Office relocation costs

Time isn't always a luxury when moving offices. If you're pressured to make a decision quickly, it's easy to overlook important details and end up spending more than you need to.

Unless you're a very small team it's normally easier and less disruptive to hire professional office movers and external help. They will have the experience and expertise to get your things safely from A to B without any fuss.

If you're on a tight budget, you may be tempted to try and do it yourself. But unless you're confident that you can do it without damaging any equipment or furniture, it's probably not worth the risk. We've all heard horror stories of staff being asked to wheel desks and chairs down the road, only to end up with a trip to A&E.

Other than the costs of external help, there are a few other things you need to factor in when budgeting for your office move and we'll explore them in our latest guide below.

If you're planning on hiring professional office removals, it's important to get a few quotes before making your final decision. The cost of the service will depend on a few factors, including:

• The distance of the move
• The amount of furniture and equipment you need to move
• Whether you need storage during the move
• The time of day or week you need the move to happen
  

To get an accurate quote, it's important to be as specific as possible about your requirements. The more information you can provide, the more accurate the quote will be.

It's also worth asking if the company offers any discounts for booking multiple services. For example, if you're also using them for storage, packing, or unpacking, you may be able to get a discount on the overall cost.

What's included in the price?

When you're comparing quotes from different office removals companies, it's important to make sure you're comparing like-for-like services. Some companies will include everything in the price, while others will charge extra for things like packing, disassembly, and storage.

To get the best value for money, it's worth considering what services you need and finding a company that offers a package that includes everything you need. This will save you time and money in the long run.

If you're not sure what services you need, a good place to start is by asking the company for a list of everything that's included in their quote. This will help you to identify anything that's not included and decide whether you need it or not.

Depending on the equipment in your office, you may need to pack some things up before the move. This is especially true for things like computers, printers, and other delicate equipment. These are all relatively straightforward and can be contained in standard-sized crates. You should be aware of any specialist equipment that may need more specialist attention, such as server rooms, artwork and safes. You'll need to factor this into your quote.

The cost of packing services will depend on the amount of equipment you need to pack and how many people are required to do it. It's worth asking the company for a few different options so you can compare the cost and decide what's best for you.

Be careful - many office removal companies charge by the day for packing crates. Make sure your teams empty and return their crates as quickly as possible to avoid being charged for time they're not using them.

If you're downsizing or relocating to a smaller office, you may need to consider storage for some of your things. This is especially true if you have a lot of equipment or furniture that you don't use on a regular basis.

The cost of storage will depend on the amount of space you need and how long you need to store things. It's important to get a few quotes before making your final decision so you can compare the cost and find the best deal.

If you're not sure how much storage you need, it's worth asking the company for a quote based on the number of things you need to store. This will help you to budget for the cost and make sure you're not paying for more space than you need.

One of the things that lots of businesses overlook when budgeting for their office move is the cost of legal fees. If you're leasing your new office, you'll need to factor in the cost of a lawyer to draw up the lease agreement and negotiate with the landlord's legal team. These legal costs can quickly add up, so it's important to factor them into your budget from the outset.

You may also require legal assistance for complex fit-out and construction contracts. These can be expensive, so it's worth getting a few quotes from different lawyers before you make your final decision. Lastly, all new office space alterations require landlord approvals and there are usually associated legal costs to cover this process.

Depending on the type of office space you're looking to take, it's highly likely you will need to fit your office space out before you occupy it. This will require everything from deciding on an office layout, office design, building the facilities you require and new furniture.

If you're planning on carrying out a fit-out of your new office, there are a few things you need to factor into your budget. The first is the cost of the actual work itself. This will depend on the size and complexity of the project, as well as the company you hire to carry it out and the procurement route. There are many different types of fit-out and procurement routes and we always recommend hiring an independent project manager to guide you through this process and help you understand the options available to you.

It's always worth getting multiple competitive quotes for project managers and office fit-out companies to minimise hidden costs.

A new office is a great opportunity to start afresh and invest in some new office furniture. This doesn't necessarily have to be expensive, but it's worth considering what you need and what will fit into your new office space. It's also worth looking into commercial-grade furniture, as this will be more durable and last longer than standard domestic furniture.

