Category Archives: Office Relocation

5 Questions To Ask Yourself While Looking For New Office Space

helpful tips when looking for new office spaceAre you looking for new office space? You’re in luck! We understand that looking for a new office space can be a confusing experience, which is why we are here to help ensure you make the right decision for your company. After all, this is your prime opportunity to ensure your employees are equipped with everything they need – and might need – moving forward! Regardless of whether you are finding the right office space for your small business or larger corporation, find five questions to ask yourself while looking for a new office space below.

  1. Are There Any Hidden Costs I am Not Considering?

When it comes to looking for a new office space, before you decide whether your chosen office is right for you, it is vital to consider if there are any hidden costs you are unaware of. Before you settle on your new office space, it is paramount that you calculate the full cost of the space, including the cost of rent, utilities and various moving expenses. It is paramount that you also consider construction costs. As an example, in the the UK Damp proofing in London area is essential to ensure your employees health and well-being in a safe working environment.

  1. Is There Sufficient Room For My Company To Grow?

Once you are happy that you have considered all the relevant costs of your new office space, you should consider whether there is sufficient room for your company to grow. Whilst you must consider your company’s needs, taking into account the future of your company is just as important in order to avoid repeated moves. If you are unable to afford additional office space required to allow your company to expand, it is a good idea to attempt to negotiate a shorter lease term, so that when the time is right, you can find a more compatible office space.

  1. Is It The Right Location For Employees?

Now that you are rest assured that there are no hidden costs and that there is sufficient room for your company to grow, the next question to ask yourself while looking for a new office space is whether it is situated in the right location for employees. In order to dictate whether your new office space is in the right location for employees, you should consider where your employees live. Nevertheless, it is paramount to remember that an expensive commute may push your employees to seek employment closer to home!

  1. Is The Location Convenient For Clients?

As well as considering whether your new office space is situated in the right location for your employees, it is paramount to consider whether the location is just as convenient for client to get to because as fees associated with transportation increase, people may not be willing to travel far in order to visit your company. Just like deciding whether the location of your new office space is right for employees, you should take into account the expense of clients visiting your office, as well as the time it will take for them to arrive.

  1. What Is The Parking Situation?

The final question to ask yourself while looking for new office space is what is the parking situation will be like. Depending on the location of your new office space, you may not require a large car park. After all, if your company is situated near a bus stop or train station, your employees may be in favour of using public transport. If not, it is vital to consider where your employees can park cheaply, if not for free. If the parking is tight, is there a convenient alternate spot? Whilst you should not rule out parking tickets, they will need to be taken into account when it comes to deciding your budget.

There are countless things you need to take into consideration while looking for new office space, from deciding whether the location is right for you, your employees and clients, to making the most out of the parking situation. Most importantly, however, you should consider whether there are any hidden costs you are not taking into account while looking for a new office space, such as the cost of rent and utilities, in order to ensure your big move remains on budget.

Great Metro Areas To Open An Office

Where in the world to open an officeThe famous dictum is that when you see an opportunity, you go for it. With the advanced technology taking over and the improved economy and living standards; the deep-seated idea of running their own business and where to open an office has taken a new turn among business people. When considering where to open an office, metro areas all over the world and the plus points they offer, can be considered since nearly every investor is ready to move to a high business potential area. This will not only help you get a great business start but also change your living style accordingly.

Even if you don’t have your business industry running in a metro area, having its headquarter in a city like Denver or Miami (not forgetting the pleasant and spot on sights of Miami of course) is like signing a very profitable deal. You’ll be able to hire qualified, talented and trained individuals in your firm, the labor cost would be affordable and the economy of the city itself will be quite supportive. Don’t you see a bright future for your office in a metro area?

Here are a few top picks of where to open an office:

  1. Miami, U.S:

With a strong tourist industry and its diverse population, the overall local economy of Miami is quite strong with the ability to uplift your business to a new level. The more crowded the area, the better are the chances for your startup to progress and prosper, and Miami offers it all. It is also considered as one of the best business incubators which provide assets to the interested investors as well. More Info.

