FAQ: What Are Some Of The Things Most Commonly Over Looked When Planning An Office Relocation

Looking for new space can be a daunting task. Once leases are signed, the tenant who hasn’t thoroughly planned (with knowledge of the potential pitfalls of relocation) can be left in a disadvantageous position. Often, landlords are eager to negotiate improvement costs and willing to make provisions for a specific tenant…but the tenant needs to ask for these things. With ample foresight and proper planning, tenants can ensure that the space they choose is the absolute best fit. It is crucial to identify what your specific needs are before any tenant improvement allowances are established. Remember, knowledge is power and when you are well informed of your needs, you will place your company in the best possible position for a great deal. Here are a few things to keep in mind as you plan for the big move.

Space Plan & Furniture Requirements – How many offices will we need? Where will the break area be? What about the conference room? What are our furniture requirements? These are a few examples of questions that tenants frequently ask when seeking a new space. It’s unfamiliar. There are walls is places that they don’t like. It’s difficult to have vision for what the space may look like with your team in it. We get it. Generally, after a simple discovery session with a client, a space planner can develop a floor plan for a new space that a.) fits the client’s personnel requirements b.) takes into account the clients current furniture (if they so choose to use it) and c.) keeps construction improvement requirements to a minimum. After an initial walk-through of the space, this is truly the first step in determining if the space will work for the client’s needs.

Tenant Improvement Requirements – Once a space plan is performed and approved, this is the next step. With a well executed plan that defines, in detail, your company’s specific needs for the new space, you will be able to determine what the actual tenant improvement costs will be. Occasionally prospective tenants find a space that fits perfectly and with a minor refresh of new carpet and paint, it is move-in ready. However, more often than not, walls need to be moved/removed, doors need to be added, a sink is needed here, a built-in cabinet there…the list goes on. If these things aren’t considered at the beginning, the tenant faces the likelihood of costly change orders during the construction process. Diligence upfront will provide savings.

Power & Data Requirements – In the midst of new carpet colors, paint selections, office locations, furniture, artwork, and the like, this can be easily overlooked. It is important that before final project scope is determined to consider what the electrical and phone/data requirements will be for the space. Tenants must determine the kind of equipment they’ll be using in the new office space. “Equipment” can be defined as any specialty item requiring power. Examples include copiers, printers, ice makers, dishwashers, coffee/espresso machines, freezers, ovens, UPS systems, etc. If these needs are defined early, they can be incorporated into the plan and included in the contractor’s bid for the improvement scope. Also, they may even determine if the space is even a good fit at all. For example, if a client’s electrical requirements exceed that of the current capacity of the space, it may be best to seek out another option.

Just like anything else in business, an office relocation requires planning in combination with knowledge. It’s not enough to start early. Instead, be sure you are armed with an understanding of how the process works, and what options are available to you.

The Stone Group

12912 Hill Country Blvd,

Building F, Ste. 201,

Austin, TX 78738

Phone. 512-732-8700