Manage the Relocation
Once the terms for a new site have been agreed, a clear plan should be developed to help facilitate the move. Important factors to bear in mind include timing and phasing the relocation to minimise business down time, as well as communicating the plans with staff, customers and suppliers. The actual process of moving the business will need considerable thought, careful planning and intelligent management. At the very least, most companies will need to:
- Liaise with their solicitor to obtain landlord's approval for alterations and fit-out works
- Obtain competitive quotations for fit-out works and appoint and supervise contractors
- Obtain competitive quotes from removal contractors, ensuring that they are experienced in handling projects of a similar scale
- Ensure the removal process is clearly thought-through to reduce or eliminate risk
- Manage the property handover, including key transfer and the assignment of maintenance contracts etc.
- Ensure there is adequate IT infrastructure and utilities access in place
- Time the move to minimise the impact on clients and suppliers
- Plan for the Human Resources and administrative components of the move
- Allow for additional recruitment
- Be prepared for adverse reaction and the potential loss of staff
- Take steps to maintain morale and productivity
- Minimise disruption to the day-to-day operation of the business
- Follow a clear communication strategy, keeping everyone fully informed throughout
The fit-out period should also offer an excellent opportunity to make a few operational efficiency changes to ensure the business can capitalise fully on the benefits of its new site and location.