  1. Denver:

Denver is chiefly known for the energy sources and mining potential which have attracted hundreds and thousands of investors so far. The metro population of the area is increasing day by day without an increase in the dependency ratio. This means, establishing an office here would not only bring success but also allow you to enroll the most competent individuals freshly graduated from the universities or those getting training somewhere. Many professionals are seeking interest in Denver. It’s surely a potential area that supports the line of business. More Info.

  1. Beijing, China:

It’s been a decade since China has sprung up on the world’s map as the richly dense country in terms of population, economy and competitive workforce. Nothing could stop them at the time of recession so what would put them down? Beijing is known for its highly affordable public transport, easy access to airports and number one in warmly welcoming the foreign investors. Setting up your office here would profit you in terms of having an easy to go lifestyle as well. More Info.

  1. Abu Dhabi, UAE:

Abu Dhabi is one of the largest seven emirates of UAE with the famous parks, gardens, sightseeing spots and UAE Islands. The metro area of this emirate is also known for having a good business potential. This area has the highest GDP per capita income owing to the largest hydrocarbon wealth. More Info.

  1. Atlanta, U.S:

The United States has a lot of different metropolitan areas but Atlanta is one of those states which mark its huge territory in the domain of business development. With headquarters of companies like Coca-Cola, UPS, and famous airline; Atlanta is the center of business attraction for many investors. More Info.

  1. Seattle, U.S:

When business industries start, they tend to go down or break as well. Seattle is known for giving birth to thousands of startup businesses and offices every year while the numbers of business shutdowns are low. As this metro area is responsible for the success of Microsoft, an amazing online network Amazon and the world’s best coffee named Starbucks; the investors who invest here look forward to having a similar fate. More Info.

  1. Provo, Utah:

Are you looking for the talented workforce? Everyone needs to hire workers to make their offices and business run. Hiring the qualified ones, of course, makes a difference. Provo is known for its private universities and the highly qualified graduates they produce. These graduates would soon look out for a job! Why not take advantage by investing here? More Info.

  1. Omaha, Neb:

This is another city of the United States known for its educational background, high economy and low unemployment rates. Although it is heavily dense with small business industries but it has the potential to support large industries as well. More Info.

Are you ready to start your business? Do consider the above mentioned metro areas list before you take any step. Starting and running your office are two different things. To run it, you need a skilled workforce, affordable labor cost, transport facilities and a healthy economic area. Make sure the location you have selected has it all!

Guest Post by: Rachel Stinson who has always had a knack for writing, food, fashion, and places. Blogging has combined all four for her with an added bonus of enthusiastic audiences. She expertly analyzes real estates and restaurants with respect to pricing and people involved and can express her opinions in an unhesitating, engaging manner.

If you need assistance in finding a location to open an office, We can help with our worldwide network of local specialists. Contact us today to find out more.

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Prepare Yourself So You Can Avoid Mistakes When Leasing Office Space

No Mistakes leasing office spaceWhen it comes to scouting out a new office space location, you may be in the mood to hit the ground running full speed ahead.  Whether you have a small start-up company or you employ thousands, choosing an office space should not be taken lightly.  We have put together a list of a few common mistakes that businesses make when leasing office space:

Not allowing enough time. Depending on the size of office space you need, it could take up to a year to locate, negotiate and build out the new office. Make sure and allow enough time so that you don’t have to compromise and end up with less than you could have had otherwise. Timeline and process for leasing office space.

Not enough planning.  Don’t be tempted to jump into an agreement when you come across a space that “looks good on paper.”  What may seem like a dream location may not work for your particular business.  Carefully consider the location pluses and minuses, square footage, layout, and design of the building first. Make sure to discuss it with your top employees to get their input. After all they are your most important asset and should be consulted.

Not having representation.  More than likely, the building owner will have a listing agent working on his/her behalf. You cannot rely on them to help you. They are required to represent the best interest of the landlord, not yours. When leasing office space, it’s smart practice to have somebody on your side as well.  A good tenant representative, like the ones at OfficeFinder, will know the nuances of a negotiation and know what the comparable rents in the area are, so you don’t end up making costly mistakes.

Not understanding the documents.  This is another reason why having representation is crucial.  When signing a lease, the paperwork can be lengthy and full of legal jargon.  Have somebody who can help clarify what it all means, so you can be sure you know what you are signing. You can get an idea of the complexity by checking out our leasing office space lease checklist.

