2021

Edition

DEADLY SINS
OF MOVING OFFICE
The Deadly Sins of Moving Office focuses on the major areas where common mistakes are
made during an office move and offers practical guidance on how to avoid them.
Deadly Sins of Moving Office

Sin #1: Having No Clear Direction

A business trying to move office without having a clear direction is asking for trouble.

Unless everyone is clear as to the rationale, requirements, objectives and limitations behind the
move … then all subsequent office move planning and execution will be severely hindered.

There are some big decisions that must be agreed as the start point in carrying out the move which
will then form the basis of the detailed planning process.

These include:
 WHAT: moving to smaller, bigger, cheaper offices?
 WHERE: do we want to move to?
 WHEN: do we have to be in the new office by?
 WHY: what are the key drivers behind the move?

Take time to consult with key decision makers within your organisation so that you are clear about
the functional, operational and financial drivers behind the move.

Sin #2: Leaving it Too Late

Leaving everything to the last minute can result in hasty decisions, increased costs, fewer options
and a less favourable negotiating position.

There’s a lot to do, so the earlier you start the greater the chance of achieving a successful outcome.
It’s impossible to start planning too early. Best practice says that you should start reviewing your
options 9-18 months prior to your lease expiration (or lease break), regardless of whether you are
considering renewing, renegotiating or relocating. That said, it can be possible to carry out an office
move in a shorter period PROVIDED that you work with the right office relocation team.

It is vital that you allow enough lead-time to increase the amount of leverage and competition
between the various options - which can result in substantial savings for you. You must begin the
process as early as possible to avoid being rushed into making the wrong decisions. As the Roman
Poet, Ovid said: “the wise do everything in its proper time” - it was ever thus!

Give yourself enough time & opportunity to make the right (and informed) decisions. Use the free &
interactive Moving Office Timetable to help plan each step of your office move.

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Deadly Sins of Moving Office

Sin #3: Not Having the Right Team in Place

For your office move to be a success, you’re going to need to put together the right Office Move
Team.

Many office relocations fail through companies having the misplaced belief that they can save
money by not engaging professional help. But working with experienced industry professionals
ensures your move happens on time, to budget and with minimum hassle & disruption to the
business.

Anyone who’s ever been involved with an office move knows that, for a successful outcome, a
collaborative effort is needed from key people within your organisation AND external office
relocation professionals.

Internal Team Members

 Project Leader - they should be responsible for overseeing the entire project & delegating tasks.
 HR - to act as facilitator between the office move team and all staff.
 Finance - to help set, co-ordinate and manage the moving office budget.
 IT - to brief your IT relocation company on the migration of all equipment & business phones.
 Marketing - to notify and promote the office move to clients, the press and key stakeholders.

External Team Members

 Property Agent - to find your business the most suitable office space and then negotiate the best
financial terms.
 Solicitor - to ensure that the agreed terms are accurately reflected in the lease and that your
best interests are fully protected.
 Office Fit-Out - to design and deliver the most efficient and useable working space.
 IT & Telecoms Company - to oversee the migration of your IT equipment & phones & avoid any
disruption or downtime.
 Office Removals Company - to ensure that all of your office equipment is safely/correctly
uninstalled, transported and reinstalled in your new office.

For the best outcome it is recommended that you combine your understanding of your own
company priorities with the expert advice and market knowledge of office move professionals.

Sin #4: Lack of Project Planning & Preparation

If you fail to prepare, you may well be preparing to fail.

Many companies totally underestimate the amount of time, planning and co-ordination involved
with an office move. Not least having to continue to run your business and focus on your existing
workload and commitments. It’s no wonder moving is ranked as one of life’s most stressful events!

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Deadly Sins of Moving Office

Anecdotally, it has been reported that two out of every three people who are given the task of
managing an office move quit or get fired within 6 months of that office move. Don’t let that happen
to you!

It is understandable, therefore, that the prospect of organising an office move could feel like a
daunting process. But like any process, it can be broken down into a series of simple tasks and
checklists to make everything more manageable.

Don’t try to reinvent the wheel when you can use the full suite of tried and tested office relocation
planning information available in the Help Moving Office Resource Centre.

Remember the old P6 adage: “Prior Preparation & Planning Prevents a Poor Performance”.

Sin #5: Unrealistic Budgeting (or none at all!)

Without a realistic budget and proper financial management, your moving costs could spiral out of
control and you’ll end up spending more than you need to.

Even though a rough budget may have been set at the outset, this will need to be fully developed to
incorporate all moving office cost items. It is important to identify all office relocation costs and get
quotes for everything before you start spending.

Record all your moving costs in the Moving Office Budget Planner which you should update regularly
and use as a working document throughout the entire process.

The best weapon against overspending is to set a realistic budget and stick to it!

Identify, manage & control your moving costs with this free and easy-to-use Moving Office Budget
Planner.

Sin #6: Trying to Cut Corners

All office relocations require expertise from professionals so don’t fall into the false economy of
thinking that you can save money by short-cutting the process.

Thinking of trying to save money by taking on the office move yourself? Think again. Many
companies have the misplaced belief that they can save money by not engaging professional
expertise - but this ends up as a false economy.

Moving to a new office is a major operational and financial commitment, and a successful move

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Deadly Sins of Moving Office

requires a collaborative effort. You will need to draw on the knowledge and expertise of a wide
range of professionals during your office relocation.

Their charges are not expensive when considered against the total costs of a lease over the length of
its term. In fact, when compared against the costs of making a move to the wrong building, or even
to the right building on the wrong terms, they are very small indeed. Trying to do the office fit-out
and removals on the cheap may well cost more in business disruption.

There are some things best left to trained professionals. Moving office is one of them. And to
paraphrase that well-known truism: “do not attempt to try this yourself!”

Companies who understand the importance of utilising professional expertise for their move avoid
mistakes, save money & get better value for their money.

Sins #7: Poor Communication

An office move can be a major disruption for your staff, and maintaining employee morale and
momentum throughout this period of change is never easy.

Like it or not an office move can bring out a multitude of changes for any organisation. And these
changes need to be managed in a sensitive and empathetic way in order to encourage positive
behaviour and increased productivity amongst your workforce.

All too often, companies fail to recognise the significant impact that an office move can have on their
staff. For a business, a move may be simply a change in address, but for the employee the issue can
be a lot more personal.

If you don’t keep the lines of communication open to all interested parties, internal and external, it
may result in frustration/anxiety amongst your own staff and a lack of co-ordination from your
external advisors.

There will be some people, both internal and external, who you will need to consult for their input
on the planning process; there will be others who need to be informed; and everyone needs to be
regularly updated to keep their interest and motivation levels high.

Keep your message about the reason (s) behind the relocation clear and consistent. Always promote
the positives and emphasise the advantages of what the new office space will bring.

Best practice suggests employers should consult with their staff before, during & after the move.
Refer to the HR Guide to Moving Office for top tips on how to inform & involve your staff throughout
the relocation process.

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Deadly Sins of Moving Office

Remember the 3 P’s

 Planning
Wherever you are in the office relocation process Help Moving Office has the information you need
to successfully plan, budget & execute your office move.

 Preparation
Go to the Help Moving Office Resource Centre and access tried-&-tested office relocation planning
information for each and every step of your office move.

 Professionals
All successful office moves require the advice, support & expertise from office relocation
professionals.

Disclaimer
This information has been prepared by Help Moving Office as a general guide only and does not constitute advice on any specific matter.
We recommend that you seek professional advice before taking action. No liability can be accepted by us for any action taken or not taken
as a result of this information.
© Help Moving Office 2021