The smart work !

Section #3
Work in Ernest In this section we will look at the stages initial Design through to relocation, this is where all of your previous preparation comes in to play.

3.1. What will you take with you.
Consider what is practical to take with you and what is best to sell or give away, for example, the disruption to the business of dismantling and re installing workstations, including reticulating power and data into the pods take most contractors about a week (assuming a quantity of about 60), there are tricks to speed this process up and it is possible to have 60 or so workstations installed over a week end, however most project managers / builders are unaware of how to go about this.
Built in furniture is rarely re-deployable and suffers from the dismantling process. Usually you will take chairs, tables, mobile pedestals, metal cabinets and of course computers & AV equipment. Have your Designer meet with your IT department to determine if the Access control system is compatible with the new location. Check your make good obligations for your current lease, an talk with your landlord, you may be able to negotiate to leave your tenancy as it is in exchange for certain make good obligations.

3.2. Put the expert to work
The design process is about to start in earnest, and over the next 4 to 6 weeks you will most likely have two meetings a week with your designer / Designer-Builder You may elect a few key staff to meet and provide some initial feedback on your plans and involve them in the consultation process. Your designer / Designer-Builder will produce some initial schematic drawings then proceed to layout plans, colour schemes and select furniture and draw up elevations to help you understand the proposal for your new office. Once you are happy with the design and are sure of what is being communicated to you detail drawings and specifications will be drawn up and the works sent to tender.
You would have in place a contract providing you with a fixed price for all the works and drawings and a detailed scope of works.  At this time it is good advise for you to go over the documentation in detail one final time to be 100% sure you understand exactly the scope and extent of the works, make notes on your set of drawings to be sure you will be clear when the build starts, this will save you money and time, the last thing anyone wants is a change to the works once the works have started, variations are both frustrating and costly to all concerned. You will most likely need a quote for the make good at your existing tenancy (depending on the outcome of your negotiations with the landlord) this will normally be a separate quote, with a separate timeline for the works.

3.3. Place your orders and set the wheels in motion.
Now is a good time to re negotiate your other deals associated with your business, your facilities manager (if you have one) can get a better deal on Mobile phones, Internet, electricity, gas (if you use it) stationery, Photocopier lease and other business equipment leases. At this time you would push the button on the tenancy lease and the build works at this stage. Be sure to budget with your designer / Designer-Builder to have 2 handymen on site for the relocation day to take up slack and tie up loose ends and do a quick clean once the removalist has finished. This is when you can share your vision with all the staff,

3.4. Enjoy the process ☺
Watching your new space emerge from the drawings is an exciting experience and one that after 25 years I have never become tired of.  A well organized site visit can foster excitement with the staff, organize these at a key point of the build program for them to familiarize themselves with the location of the office, where they will work, eat meet etc. and what the proximate environment has to offer. When the works are finalized, you will be asked to inspect the works and ensure the works meet with your approval if not your designer/Builder will create a defects list and immediately organise remedial works, this is rare, You may organize welcome packs for the move in day or some drinks to celebrate the new location.

3.5. Move in day
Move in day can be chaotic, thankfully your designer / Designer-Builder will be onsite with you to direct traffic and ensure this last part of the process is smooth. The handymen can plug in computers, stock refrigerators stock stationery cabinets, hang paintings and do some odd-body jobs, then once everybody is in they will carry out a quick clean and you are ready to start working

3.6 Give feedback
Though by no means a critical part of the process your designer / Designer-Builder would most likely appreciate your feedback at this stage