What to Expect When You’re Expecting . . . to Move Offices: Advice from NAI Robert Lynn’s James Davis

Though relocating an office can be a positive thing, the actual move itself can be a nightmare. The best way to reduce the challenges that might plague an office move is to plan, plan, plan. James Davis, Vice President with Dallas-based NAI Robert Lynn, shared tips and thoughts with Connect Media.

Q. When do you know it’s time to move?
A. Moving is a huge decision, and should primarily be based on growth opportunities and cost.

If the space can no longer accommodate additional growth due to configuration or energy within the space, and renovation costs aren’t within budget, it’s time to move. But, if you’ve recently gone through personnel or business model changes, it is sometimes best to get a handle on those changes prior to making a move. We also have clients who fear they might lose or confuse existing clients with a move, so it’s important to weigh if the potential loss is worth the gain.

In general, if a location works for the decision-maker and employees, the space fits the needs of the business, and there are expansion opportunities for people and productivity, you’ve found a good reason to stay put. Hiring a trusted broker will help determine if you are getting the best deal based on your current circumstances.

Q. What types of challenges occur when relocating, and how can they be mitigated?
A. When relocating offices, clients have many tasks to tackle within a designated timeline, including everything from “big picture” architectural design, hiring movers and setting up IT, in addition to smaller details, such as changing the mailing address. The biggest mistakes stem from companies waiting until the last minute to move, having too many people involved in the moving decisions, or putting the wrong person in charge and not having a design advocate.

Many brokers do a great job at negotiating deal points and lease comments, but some take a back seat when it comes to space configuration and thinking through details like where the copier goes. It’s important to have a broker who can negotiate deal terms and serve as a design advocate, envisioning lines on a paper as a 3D functional space.

The best advice we give clients is to start early, and make decisions early. In the past, we told clients we needed 60 days to build out new space, but now we are seeing 90-120 days to realistically build out a space from scratch. The permitting process and coordination of sub-contractors has become increasingly difficult.

Q. What should be on the relocation “check list?”
A. At NAI Robert Lynn, we provide clients with an extensive checklist to help them meet deadlines and mitigate possible mistakes. While this list includes 20-30 different tasks, here are some of the most important things people can overlook:

Coordinating walkthroughs/making design decisions in a timely matter
Scheduling internet/phone installation so it’s ready upon move-in
Scheduling movers
Coordinating with employees, so their files and materials are packed and ready on moving day
Furniture decisions, for example, whether or not current furniture fits the new design
Noting any specialty equipment needing to be moved
Leaving the current space in good condition, to get your security deposit back

Q. Can you share a moving horror story?
A. Recently, we had a company forced to move into a temporary space for over 30 days before moving into their permanent space because management failed to make timely decisions on design, made several change orders, couldn’t get the IT installed in time, and had major contractor delays. Needless to say, they did not plan ahead, waited until the last minute, and then paid for that mistake in temporary space which had unfinished drywall and insulation hanging out.

Q. What other advice you can give for companies on the move?
A. While there may be moving pains, you can mitigate costly mistakes by planning ahead and working with an experienced broker who not only provides a service, but one who also serves as your business advocate. And, when unforeseen challenges pop up, stay positive and remember it is worth it to get a great new space.

For comments, questions or concerns, please contact Amy Sorter