We see this quite often. Companies that know that they will need to relocate to a new office space start the process two, sometimes three years in advance, but they still end up rushing the physical office relocation procedures to within the last three months prior to their scheduled relocation date. Why is that?
Well, let’s look at the process. Companies planning an office relocation begin by engaging a real estate agent whose main focuses are to (a) find an ideal office space and (b) negotiate and close the lease. Often, however, the new location requires some redesign or reconstruction to “fit” the image and culture of the business that is moving in. That process requires a designer to be engaged to view the new location and draw up the plans for the company’s approval before office construction or build specialists are brought in to do the work…
Stop. Here is where the common error lies—Companies often are led to believe that they should not engage a designer until the lease is 100% finalized and signed. Getting to that stage of the lease negotiation process, however, could take up most if not all of the two or three years set aside for planning and putting into motion the physical office relocation!
So, when should a designer be brought into the picture?
Well, despite what most real estate agents may advise, we suggest that when there is an 80% commitment to the lease, even though the lease is not signed, that a designer be brought in to learn about the company’s goals and vision for the new office space, view the new office space, and draw up office design plans for approval. By the time the final office design plan is approved (an approximate three month process), the lease should be fully finalized, which means the office construction and build process along with the furniture research, purchase, delivery and set-up, and finally employee relocation-in can happen.
Leases are an important part of the office relocation process but they should not be the main cause of a rushed office relocation.
DJ McGauley and Associates Inc. is your Office Relocation, Design, Reconstruction and Reconfiguration Project Management Company of choice for the Toronto, GTA and surrounding areas. If an office relocation or reconstruction of your 2000 – 25,000sqft office space is a remote possibility, consider contacting us to arrange a no-obligation site meeting. We guarantee that by the end of that meeting you will know all that would be required to make your office relocation/reconstruction project a successful reality.