEEP STAFF INVOLVED THROUGHOUT THE RELOCATION PROCESS BY GIVING THEM A OPPORTUNITY TO ASK QUESTIONS AND GIVE IDEAS BEFORE THE MOVE, AND THEN ASKING FOR FEEDBACK ONCE THEY ARE SETTLED IN THEIR NEW OFFICE, KEEP STAFF HAPPY BY PLANNING AHEAD FOR THE DETAILS THAT MATTER DAY TO DAY: COFFEE, VENDING, STOCKING PRINTERS, ETC. HAVING A HAPPY AND MOTIVATED WORKFORCE WILL MAXIMIZE BUSINESS PROFITABILITY AND EFFICIENCY. JUGGLING ACT ALL OF THE PROJECT CONTACTS AND LOGISTICS A COMPANY EMPLOYEE MUST JUGGLE DURING A MOVE, ON TOP OF KEEPING UP WITH THEIR FULL TIME DAY JOB (SUCH AS MANAGING THE DAILY OFFICE FUNCTION). MOVING CREW, FURNITURE INSTALLERS, DRIVERS, UTILITIES PROVIDERS, INSURANCE AGENT, LANDLORDS, CLEANING CREWS, PHYSICAL SECURITY, SENSITIVE DATA SHREDDING/PROTECTION, IT/CABLE PROFESSIONALS. ETC. A TYPICAL BUSINESS RELOCATION PROJECT REQUIRES NEARLY 3,000 HOURS OF PLANNING ACTIVITIES. VS ONE PROFESSIONAL RELOCATING COMPANY. EVERY SINGLE DETAIL REGARDING THE MOVE WILL BE COVERED. EXPENSES WILL BE EFFICIENTLY MANAGED BY ONE COORDINATOR. YOU PROVIDE THE KEY INFORMATION AND THEY TAKE IT FROM THERE. THE COST OF A CONSULTANT IS SMALL COMPARED TO LOST PRODUCTIVITY AND EMPLOYEE DOWNTIME. HIRE THE PROFESSIONALS TO DO THE PACKING, SO YOUR EMPLOYEES CAN STAY FOCUSED ON THEIR JOBS AND NOT THE MOVE. JOB DOWN THE DRAIN LOST PRODUCTIVITY IS A HIDDEN WAY A LOT OF MONEY CAN BE LOST. $< WORK AREAS NOT SET UP IN TIME RESULTING IN LOSS OF EARNINGS. TECHNICAL DISRUPTIONS IF NEW SPACE NOT PROPERLY CONFIGURED. !! EMPLOYEE AND MANAGEMENT STRESS FROM THE MOVE. ORIENTATION AND FAMILIARIZATION TO SURROUNDINGS, RESOUƯRCES. YOU WILL SAVE MORE MONEY AND HAVE LESS HEADACHES IN THE LONG RUN IF YOU DO IT RIGHT THE FIRST TIME THROUGH, BY HIRING SOMEONE WHO KNOWS MOVES AND CAN HELP YOU AVOID THE HIDDEN PITFALLS AND COSTS. HTTP://MOVINGABOUT.COM/OD/PREPARINGFORYOURMOVEJA/PLANOFFICEMOVEHTM HTTP://Www.WIKIHOW.COM/MANAGE-A-SUCCESSFUL-OFFICE-RELOCATION HTTP://WwW.MOSATLANTA.COM/BLOG/2009/12/HOW-MUCH-DOES-IT-REALLY-COST-TO-MOVE-YOUR-OFFICE-SPACE/ HTTP://ARTOFMOVING COM/HOW-TO-MOVE-YOUR-OFFICE-EFFICIENTLY HTTP://4MYOFFICE.COM/FULL-SERVICE-TRANSITION-MANAGEMENT/ HTTP://ALLIED. BG/OFFICE-MOVE/PREPARING-FOR-AN-OFFICE-MOVE/ HTTP://MOVING ABOUT.COM/OD/MOVINGABUSINESSOFFICE/A/BUSINESSCHECKLISTHTM HTTP://wwW.HELPMOVINGOFFICE COM/OFFICE-RELOCATION-INFO/MOVING-OFFICE-BLOG/AFTER-THE-OFFICE-MOVE-TIPS-ON-GETTING-SETTLED-IN HTTP://wwW.BLS.GOVIOOH/TRANSPORTATION-AND-MATERIAL-MOVING/HAND-LABORERS-AND-MATERIAL-MOVERS HTM HTTP://wwW.RELOCATIONFOCUS.COM/HOW-TO-BUDGET-FOR-YOUR-COMPANY-RELOCATION/ HTTP://WwW.RELOCATIONFOCUS COM/RELOCATION-CONSULTANTS-SAVE-MONEY/ HTTP://WwW. RELOCATIONFOCUS.COM/RELOCATION-CONSULTANTS-SAVE-MONEY/