Question 1

How do we avoid disrupting the business during the move?

Accepted Answer

What planning is required to minimize downtime and maintain productivity?

Relocation Strategies has years of experience working with our clients to plan the moves properly to eliminate unnecessary and unplanned downtime, keeping you focused on your business and production.

Question 2

How do we plan a move while still running the business?

Accepted Answer

How do we relocate without pulling leadership into day-to-day logistics?

Working with Relocation Strategies can significantly reduce the time required from leadership. During our kickoff meeting we will identify your goals and objectives. Once we understand your goals and objectives, we manage your project as our guide. We do the research, the bidding of products and services and bring leadership the pricing, requirements and plan for their review. We will be onsite for the move and leadership does not need to be present, because everything will be handled. Most of our client’s trust us to get the job done and are not onsite during the relocation.

Question 3

How do we make sure our new office supports how we actually work?

Accepted Answer

How do we align the floor plan with our teams, workflows, and culture?

This is all addressed in the design phase.  Relocation Strategies can be involved in the process to make sure your needs are addressed.

Question 4

What are the biggest mistakes companies make when relocating?

Accepted Answer

What pitfalls should we avoid when selecting space, planning layouts, or managing the move?

This most common mistake is companies believing they can handle all nuisances of relocating internally while not alienating the staff. Other mistakes include:

Budget
- Underestimating the budget

Space Selection
- Leasing too much or too little space, not properly vetting your needs

Space Planning Layout
- Most people are not familiar with reviewing floor plans and sometimes what is on paper looks different than the space it will take up in reality.  Relocation Strategies can utiilize its experience to review plans with your interests in mind to make sure the space works for you.  We are here to make sure you understand the spatial relationships in the space and to interpret the drawings for you.

Review Construction Drawings
- Reviewing construction drawings can be overwhelming and there are so many details that are not always on the same page. Assuming that you told the architect, broker or property manager will not be sufficient if it is not on the drawings.

Managing the move
- The timing of moves can go way over schedule and have hours of downtime if not planned correctly. Using Relocation Strategies to manage the move gives you leverage because we bid and hire movers several times each month.

Question 5

How much space should we be planning for in our next office?

Accepted Answer

How do we right-size for hybrid work without sacrificing collaboration or future growth?

Working with a move/project management firm can help you determine your correct amount of space needed by preparing a space program that documents how much space you need now and in the future. 

Question 6

How do we choose the right new location for our business?

Accepted Answer

What should we be prioritizing—cost, commute, talent access, flexibility, or growth?

Beyond confirming the amount of space you need, the budget required and the timing, the spaces will also be evaluated for occupancy costs, commute, talent access, flexibility and growth.  Once the properties are narrowed to 2-3 potential locations, test plans should be prepared to show you how you would best fit in the space available.

Do you know how much space you need, how much it will cost and how much time it will take?  Working with a move/project management company can help you confirm the answers to those questions so you don’t lease a space that is too large or small, your budget is properly figured and you will know approximately how much time each step takes.

Question 7

How do we know the timing is right to move?

Accepted Answer

What signals tell us it’s smart to relocate now rather than wait another year?

This may depend on your lease expiration.  There are some questions you can ask yourself.

Are you and your team happy in your present location?
Do you have too much space or too little?
Do you just need a change in location?
Would moving help you attract and retain employees?

Question 8

What is the advantage of choosing Relocation Strategies?

Accepted Answer

Our Objective is Simple… To provide clients with one point of contact to effectively plan, manage, and execute the client’s relocation from start to finish!

Minimize operational and employee down-time.
Create a move-plan based on client’s business needs and select all necessary vendors capable of performing in accordance with the plan.
Reduce vendor cost through high volume contracting from multiple clients, and execution of a cost efficient move-plan.
Ensure professionalism for an easy employee transition
Provide a comprehensive and competitive cost package when compared to independent move budgets.
Become a reliable resource to address any issues that arise before, during or after the relocation process.

Question 9

How do we future-proof our next office?

Accepted Answer

How do we design flexibility so we don’t have to move again in a few years?

Have a project manager on the team to help lay out the space, not only for today’s needs, but also for future needs.

This would be addressed in the planning phase as one of your requirements.  The selection of furniture may address this as well.

Question 10

Who’s accountable for the success of the relocation?

Accepted Answer

How do we ensure there’s one owner of the entire relocation process?

Relocation Strategies is responsible for all areas of your project that we oversee.

Question 11

Do we need a broker, a project manager, or both?

Accepted Answer

Who does what—and why isn’t brokerage alone enough? You should have both as part of your team.

