WHEN, WHAT AND WHERE?

Section #1, When, what and where?
This section is all about Time and space. We will look at how to establish a timeline for the move, analyzing your future staffing numbers, analyzing your space requirement, storage, parking and location

1.1. When to move
In an ideal world start this process 12 months before you need to move, however, if needed we can compress time. If you have scope to modify your current lease termination date try to avoid busy times such as end of financial year and Xmas holidays. Consider what is going on in the business in terms of high industry and client activity as well as staff holidays. If you have a fixed hand over date for your existing lease • Check the lease for “Make good” clause then talk with your landlord / agent regarding your make good liabilities. Develop a scope of works detailing what is expected of you on vacation of the property. You may come to an arrangement, where the landlord charges you a nominal fee and takes over the property in its “fitted out” condition.
• Depending on the outcome of negotiation with the landlord, Sell what is yours and the goods that you wont be taking with you, offer these chattels to staff first, better to obtain a nominal sum then to pay to send it to the tip
• Assuming you have to “make good”, use the scope from your meeting with the landlord and get your builder to quote cost and time.
• To obtain your relocation date just subtract the time to make good from your lease termination date and add one day per 100Mt for contingency.

1.2 Analyze your future staffing numbers
Rule of thumb, plan what your business will look like in 3 years in terms of staff numbers, business growth and office requirements. It is always advisable to build in a buffer for unexpected growth. It is possible to get some idea of future numbers (in spite this being a bit of a black art) by plotting previous growth over the last several years you can get a trajectory, now look at sales targets from previous years compared to staff numbers and you will get another vector, the more vectors you get the more likely you will hit the target. Of course this approach doesn’t take into account new directions for the business or the dynamic affect a CEO can have on growth.

1.3 Analyze your space requirements.  
Office buildings are built with a projected occupation ratio of one person to every ten square meters of office space … this is a good ratio to keep in mind for basic staffing. Services such as air conditioning egress, fire and sanitary facilities are all based on quantities formulated by this ratio. Space for reception, boardroom and training rooms each will need extra two square metres per person. Reception waiting areas take approx. 4 mt2 per person visiting and you can add anything from as little as 16 Mt2 up to 50 Mt2 for the reception Desk and some corporate status etc. A conference room will take approx. 50mt2 for 40 people seated in rows.

1.4 Purge storage.
Ah yes the paperless office! While not absolutely achievable, most companies have a great potential to reduce storage by digitizing and storing files off site… done well, this can reduce costs markedly. Using modern software and cloud storage can significantly cut storage.

1.5 Make a tough call on Parking.
We understand that staff parking, especially in the CBD is seen as a perk of employment but it comes at a huge cost. It also limits you to property options to suit your business based on parking. Decide on what is essential and what is not…Visitor parks are essential.

1.6 Where is the right location?
The digital age has taken a swipe at location, location, location. It may not be as important to occupy the best, or most prestigious building. Analyze what are the accepted standards of your industry and apply this to your choice of property.
Factors to consider
• Face to face client requirements.
• Travel time for staff
• Proximity to the Airport if important
• Parking facilities / cost
• Public transport options
• Potential for expansion
• Proximity to freeways if important
• Warehousing requirements if any