Engage a Workplace Specialist Early for Your Office Move
17 Oct 2024
Office
“It’s too early…”
“The time’s not right…”
“We don’t need to speak to you yet…”
These are common comments from tenants considering their next office move. Often, they wait too long before engaging a workplace specialist, underestimating the impact early involvement has on the planning process.
Moving offices isn’t just about location and fit-out. It's about creating an environment that supports business growth, aligns with your operational goals and enhances employee satisfaction. You might think in-house planning will do, but early missteps can be very costly in the long term. Without strategic planning, inefficiencies, unexpected costs, and uninspiring workspaces are commonplace.
In this article, I’m going to break down the key areas you need to consider when moving office, and the benefits of bringing in a workplace specialist from the early stages of your move.
Where do you see your company in three, five, or ten years?
Growth Plans
A common mistake in office planning is designing for your current needs without considering future growth. If you’re hiring more staff or expand your services, ensure your new office can scale. Having a workplace specialist who can draw up flexible designs with reconfigurable spaces, shared workstations, or areas for future departments will help you avoid costly relocations or renovations down the line.
Key Considerations
- Will the space accommodate new hires and departmental growth
- Does the design allow for flexible workspace configurations?
- Are there areas that can be repurposed as your business evolves?
Leasing Options
Leasing terms are often more complex than expected – they’re more complicated than just cost and duration.
Working with a commercial property agent early on will help you evaluate your lease’s flexibility and avoid pitfalls. Will your lease allow for subleasing, early termination or expansion if needed? Negotiating these terms upfront prevents getting locked into a rigid agreement. A specialist can help you carefully review rent escalations, maintenance and renewal options to avoid future costs.
Key Considerations
- Is there flexibility to expand or downsize within the building?
- Are you protected from future rent increases through a rent review clause?
- Does the lease provide options for lease breaks or extensions?
A well-designed office goes beyond functionality – it fosters company culture and keeps employees comfortable, motivated and engaged.
Facilities Management
Your office layout greatly affects daily operations.
Engaging a specialist early ensures that your facilities management – maintenance, utilities, lighting and ventilation – is optimised. Poor planning can lead to high utility bills, wear and tear or inefficient resource use. A specialist can also help you implement sustainability measures, reducing your long-term costs and environmental impact.
Key Considerations
- How will the office layout impact energy consumption and facilities management?
- Are there opportunities to introduce energy-saving or sustainability measures?
- Is the space equipped for easy and cost-efficient maintenance?
Aesthetic and Cultural Fit
Studies show your physical environment impacts satisfaction, creativity and productivity. Early specialist involvement ensures design elements like collaborative spaces, quiet zones, and wellness rooms align with your brand and values, reinforcing culture and leaving a positive impression on clients. With a workplace specialist, you get a space that not only looks great but also boosts well-being and productivity.
Key Considerations
- How does the design reflect your company culture and values?
- Are there spaces designed for collaboration, creativity, and focused work?
- Will the office aesthetic appeal to both employees and clients?
An office is a tool for collaboration and innovation, so design decisions should be based on how employees use the space.
Why Employee Input Matters
Employees perform best when happy in their workspace. But do you know what makes them comfortable?
An office is a tool for collaboration and innovation, so design decisions should be based on how employees use the space. Specialist-run employee workshops can provide insights to create a workspace that enhances productivity and well-being.
Key Considerations
- How do employees use communal spaces like kitchens or meeting rooms?
- What type of workstations do they prefer?
- How can you accommodate diverse working styles?
Skipping early-stage involvement of a workplace specialist can lead to costly mistakes in space planning that are difficult to reverse.
The 5 risks of in-house office planning:
1. Viewing Spaces That Are NOT the Correct Size
Businesses often misjudge space needs, leading to wasted time touring offices that are too small or large. A specialist assesses your current and future requirements, ensuring you only view spaces that fit, saving time and helping make efficient decisions.
2. Taking Office Space Before Confirming It’s Fit for Purpose
Rushing into a lease without feasibility studies can result in a space that doesn’t support daily operations. A workplace specialist ensures the space fits your needs, avoiding costly regrets later on.
3. Missing Opportunities to Maximise Your New Space
Without expert advice, businesses may miss chances to optimise design, layout, and flexibility. A specialist helps incorporate agile workspaces, natural light and zones for various tasks, reducing expensive adjustments post-lease.
4. New Workspace Is Not Aligned with Long-Term Goals
Focusing on short-term solutions can lead to a space that restricts growth. A specialist ensures your new office is flexible and scalable to accommodate future hires or changes in business structure.
5. Unrealistic Expectations Around Budget and Timescales
Without proper management, relocation projects can exceed budgets and timelines. Specialists provide accurate cost and time estimates from the start, helping you avoid overruns and delays.
The Bottom Line: Long-Term Lease Regret
If you rush into a lease without proper planning, it’s likely that you will find yourself locked into a space that no longer fits your company’s needs, with limited options for modification. Worse still, you could spend years regretting a layout that hampers productivity, affects employee morale and doesn’t reflect your company’s long-term goals.
A new workspace is a major investment in your company's future. Bringing in a workplace specialist early ensures decisions are based on a holistic view of your needs. From aligning space with company culture to boosting efficiency and satisfaction, their insights will be invaluable.
Partnering with a design and build company or workspace consultant early ensures alignment of growth, leasing, and culture with your goals. At Ikon, we will guide you to create functional, cost-effective, and scalable spaces for your future success.