Not planning for the future.  Are you hoping for your company to expand in the next five to ten years?  It’s imperative to not only know if the building fits your current needs, but if it will satisfy for your company’s growth as well.

There are several reasons to be cautious when renting for commercial use, but with these tips in mind, they should help you avoid mistakes when leasing office space.  Please contact us to help you find your ideal location.

Also see our post on the Top 15 Mistakes Businesses Make When Leasing Office Space

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Office Relocation Planning Guide: 10 Tips for a Successful Office Move

office relocation hand truckAn office relocation is no fun, but at times in a necessary evil in order to move your business forward. Following these 10 tips will make the outcome much better.

1)  Select a mover with office relocation experience; do not use firms with only residential or household moving experience.  Don’t use a broker, rather contract with the company actually doing the move.

2) Consider the cost and difficulty of assembly and dis-assembly when buying office furniture and modular wall and furniture components

3) Check with the local municipal government of your new location for civil code requiring a permit if your street will be obstructed during the move.  If so, you may wish to consider including permit costs into your contract with your moving company.

4) Choose moving cartons no larger than 2 cubic feet in volume, anything larger could cause lifting injuries to employees.  The National Safety Council reports that 70% of all workers compensation claims are due to back injuries cause by lifting.

5) Your computer and other technology equipment should be wrapped and secure in bubble wrap as opposed to furniture pads.  Rent special crates from your mover to insure your systems are moved safely.

6) Consult with your office equipment vendor regarding the proper method of transport for copiers and laser printers.  Often manufacturers require you remove the toner or other specific components before moving.

7) Ask your mover how they will protect your flooring, carpeting and doorways during the move out of your existing location and the move into your new space. Consider purchasing additional liability insurance.

8) Before emptying file cabinets, see if your mover is capable of transporting your file systems intact, without damaging the file system’s structure.  Instead of emptying, packing, and unpacking desk contents, consider using special inflatable, non-destructive fillers to immobilize contents during transit.

9) Label ALL items, furniture, boxes, and other packages.  Again, label EVERYTHING.  Place labels on the top and at least one side of each package.  Color coded labels can help with efficiency, and it’s a good idea to mark which end is up on boxes and packages.  Appropriately mark FRAGILE items.

10)  Consider the location of electrical outlets at your new site and have plenty of appropriately rated extension cords/outlet strips that can be strategically placed before heavy furniture and equipment block the wall outlets.  Also keep on hand plenty of extra telephone and cat-5 cable.

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5 Keys to Finding a Great Tenant’s Office Leasing Broker

Certified OfficeFinder Specialist - Office Leasing BrokerThere are a lot of commercial real estate broker who will tell you how great they are at helping tenants find and lease office space. A tenant’s office leasing broker is known as an office tenant representative and plays a similar role as the buyer broker does in residential transactions. They represent your best interests and work to ensure that you get what you need at the best possible price. Not all tenant’s office leasing brokers are equally skilled. Here are a few keys to look for when deciding who to choose to work with you.

  1. Make sure there are no Conflicts of Interest: A conflict of interest can easily occur if the broker you are working with also has a listing that they are showing you. Who does the broker represent – You or the Landlord?
  2. What other companies with needs similar to yours has the broker represented? Is the broker experienced in the area and type of property you are looking to find? How many tenants has the broker worked with and are they willing to provide references?
  3. Find out how many deals the broker is currently working. Does he have the time for your requirement? This is especially important if your requirement is relatively small. You want to be the top priority, not an also ran.
  4. A good broker will ask more questions than tell you how good he is. Make sure the broker has a good understanding of your needs before agreeing to work with them.
  5. What happens if you are not happy with the service you receive? Make sure you have an out in the event you make a bad choice. Most good brokers will not be threatened by this.

The Office Leasing Brokers at OfficeFinder have been pre-qualified to ensure that you are going to get great service. Make sure to check them out, too. You will be happy with the results.

