Office Relocation Checklist
Avoid the common pitfalls of relocation with these tips.
When the time is right, shifting to a new office can be a smart move for your company. Use this checklist below to minimize downtime & ensure all the logistics are in order, so you’re ready to get going from day one of your business move.
If your office is starting to feel a little too spacious, or your team has outgrown it, you might want to start looking around for a new space. Other reasons besides space constraints include moving to a more accessible location (especially if you host business partners or clients frequently) or upgrading to a newer establishment with better facilities or equipment.
While you’re evaluating your needs for relocation, don’t forget to factor in additional costs associated with renting an office:
- GST: Don’t forget to factor in the extra 7% GST tax for your rental, especially if you’re not a GST-registered company.
- Service Fee: Ask about the service maintenance fee of the space you’re renting.
- Service Deposit: Most places will ask for a 3- to 6-month deposit before you move in.
- Air Conditioning: Check to see if it’s a central system that is covered under maintenance charges, or if you have to install your own unit.
- Utilities: Find out if you would be required to pay for your electricity usage on a consumption basis.
- Stamp duty, Legal and Admin fees: When the contract is signed, you will have to pay an initial fee for the paperwork
- Carpark: Remember to check the rates of parking at your coveted office area.
- Reinstatement of premises: Always ask your landlord if you need to reinstate the space to its original condition - the costs can add up especially if you plan to do significant renovations.
- Property Agent Commission:
Your business needs ought to determine the type of your next office location.
If you need a prestigious address for your business but don’t want the burden of a high recurring overhead, there are several co-working spaces located at grade A office buildings in the CBD, like City Hall and Raffles Place.
If office size is of paramount concern, industrial areas are a good consideration. The East, with areas such as Ubi Industrial Estate, offer spacious leases that are good value for money.
If you’re in the innovation business, business and science parks tend to offer a good balance between comfortable spaces and supplementary amenities. They are good for businesses that want to enjoy rental savings without compromising facilities and the dynamics of a vibrant work-life balance for the team.
The physical structure of your office is also a key consideration. From co-working spaces to mobile offices, there are many alternative office set-ups that you can consider for your business, each with its own merits.
After locking down the location and structure of your new office, you can drill down to the details in your planning to make sure your office is ready for operation once your team moves in. This can involve an assessment of your current network and connectivity configurations.
Some factors include:
- Internet Bandwidth: Does the office connection have enough bandwidth to support all your connected devices?
- Cyber-Security: With every additional connected device brings additional cyber risks. Does your broadband connection come with basic network protection? Do you need to increase your protection?
- Telephony: Do you need to keep your landline? How about alternative phone systems that enables your workforce to be mobile and contactable, while keeping the 6-series number.
The move is a great opportunity to leave behind your excesses – both physically (equipment) and digitally (data). A clearance sale or scrapping of unwanted equipment can help to offset your moving costs. For smaller electronics, you can recycle them under the REcycling the Nation’s Electronic Waste (RENEW) programme. Make sure to back up your critical data so that they can be safely and seamlessly transferred to your new office.
Rather than treating relocation as a hassle, take this opportunity to reassess your changing connectivity needs, and boost your team’s productivity long-term. Ensure that you can achieve stable connection within the office at your new premises to minimise downtime and frustration too.
On top of updating your office’s physical address for legal documentations and mails, don’t forget to do so digitally. Ensure that your business partners and customers know about your impending relocation by dropping them an email before you leave your current office. Refresh your company’s contact information on your website, as well as your business listing on Google.
Office relocation is not easy, but it can reinvigorate your employees when done right. With increased team morale and productivity, your business will be ready to ascend to new heights!