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How to make Office Move Successful

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How do you best prepare for an office move? What are the costs and logistic coordination efforts involved in office move? If you find yourself asking these important questions, here are some important tips to consider so that you can ensure a successful office relocation for your business in Singapore.

Identify Your Reason for Office Move

It can be a daunting task to uproot your employees and it’s natural to be anxious that such a move could interrupt business priorities and even operation. These are some reasons where office relocation is unavoidable:

Company expansion

The current office space is no longer able to accommodate the number of new hires coming in. Refer to the useful Office Floor Size Calculator to help you understand how much space you need based on your headcount.

Operation Cost Reduction

Office rent is one of the highest costs to run a business in Singapore. With the increasing office rents in prime district, many companies may consider moving to a more affordable space when their lease expires. Submit your headcount and office rental budget to understand the current market and where you could afford.

Office Consolidation

Consolidating your business operation from various locations to a single office space could help to boost team collaboration and productivity. Not to mention the time and cost saved from operating multiple office sites- reducing multiple bills like utility, telecommunications, office insurance and rent.

Right sizing

Right sizing your office space is not just a means to enhance short-term financial results. It could offer potential to improve your office location, be closer to clients or provides more convenience for staff travelling to work, or to refresh the dated office look with efficient and functional layout.

Merger & Acquisition

As with any merger and acquisition, key talents and teams will move from one office space to another. Adapting to the new culture and environment are the major challenge of such relocation.

Lease termination notice from landlord

In some cases, landlord serves notice to tenant to vacate the building in order to allow major building redevelopment work. For details on the period of notice, compensation and others, it is advisable to refer to the signed off tenancy agreement pertaining to the clause on Landlord’s right to terminate.

Once you have identified the motivation to relocation, start planning the office move to achieve the target goals and office move-in date.

4 Steps in Planning an Office Move

Improvising on the go is the worst approach to adopt for a major company exercise- office relocation. In order to execute the move with control and peace of mind, it is important to follow a structured plan and keep office relocation risks to the minimal.

Here are the 4 steps in planning an office move:

Step 1: Create a Timeline

It’s important to begin planning your office relocation by first creating a timeline. This timeline should include the essential stages with realistic target deadline. The time required for each stage like office lease negotiation will differ from one company to another because of the unique requirements. Click here for a customised office move timeline to save yourself the hassle of trying to figure out what to do next while staying on top of the game with market expert’s help.

Step 2: Assign a Project Leader

The success of your office relocation in Singapore will rely heavily upon having the proper manpower and support from your team. To best ensure success, consider assigning a lead project leader, a trusted staff with the authority to drive the project forward. He/ She will engage with the relevant stakeholders like IT, HR, CEO office and department head to coordinate the logistic effort and manage employees’ expectation. Of course, someone with the right office relocation experience will help tremendously.  

Step 3: Be Organised

Defining what you want to accomplish through your office relocation is an important component of the planning process. Office relocation is a great chance to improve on how your company operates and now that you have your team assembled, you can partake in defining what it is you hope to accomplish.

Seek to answer some of these important questions alongside your team:

  • What kind of workplace do you hope to create for your employees?
  • What aspects of your workplace are most important to meet organisational standards/ expectations?

Some organisations place great importance to leasing Grade A office buildings for the pinnacle quality and image or certified Green office buildings because of their company’s values on environment sustainability.

  • What types of workspaces are most important for your employees?
  • How can you strengthen your company’s brand through the relocation process?

Here’s a definitive office relocation checklist/ project plan to help you stay organised from planning to post-execution. The checklist also included the administrative tasks like sending office relocation letter or emails to your clients and other relevant parties about your office move. Not to forget about relocating utility accounts and issuing office move instructions for employees in a timely manner.

Download Free Office Move Checklist. This is your handy Office Move Plan.

Step 4: Engage Professional

Now that you’ve defined exactly what you and your team hope to accomplish during the office relocation process, you can kick off the office search by engaging professional who is independent, transparent and able to look after your interest for the entire process.