More on Working with a Tenant Representative

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Office Relocation Planning Guide: Relocating High Tech Equipment

Office MovingAn office relocation is an extremely complex task, and no component of this process is more challenging than moving your high tech equipment. You can hire a specialty technology mover, but they can be expensive. For those companies that wish to manage this task in-house, we offer a checklist with some sound advice for the relocation of high-tech office equipment:

Planning

  • Request a detailed copy of the floor plan that includes proposed furniture orientation.
  •  Review final space plans, including electrical and furniture placement.
  •  If modular furniture is being used, run the network cabling before the furniture is installed.
  •  Determine PC and printer locations in the new space.
  •  Determine the location of fax machines in the new space.
  •  Identify personal printers on the floor plan.
  •  Identify analog lines on the floor plan.
  •  Determine jack locations (on the furniture plan) for voice and data.
  •  Obtain bids for wiring (once floor plan is approved).
  •  Check to see if the doorways, access hallways, ramps, and the elevator doors are wide enough to accommodate your moving equipment.

Organization

  • Establish move teams. For each team leader, establish a backup in case the original team leader is unavailable.
  •  Desktop team: Break down unused PCs and equipment and rebuild in the new location Or contact a computer relocation company like PC Disconnect.
  • Testing team: Visit each workstation after it’s assembled and verify that everything is operational.
  •  Printer team: Install and configure all printers.
  •  Backup team: Take responsibility for the data (perform backups).
  •  Network team: Build racks and configure switches and routers.
  •  Review space plans and jack locations for all equipment with team leaders.
  •  Create an outline for each team member and vendor, as needed.

 Labeling

  • If you use both analog and digital phone and network lines, make sure that everything is clearly labeled with an “A” for analog, “V” for digital phone lines, and “D” for network lines.
  •  All wiring should have permanent labels at both ends with information like room plate and jack numbers. Post a set of floor plans next to the patch panels with all of the room numbers and wall plate locations clearly identified.
  • Label computers, boxes, binders, switches, keyboards, mice, etc., with destination information like room numbers and office locations. The information should be detailed enough so that whoever is installing the items can place them without having to ask where they go. One idea is to use different colored labels for each major location at the new office. At the new location, place the appropriate colored labels on the doors, door frames, and cubicles. If the building has several floors or wings, put groups of labels at intersections, stairwells, and elevators, with arrows pointing the way.

 Cleaning

  •  Moving is a good time to give your computers, keyboards, and monitors a good cleaning. Just prior to or right after the move, open the computer cases and blow out all the dust with a reversible vacuum cleaner. Use a compressed air bottle for keyboards and a safe screen cleaner for the monitors.

Network Cabling and Wiring

  •  Schedule wiring according to the construction timeline for newly built structures
  • Identify the telephone and data cabling closet/room within the space.
  • Identify the server location on the floor plan.
  • Verify that the location of the server room is centralized to avoid the 100m Ethernet UTP length limit.
  •  Confirm minimum requirements for the server room, including room dimensions, electrical requirements (30 amp dedicated circuit), floor coverings, HVAC with alarm and separate thermostat, and dedicated space for tech equipment only.
  • Evaluate cost and lead time in providing additional electrical service in the new location.
  • Test all network and phone drops as soon as possible. This should be done before the arrival of any equipment.
  • Test all power outlets using a tester as well as plugging something in.
  •  Map the locations of the new desks-or new locations of existing desks-with your office manager(s) and use a mapping tool to estimate your cable sizes to avoid too-long or too-short cables.
  • Plan for extra wiring drops. Put at least two to four drops on every wall of an office space. Run four strands of Cat5/5E cabling to every wall and terminate with RJ45s in a wall plate. In the computer room, group the four strands that correspond to the four jacks on the wall plate and then punch everything down on Cat5/5E patch panels.
  • Be sure the backup batteries for phone switches and servers are all accounted for and installed according to schedule.
  • If you have an 800 number, make sure your vendor is aware and ready for the cutover date and time. Test the new phone line several days before the move, leaving some cushion time for problems. The more complex the routing programming is on your 800 numbers, the more time and testing you need.
  • Disconnect all leased lines, such as T1s, at the old location.
  • Review programming/routing on the voice mail system. You may need to make changes there.
  • Determine what type of Internet access is available at the new location. (Note: Lead time for a T1 line is often six to eight weeks.)
  • If you have to change your ISP, you must also plan to change the DNS resolution for your company’s Web addresses if you host it internally. If you change ISPs you’ll have a change of IP addresses, so you will have to register the change with the DNS registry companies and time it right so that service is interrupted as little as possible. If your server IP addresses are not updated with the new DNS information, then Web and e-mail servers will have problems.

