An office move may seem overwhelming.  Like any process, it can be broken down into simple steps.  

Current Situation: In order to define your needs and map out the appropriate office move plan be clear about the objective of your office relocation.  The starting point which will form the basis of the planning process include the details of the existing lease, the notice period, your current obligations and liabilities

Be Clear: Clarity at the beginning of your operational requirements will make the office process go more efficiently and save time and money.  The moving professionals will get into the technical specifics so don't worry about that.  That being said, you must have an overall idea about the key components of the office move including how much space you require, when you need the lease to commence, where you want to relocate to, expansion or contraction options, and the length of lease you want.

Office Move Project Team: An office move requires a shared effort for a successful outcome.  Establishing the right project team is crucial and should include people who will help maneuver every facet of the move.  Internal and external individuals will be required.  As soon as the decision to relocate has been made a project leader should be appointed. This person should have the trust of senior management, the authority to act on behalf of the company, be senior enough to be able to make decisions, be a good organizer of people and processes, have experience of setting and working within budgets, be a good communicator and have enough time to devote to the process.

Start The Process Early: The earlier you get started, the greater the probability that you will attain a positive outcome.  It is never to early to start planning a move.  As soon as the project leader has been selected, the process should begin.  Whether you are considering renewing, renegotiation or relocation, you should start reviewing your options 9 - 18 months prior to your lease expiration depending on your overall square footage requirements.  It is so critical to the outcome of your transaction  that you allow enough lead-time.  By giving yourself enough time you increase the amount of leverage and competition between the various landlords, which can result in significant savings for you.

Move Budget: It will be essential to assess your costs and manage them throughout the move process.  A critical step will be to create a realistic office move budget.

Move Professionals: Moving offices will be stressful, time-consuming and complex.  The decisions you make will have an impact on your company's profitability. Working with the right moving professionals is the most important decision for any company thinking of moving offices whether it is to another floor in the same building or a relocation 10 miles away. They will guide you through the process and in the long run save you money.

Don't Execute Documents Without Getting Legal Advice: Your Tenant Rep will negotiate the terms and conditions of the lease such as rate, rent abatement, parking abatement, operating expense exclusions, tenant improvements etc.  Your Real Estate Attorney will negotiate the language and details of the lease document in order to minimize your exposure to potential liabilities and ensure you are aware of your ongoing responsibilities.

Communication: As the office move process commences, your company has to continue to run its business and focus on its existing workload and commitments.  Bear in mind that change can be unsettling for staff.  This is for sure the case when it comes to moving offices.  On the other hand, moving offices is a great opportunity to affect positive change, improve business performance and increase moral.  Everyone involved in the project should be regularly updated.  Keeping the lines of communication open will ensure a much greater chance of success.

Clean House: This is your opportunity to clear out old files and get rid of unneeded items prior to moving.  Also consider scanning any documents no longer needed in hard copy.  Consider upgrading to modern, efficient and space-saving equipment.  Also, review existing suppliers.  An office move can provide an opportunity to renew contracts or switch suppliers on more favorable terms.

Following these steps will make certain your office move is on time, on budget and problem free.

Nothing contained herein is to be considered legal advice. Always seek legal advice when evaluating any legal document.