Check out the one-stop service spaceSense has provided for our past clients and 5 common mistakes you shouldn’t make in renting office space.

Renting Office Space

In order to properly evaluate the options of office space, you’ll need to have a good idea of what you’ll need from it- even down to the finer details. These finer details are just as important as the larger picture and include:

  • Building conditions
  • Local amenities
  • Nearby F&B options
  • Commute times for staff
  • Parking
  • Accessibility
  • Building’s security access control

Review the checklist to find and rent office space in Singapore. Ensure you get your requirement right prior to viewings and know what to look out for during viewing.

By having these important requirements at the forefront of your mind while looking for the best place for your office relocation, you’ll save yourself a lot of time and stress.

Submit this form to get a market sensing on the location which suits your office rental budget as well to ensure you are not missing out opportunity which might also serve your needs.

At spaceSense, our exclusive commercial real estate advisor will work alongside with you to shortlist properties which meet your criteria, arrange viewings and negotiate the leasing terms. There will be a schedule tailored for you, indicating the key stages of leasing and fitting out the office space to help you meet your target move-in date.

Select Your Office Designer and Other Key Professionals

Once you have decided on a new office space, you will be reminded on spaceSense platform to engage designer or contractor for your office fit out. Make use of this office fit-out requirement checklist to develop a proper project brief before seeking proposals from the designer or contractor. Other key professionals you may need are: IT, security and Audio Visual vendors, reinstatement contractor and office mover.

Getting the professionals with the relevant project experience and good track records will help you greatly in meeting your requirements, budget and move-in date.

Henceforth, do cater sufficient time in choosing the competent team who can commit to make your move a success.

Office Renovation Guide- realise your ideal workplace easily.

Communicate with Your Staff

Change is not easy for all. Communication with your staff before, during and after the office relocation is vital to assure and to prepare them for the change in the workplace environment. Seek their feedback about the look and feel they wish for the new office, what they need to be productive and happy at work.

Involve your staff from the beginning so that with their active participation and sense of ownership, they could more likely to embrace the change and feel good about new office space. The definitive office move checklist/ plan also include basic steps to engage your staff for other logistic arrangement.

Making the Move

Involve your key stakeholders to decide on the ideal move date. Some may avoid the busy financial reporting period or when the staff are out for company-wide event. Make sure you could get the full support from your team on the actual move date.

If relocation of IT equipment like server rack is required, do coordinate with your IT team and ensure there is proper decommissioning and commissioning of the equipment. Your IT team is there to ensure minimal system downtime and a successful migration to resume business operation.

Ideally, all the employees should move into the new office on the same day ie. moving out on a Friday and starting first day of business on the following Monday. However, if the move size is too big, your professional mover may advise you to stagger the move over a few days. Do discuss with your team and the appointed mover to derive a detailed move plan that works for your company. 

Congratulations on Your Office Move!

Relocating your company is a big step (as you now know).

You may organise an office welcome breakfast or welcome gift for your staff on the first day of business at the new workplace. During the breakfast, you could make time to celebrate the success of the teams and individuals involved to make the office move happen.

It is recommended to organise a physical tour or orientation for staff to know where they will be working at, the shared meeting rooms and other facilities they will need. Get your staff be familiar with how to use the technologies and equipment your company has invested in. Let them adjust and feel at home to do their best work.

Since change is not always something everyone are comfortable with, do adopt a continual change management process and support staff to transit smoothly into the new environment. It is a good idea to carry out a post-occupancy review, which is typically done within the first 6 months of moving. Do consider staff feedback to further optimise or improve the workplace for the way it is used for business. 

Want more information on how to make the best of your office relocation?

Check out our other articles on renting office space in Singapore and renovating your workplace here:

Renting Office in Singapore: The Essential you need to know

Guide to Office Renovation in Singapore
How to keep Office Renovation Cost low in Singapore

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