 Equipment

  • Inventory existing equipment and hardware, including computers, monitors, printers, modems, servers, surge protectors, fax machines, data cables, network switches, copiers, firewalls, and the DMZ port.
  • Evaluate the need for new equipment.
  • Make a note of the lead time required for new orders to be filled.
  • Donate or make a plan to properly dispose of equipment that is going out of use.
  • Often, laptop users who disconnect their PCMCIA network cards will leave them behind. Be sure you have spares at the new office.
  • Review service calls for the past year and identify likely-to-fail parts. Have several of those parts on hand. Have spare cables and hard drives on hand.
  • Have a physical backup (bootable media) for all servers. Plan to transport the backup media separately from the truck moving the servers. It’s not a bad idea to have two copies in two separate cars.

Communications

  •  Identify key contacts at new and old locations.
  •  Prepare a list of contact names, phone numbers, pagers, e-mail addresses, and cell phone numbers and distribute the list to all responsible parties. The list should include property management contacts, local telephone company, long distance telephone company, local computer support vendor, local telephone system vendor, telephone/data cable vendor, shipping representative, and Web site Webmaster. Store a printed copy in a safe, easily accessed location, like your car.
  • Ensure that the local staff contact will be onsite for deliveries or vendor access to the space prior to office opening.
  • Establish and inventory every telephone number to be moved.
  • Schedule a meeting with the local telephone vendor.
  • Schedule disconnects or additions of phone lines.
  • Transfer any ISDN lines.
  • Make sure that there are at least three analog lines available in the office on the day of the move.
  • Schedule activation time for new site.
  • Reconfirm move date with all vendors one month prior to move.
  • Have a team meeting to confirm roles and responsibilities.
  • Update all pertinent information with your company’s backup alarm system, office security systems, etc.
  • Remind users to back up their own files onto the network or disks before the move.
  • If any reconfiguration is necessary at the new site, script all steps whenever possible. Test the steps before the move. In writing this list, assume that end users will be doing the changes and make the script foolproof.
  • Script the shutdown steps of all equipment.
  • Check to see that service contracts on fax machines, PCs, servers, copiers, etc., are not voided if someone other than the contractor moves the equipment or preps the equipment for moving.

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Using Colors to Create a Feng Shui Office

Color PalletBefore you move into a new office space, deciding what colors to use for walls, furniture and accessories is important. Although it’s easiest to do, stark white walls and minimal decorating create a cold, institutional atmosphere. Instead, create a feng shui office to create a calm, welcoming environment that helps employees, clients or patients relax and feel comfortable.  Here are some ideas for colors that will make your office space feel less institutional and more welcoming.

Greens

Green represents the wood element in feng shui. It is a healing color and it represents renewal, growth and fresh, new energy. Using pale green paint on walls in the waiting room is a good idea. If you’d rather keep the walls a neutral color, bring in green elements such as furniture and window treatments. However, the easiest way to bring green into your office is with plants. Plants also create a warm, home-like environment that puts patients at ease and they also help purify the air.

Pinks

In feng shui, pink is representative of the fire element. It is a good way to bring a soothing energy into any room. A very pale pink paint color on examining room walls or restrooms is a simple, yet effective way to incorporate this element. Other ways this to do this is by adding artwork, flowers and other simple accessories with a pink tone to them. You don’t have to overwhelm the space with pink to take advantage of its soothing effect.

Purples

Purple represents the fire element in feng shui. It’s a high vibration color that improves the mood and energy level of those that encounter it. For this reason, it’s wise to limit the use of purple to lighter tones and only use it in moderation. The best way to do this is to choose artwork, accent pillows and smaller accessories that have elements of purple in them.

Yellows

In feng shui, yellow is the Earth element, representing sunshine. It’s a cheery color that increases self-esteem, improves health and give an overall sense of well-being. If your office is on the dark side, consider light yellow walls to brighten the space with a warm, sunny feeling. Another simple trick is to add a vase of artificial yellow flowers on a waiting room table.