The broker works with you to find the space and negotiate and execute the lease.  Very few brokers stay on to assist to plan and implement a move.

The project manager is the one that can plan, implement and execute all the vendors for your furniture, cabling, AV, security, telephone, and copier needs.  They review all the bids with you and make vendor recommendations.  They award bids, prepare the overall schedule, coordinate with all the vendors, including the contractor, and review vendor invoices to make sure you are charged correctly.

Question 12

Can relocating help us operate more efficiently?

Accepted Answer

How can a new space improve productivity, collaboration, and cost control?

The right design can aid with productivity, collaboration and synergy.  There are many areas that cost control can be addressed, but it usually is business specific.

Question 13

What happens if construction or build-out runs late?

Accepted Answer

How do we manage timing risks between leases and move dates?

Relocation Strategies is on top of managing the schedule for all activities and move dates, plus returning the origin space back to the landlord.  We would already know if employees could work from home for a few days. If something runs long in the new space, we can opt for a Temporary Occupancy Permit to move on our desired date.  If that didn’t work, we can look for alternatives.  We would determine the best plan for your business and employees. The goal is to minimize the disruption to your organization.

Question 14

When should we bring in a relocation project manager?

Accepted Answer

At what point does expert oversight save time, money, and stress?

In many situations, we are brought on during the touring of new locations, which will ensure that the new space is right for you. We often hear from our clients, “I wish I knew about Relocation Strategies at the beginning of our project.”

The earlier you hire a relocation project manager the better. We will be able to save you more time, money, and plan a move tailored for your company, addressing all your needs and concerns, including downtime, the earlier we are brought it.  We will have options and ideas if something changes with your project.  We bring this special type of project planning to the table. This is the only thing we do.

Question 15

Should we involve employees in the relocation planning?

Accepted Answer

When and how do we communicate changes to keep morale high?

We are always happy to work with employees.  We can involve them as little or as much as you want. We have held weekly meetings in person and online. You let us know who you want us to communicate with and we will come up with a plan.

Question 16

Do we need help evaluating lease options?

Accepted Answer

How do we compare spaces, lease terms, and total occupancy costs the right way?

This is best done with your real estate attorney and broker.  Relocation Strategies can review test fits and floor plan exhibits in the lease to make sure that all the items you want in your new space are included.  Many brokers have us do this for their clients. Once the lease is signed anything left out is usually a change order.  We know the right questions to ask to make sure things you want are included.

Question 17

Who coordinates everything during an office relocation?

Accepted Answer

Who manages brokers, landlords, architects, IT, furniture, and movers so leadership stays focused on the business?

Relocation Strategies is the right answer.  If we are not doing this, then someone in your organization will need to manage this in addition to their other responsibilities.  Over 50% of employees who manage a move without assistance end up leaving the company within 18 months after the move.

Question 18

How long does a typical office relocation take?

Accepted Answer

What is a realistic timeline from deciding to move to being fully operational?

This depends on the size, scope and the requirements of your project. We suggest you start the process 1 year prior to your anticipated move, which will give you and your broker adequate time to find the right space. Additionally, we listed some generic timeframes below to help with planning.  Some items can run concurrently and other items below run consecutively.  Having a project manager on board working for your best interest can make sure the schedule and timing is customized for your requirements and that all the elements are coordinated in the most time-effective manner possible.

Develop size, cost and timing – 2-6 weeks
Building tours with brokers, test fits, pricing plans lease negotiations, lease signed – 4-12 weeks
If tenant improvements are required:
- Design development – 3-5 weeks
- Construction documents – 4-5 weeks
- Construction bid process – 3-4 weeks
- City permitting process – 6-9 weeks
Bid construction – 2-3 weeks
Construction contracts signed and contractor mobilization – 1-3 weeks
Construction – 12-16 weeks
New furniture tours, bidding, review, make adjustments, place order – 4-16 weeks (typically started before construction)
New furniture lead times – 8-16 weeks
Internet lead times for separate circuits and new service – 1-20 weeks
Bid other services required security, cabling, phones, AV – 2-6 weeks
Final inspection and cleaning prior to move – 1-2 weeks
Move days – 1-3 days, unless multiple phases

Question 19

What costs should we expect when relocating an office?

Accepted Answer

Beyond rent, what should we budget for so there are no surprises?