Some things to think about when buying new furniture include:

• The type of products you need (e.g. desks, chairs, storage)
• The number of products you need
• The quality of the products
• The style of the products
• The warranty/guarantee
  

There are many different places to buy office furniture, so it's worth shopping around to find the best deal. You can also hire or lease office furniture, which can be a great option if you're on a tight budget or you're not sure how long you'll need the furniture.

There is also an opportunity to look at used or refurbished office furniture. This can be a great way to save money, but it's important to make sure the furniture is in good condition and fit for its purpose. There are a couple of fantastic used furniture dealers in London where you can find some incredible almost-new deals.

If you're moving office, it's likely that you'll need to set up new telecoms and IT infrastructure in your new space. This can be a complex and expensive process, so it's important to factor it into your budget from the outset.

One of the first things you'll need to do is assess your current telecoms and IT set-up and see what needs to be changed or updated for your new office. This includes everything from broadband and phone lines to server rooms and data cabling. Once you've done this, you'll need to get quotes from different suppliers to see how much it will cost to set up your new office.

It's also worth considering whether you need any new telecoms or IT equipment for your office. This could include new computers, printers or even a server room. If you do need new equipment, it's important to factor in the cost of installation, as well as any training that might be required.

There are a few things you can do to save money on telecoms and IT costs, such as using VoIP (Voice over IP) instead of traditional phone lines. This can be a great way to reduce your monthly bills, but it's important to make sure you have a good broadband connection before making the switch.

You should also consider the time it takes to install broadband lines into commercial offices. Usually, the installation of these lines need to be agreed via a 'wayleave' (you can read more about wayleaves here). Also, providers in London, normally quote 90 days for installation which can leave your business without connectivity if you don't get broadband installed in time for your move.

On top of the direct costs we've just explored, there can be many indirect costs associated with office relocation, such as lost productivity during the move, or the cost of temporary accommodation if you can't move into your new office straight away. We look at a few of the indirect costs to your business below.

One of the main concerns for businesses when moving office is the amount of disruption that can be caused by the move. This includes everything from lost productivity during the move itself, to downtime caused by telecoms and IT issues.

It's important to factor in the cost of lost productivity when budgeting for your office relocation. This could include the cost of hiring temporary staff to cover for those who are moving, or the cost of lost sales if your office is closed during the move.

There can also be a number of hidden costs associated with business disruption, such as the cost of accommodation if you can't move into your new office straight away. This could be due to delays in the build process, or problems with getting your telecoms and IT set up in the new office. Either way, it's important to factor these costs into your budget to avoid any nasty surprises further down the line.

An office relocation can seem like a stressful process but there are benefits that can be reaped from moving. Below are some benefits that may be increased productivity, a better working environment and the ability to attract new talent.

Increased productivity – A study by Steelcase found that well-designed workplaces can lead to a boost in employee productivity by up to 20%. The study also found that employees who have control over where, when and how they work, are happier and less stressed, which leads to them being more productive.

Better working environment – If your current office is outdated or in disrepair, it can have a negative effect on employee morale. By moving your business to a new office, you can create a much more positive working environment that will lead to happier and more productive employees.

Attract new talent – If you're looking to attract new talent to your business, an office relocation can be a great way to do it. If employees are expected to spend time in the office, they'll want to work somewhere that's comfortable and modern. By moving to a new office, you can make your business more attractive to potential recruits.

Encourage hybrid working - Technology has made it possible for employees to work from anywhere in the world. As a result, more and more businesses are offering hybrid working arrangements that allow employees to split their time between the office and home. Your office will now need to be more technically advanced than ever before to ensure that your employees are able to make the most of your hybrid working policies.

Location - Where you choose to base your office can have a big impact on your business. If you're looking for a more prestigious location, then you may need to budget for higher rental costs. Alternatively, if you're looking to move to a cheaper area, you may find that there are fewer amenities and transport links available. Either way, it's important to do your research before making a decision on your new office location.

Office relocation can be a stressful and costly process, but there are a number of benefits that can be gained from moving. These benefits include increased productivity, a better working environment and the ability to attract new talent. If you're considering relocating your office, it's important to factor in the costs associated with the move, as well as the potential benefits that could be gained from it.

XIX works with businesses of all sizes to help them relocate their office. We offer a comprehensive service that includes everything from finding the perfect office space to fit your needs, to managing the build process and helping you get set up in your new office.

You can also access our office relocation budget template which will help you factor in all of the costs associated with your move. You can download it here.

If you're considering relocating your office, get in touch with us today to see how we can help.