Whites

In feng shui, the color white is the metal element and it represents purity, innocence and cleanliness. The crisp, fresh feeling it can bring into a room are perfect for a medical office, but should not be the main color. Use pure white as an accent color around door frames, windows and accessories such as window coverings and accent pieces.

Blues

It’s no surprise that blue represents the water element of feng shui. Associated with the blue sky and clear, refreshing waters, it’s a calming color. An easy way to bring blue into your décor is by adding artwork that depicts ocean waves on a beach or a serene lake scene. Blue carpeting, accent pillows and window dressings with blue elements are other ideas. A small fish tank is another simple, yet effective way to bring the water element into your office.

If you’re planning on moving to a new office space, either conventional, executive suite or medical office space, in the near future, contact us. Our experts understand how important the right office can be. We’ll be happy to help you find the perfect location and offer some more great decorating ideas.

Article: How To Apply Feng Shui in Your Office

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Office Relocation Planning Guide: Selecting a Moving Company

Office MovingOnce you have found the office space you will be relocating to the next big part of an office relocation is the actual move itself. Here are a few suggestions on how to go about selecting a moving company.

1)  Research all of the contact information for the company including name, physical address (no PO Boxes), and any other names they do business under.  If you find more than one firm at the same address, that is a definite red flag.

2)  Determine how long the company has been in business. Many corporate movers have been doing business for many years so it’s a good idea to work with companies that have been around for at least five years. It also doesn’t hurt to find out how long they’ve been operating under the current ownership and management structure.

3)  Check to see the company is properly licensed.  Properly licensed interstate moving companies will have both a DOT number and a MC number from the Federal Motor Carrier Safety Administration. You can verify these numbers yourself, for free, at SaferSys.org. Intrastate movers aren’t subject to the same regulations, but most states have their own licensing requirements you should check.

4)  Inquire about the company’s insurance coverage – what’s covered and for how much. They should carry insurance that covers your materials while in transit, as well as any damage the movers cause to your old or new properties. While all movers are required to have basic insurance, be sure to check into the limits on their coverage, and consider paying extra for additional insurance if you think you need it. Also make sure they carry current workers’ compensation coverage because if they don’t, you may be liable for any injuries their workers receive.

5)  Get reliable recommendations – You MUST check out potential movers through objective sources like the BBB or your state’s Department of Transportation. A reputable commercial moving company will be listed with both these agencies.

Note:  You can also call FMCSA’s Safety Violation and Consumer Complaints hotline at (888) 368-7238. It’s free, available 24/7 and you can check the complaint history of any interstate mover.

6) Don’t just jump at the lowest price! You need to investigate the estimate to find out if it’s realistic. As they say, if it sounds too good to be true, it probably is!  Get at least three estimates from commercial movers. This will allow you to make a fair, objective comparison.

Compare apples to apples. Break down each mover’s estimate into parts and compare them to estimates from other commercial moving services. Consider factors like the amount of time and the amount of materials estimated.

Expect estimates to fall within a reasonable range of each other. A good estimate should be no higher – or lower – than 10 percent of the final cost of the move.

If we can help you find office space….

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What to Consider Before You Lease Office Space

office space for leaseMaking a bad decision when it comes to choosing office space can have negative repercussions for any business, including loss of customers and a big impact on your bottom line. As many landlords prefer three to five year leases, it’s essential to know what you’re looking for before you lease office space and sign on the dotted line. Find the right office space, make the best decision for your company and start making money.

Use a Tenant Representative to Lease Office Space

Choosing the wrong broker, or not using one at all, can add up to a very expensive error. Tenant representation is essential, but you don’t want to rely on a broker with a conflict of interest, such as one who represents both the tenant and the landlord. Use one who strictly represents you as the tenant, which ensures that the broker remains true to their fiduciary duty. You wouldn’t use an attorney to represent bother parties, and the same holds true when signing an office lease.

As a business’s office space is usually one of its biggest expenses, having the right broker on your side can often help to reduce the company’s bottom line and also help protect its interests in a number of other ways.