Above-building standard construction costs (i.e. lighting, finishes, built-ins, additional electric, separate HVAC)
Professional services, attorney, insurance, architect, designer, project management
New furniture
New IT equipment upgrades
Data cabling
New or relocated Internet
New telephones
Audio visual
Exterior signage, interior signage, graphics or branding
Electrical services for disconnecting and reconnecting furniture feeds, UPS
New appliances
Copier relocation
Moving or rigging services
Decommissioning services (removing excess furniture, equipment or machinery)

Question 20

Can we design a better office while also lowering our footprint?

Accepted Answer

How do smart layouts and space planning help us move into less space more efficiently?

The architect will be able to address designing a better office in a smaller space.  If furniture is desired, Relocation Strategies can run our furniture procurement process (for new or used furniture) to make sure you order the most up to date products for your business.

Question 21

We want to move—where do we even start?

Accepted Answer

What’s the first step once we decide relocating makes more sense than staying put?

Planning a move to a new space and the thousands of decisions needing to be made quickly to keep the project on time requires 100% devotion to the project.  If you don’t have internal resources to do that, hiring a move/project management firm to work with you every step of the way to keep the project on track and within budget is the best way to start a move project.

Assuming you have a real estate broker and have accurately confirmed the amount of space you need, the budget required and the timing, your broker will show you the properties available that meet your requirements.  Once the properties are narrowed to 2-3 potential locations, we can help determine which space is going to be the best for you. If you are an office occupier, how does the furniture layout, who is the landlord and who is managing the property. If you are looking at a warehouse, is there enough power for your requirements, is the sprinkler system adequate for your pallet racking and how does the space layout.

Question 22

Do you offer employee assistance during the relocation process?

Accepted Answer

Yes. We provide specialized training and communication to ensure the employees who are moving stay informed, productive and prepared for the upcoming relocation process and how it effects them.

Question 23

What are some of the services you offer?

Accepted Answer

General Move “Turn-Key” Contracting
Pre-Move Planning, Budgeting and Schedule Creation
Mover/Rigger/Hazardous Materials Mover Selection
Relocation/Expansion Process Management
Construction Sub-Contractor Selection and Supervision
General Vendor Coordination & Project Management Services
Pre-Move Employee Training

Question 24

When should I start my pre-move planning?

Accepted Answer

A general rule of thumb is to begin your pre-move planning at least 6 months in advance, but more time may be needed depending on the complexity and scale of the move. Be sure to leave enough time to reserve freighters, review vendor options, and coordinate the finer details of your relocation. The tasks involved with a commercial relocation can quickly stack up, and the deadline that once seemed distant will rapidly approach.

Question 25

What steps are involved with a business relocation?

Accepted Answer

Each move is unique, and the steps will vary from project to project. However, every move involves a few basic steps that most companies perform. When you relocate a business, you will need to perform the following steps:

Review New Location: Develop requirements for the new space and secure lease that suits your company’s needs. This step also involves space planning, designing floorplans, researching construction projects, and identifying FF&E needs.
Reserve Freighters: Moving vehicles can book up months in advance, particularly if your move requires special freighters to carry oversized loads or hazardous material.
Secure Vendors: Shop around for various vendors to provide services such as packing, moving, IT disconnect/reconnect, building security, and other areas of need.
Internal Planning: Review critical move elements and develop move plan. Coordinate with employees to outline responsibilities.
Administrative Work: Notify stakeholders, such as clients, employees, and vendors, of your upcoming move. File change-of-address paperwork with governing bodies and acquire new certificates and licenses that reflect your new address.
Execute Move Plan: Station all personnel in their assigned areas at origin and destination to provide direction and answer any placement questions that arise.
Decommission Old Space: Return vacated space to move-in-ready form. Follow guidelines from lease to avoid holdover rent or loss of security deposit.
Settle In: Now that it is furnished, begin process of acquainting yourself with the new space. Address any issues and make adjustments as they become necessary.

Question 26

How much will the relocation cost?

Accepted Answer

Relocation projects can cost a fortune, and sometimes delays and added expenses are blind spots. In many relocation projects, we are very proud that we have saved thousands of dollars because we have mastered the art of project managing a move be it across the street or across the country. Our methods work, we save time, costs and stress.

There is no set price for a commercial relocation. Factors such as scale, complexity, timeline, services required, and distance of the move will influence the total cost. For example, a cross-country industrial move that requires rigging and heavy machinery transportation will be exponentially more expensive than a corporate office relocation within the same city.

Question 27

How do you mitigate downtime during the move?

Accepted Answer

Mitigating downtime during a commercial relocation is one of the most important aspects of the move. Common tactics to maintain productivity during the move include:

Planning ahead and creating detailed timelines
Staging the move for continued access to materials
Implementing work-from-home policies whenever possible
Relocating during your slow season