Six key questions to ask when moving offices

Whether you’re starting up a business, expanding, relocating or have simply come to the end of your lease, moving offices is a huge decision that shouldn’t be taken lightly. Where you move, how efficiently you move and how quickly you do it can have a big impact on your business success. No two businesses are the same, nor are any two offices which is why using a broker like Office Freedom can give you the ability to tailor your search specifically to your businesses needs and save you time and money.

When we consult with any new client, we have a list of 6 questions we like to be answered which can help us conduct a thorough search of office spaces and help you make a considered and wise decision when choosing a new office. By asking yourself these questions you can help avoid making the common mistakes companies make when moving offices.

1) Why do you need to move office?

Considering why you are moving offices will give you an idea as to what you want from your next office space. Is it less space is needed due to more hybrid working employees? Are you looking for somewhere to hold formal meetings with clients? Do you need to relocate to allow employees to commute more easily?

Taking time to think about your reasons for moving offices and documenting your motivations will allow you to start your office search with clear purpose.

2) How is your current workspace being used?

It’s important to reflect upon how your current workspace is being used to enable you to make the right choice when moving offices. Do you have unused desks or are you overflowing? Are you making new hires and rapidly running out of space or looking to accommodate smaller numbers? Do you have all the facilities and amenities that you need, or perhaps you are looking to reduce office costs and are seeking a more flexible arrangement?

If you need some help to formulate your workspace strategy or are struggling to answer any of these questions to ask when moving office, then Office Freedom can undertake a review free of charge and make recommendations as to what workspace would suit you best.

3) Do you have the right resources and expertise for an office move?

Many businesses underestimate the time, resources and expertise required when moving offices successfully. Take time to understand the tasks involved when moving offices and then find the right person within your business to take the lead on this. This way, you can streamline the process and ensure that resources such as time, effort and money aren’t wasted.

The main tasks involved in orchestrating an office move are:

Define your requirements
Consider all the options (location, cost, size, type of workspace, amenities, scope to expand, terms etc.)
Conduct searches and local research
Check reviews and credentials
Make numerous calls
Shortlist properties
Arrange viewings
Negotiate with property experts
Agree contract terms
Appoint contractors and suppliers
Organise the office move

If you think that your business doesn’t have the resources to move offices successfully and efficiently, you may wish to consult with an office broker like Office Freedom. A broker will do all the legwork for you, simplify the process and when you work with Office Freedom this is a completely free service too. Win. Win.

4) What is your timeframe and budget for moving offices?

Establishing a budget for both costs and time are critical if you are going to derive a return on investment. Unless you are in a real hurry, for example your office has been flooded and you need a business continuity space to move in next day, you will be able to plan ahead. This means reviewing all of the options available to you including hotdesking, coworking, serviced offices, managed offices and leasehold property.

There are offices to suit all business needs at a range of price points. Office Freedom alone has hundreds of options in every location for different budgets. Ahead of starting your search, you may want to research areas and prices to give you an idea of what you can get for your budget. You should also be aware of some of the hidden costs of traditional leasing too before you commit long term.

Finally, do not underestimate the value of market knowledge and negotiating skills when looking at the commercial property market. Some of the best properties are not advertised and the best deals are struck between property professionals such as Office Freedom, the broker, and the office space landlord themselves.

5) Should you take a lease or flexible office alternative?

This is one of the most common questions to ask when moving offices. Conventional leased office space means you are renting directly from the landlord of the building, on a price per square foot per annum basis. Usually this involves a long-term contractual commitment between three and twenty years. Conventional leases generally appeal to large businesses who confident of their future requirements at the time of moving offices.

If you want more flexibility and agility, a flexible workspace is better suited to your needs. Serviced offices are flexible “work ready” spaces. The workspaces come fully furnished with furniture, utilities, IT infrastructure, security and management supplied. Serviced offices combine private offices and coworking spaces and are available to move in next day. They offer maximum flexibility, with contracts typically ranging from one month to two years. There’s no up-front capital expenditure, and in most cases, all costs are wrapped into one all-inclusive monthly invoice.

Serviced offices are great for growing businesses who want maximum flexibility, shorter term solutions, great facilities and simple cost control.

6) Is your workspace strategy agile and fit for purpose?

This last question may well be the most pertinent question to ask when moving offices in light of the lessons learnt following the COVID-19 pandemic. Does your business workspace strategy have the flexibility and adaptability to respond to whatever challenges and opportunities your business might face?

Many businesses are currently counting the cost of being trapped in a long-term lease in the wake of a huge change to how employees work day-to-day. Others are reaping the benefits of being able to downsize or relocate without penalty. We have seen the trend of businesses will looking to utilise more flexible workspace which embraces flexible working, promotes wellness, collaboration and drives productivity.

Do you have a clear idea of what you’re looking for and your motivation to move? If you have answered all of the above questions and still feel as though you’d like professional guidance for your office move, get in touch with one of our agents to discuss your requirements today. Contact Office Freedom today for the latest pricing, promotions and availability and get your office space search underway. Call 020 4579 6166 or visit our website.