Determining Priorities

Before signing an office lease, have you considered all of the short and long-term priorities of the business? Ideally, you should have an office space planner conduct a space program to determine your size needs including aspects like floor load capacity in order to support heavy equipment. Your tenant rep can help you with finding one and very often it will not cost you anything. Landlords provide this as an incentive to get you into their building. You may also want to find a space to lease within a larger complex that allows for future growth.

Understand Associated Costs

In addition to monthly rent, make sure you understand all costs involved, such as utility costs, common area maintenance fees, Internet and telephone installation costs and possible extra HVAC (heating, ventilation, and air-conditioning) costs for running your business after hours.

Both you and your broker should inspect all documents thoroughly as they are designed to benefit the landlord and make them money, not you.

Take Your Time

Not giving yourself enough time to make the decision and to go through the entire process of securing an office lease is one of the biggest mistakes office tenants make. You need time to explore the market with your tenant rep, tour facilities and interview landlords. Most tenants tend to significantly underestimate the time it takes to complete each stage, whether renewing, moving or starting fresh. Depending on your space needs and how complex your technology, the office leasing process may take 6 to 12 months or longer just to find and negotiate a deal.

Taking these considerations to heart will help you have a positive outcome when you lease office space.

Related: Top 15 mistakes Tenants make When They Lease Office Space

By: James Osgood
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Office Relocation Planner Guide: Part 1 Overview

office relocation plannerEvery year, hundreds of thousands of businesses across the country relocate their offices to new space.  Many have grown too large for their current space, while some companies are down-sizing to smaller, more cost efficient offices.  Still other businesses may be relocating to a new geographic area offering lower operations costs.  Whatever your particular reason for making a change, moving a company requires a lot of thorough planning, open communication, and hard work.

One of the very few events that may be more stressful than a residential move is a corporate office relocation! Most people are totally unfamiliar with how to prepare for a corporate move and the process can be quite overwhelming to the inexperienced. Without proper planning, you may find yourself with a digital copier too large for its designated space, a phone system without enough telephone lines, or movers being paid to stand around and wait while employees pack up their belongings.

This Guide is designed to inform you of some of the most important issues related to office relocations, and to help you avoid costly mistakes during the process.

According to the International Facilities Management Association “Two-thirds of those responsible for their company’s relocations either lose their job or get demoted after the project.”

Start with a Comprehensive Moving Plan

The key to assuring success with any office relocation is planning everything down to the smallest detail. As part of the process of planning an office move you should first determine who will be on the relocation team and what you can handle in house and what might you need or want to outsource.

If you are considering hiring a relocation consultant to manage the move process only, you may be wasting your money.  Most reputable office moving companies will assign you a project manager to assist you with the process from beginning to end.  However if you need a consultant to help with space planning, furniture purchases, implementing new technology, etc., then a relocation consultant could be a valuable resource.

Factors to Consider When Planning an Office Relocation:

Technology Systems Planning – What is the current status of your high tech equipment? Since most companies renew their technology every 18 to 36 months, is this an opportunity to upgrade or expand your systems?

Asset Management Planning – Audit your existing assets. What’s worth moving in the area of technology and furnishings? What should be replaced or upgraded? Can you install what you’re moving in the new facility or are there obsolescence and incompatibility issues?

Space and Interior Design Planning – Whether you elect to handle the space planning or to use a consultant, building floor plans drawn to scale are very important.  Drawings that are reasonable facsimile representations of your space can be very misleading and create substantial problems on moving day.  Once you have the ‘big picture’ settled you can focus on special details for decorations, artwork, enhanced lighting and plants.

Space Requirements Analysis – For space planning purposes compile a roster of personnel and their anticipated space needs as well as a detailed inventory list of the minimal space requirements for all machinery and office equipment. Once you have your roster and equipment list compiled, you can easily determine your total minimum space requirements.

Business Requirements Analysis – Employees should be consulted for specific preferences and requirements.  Once all the information has been compiled, you will be prepared to complete a ‘needs analysis’ of business requirements and preferences.  Develop a ‘must-have’ priority list from your requirements list to help you identify which areas of your business need the most attention.  Also develop a timeline for your requirements list that includes the start date and the projected completion date for each item.

Part 2 of our Office Relocation Planner Guide will address the key factors in developing an Office Relocation Plan.

If you need some help, we’d be happy to help you Find Office Space.

By: James Osgood
OfficeFinder