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There are many reasons why you may be thinking about moving to a new office space. Perhaps you have grown out of your current space, or you have seen a new space that you think is better for your needs. It can be exciting to move, but it can also be challenging. Here are some steps you need to take.

Start planning early

When it comes to moving to new office space, it can be quite a long process. You are likely to want to compare a number of locations before making a decision. If possible, you’ll want to start thinking about a new space at least six months before you need to move. This is important if you want to make sure that the office space you move to is the best fit for your business.

Scoping out new locations as early as possible gives you plenty of time to rent the right space and prepare properly for the move. It’s a big decision, and you don’t want to be rushed into making one you may regret. If you’re looking for Phoenix office space, there are some great options available, such as designer coworking workspaces located in the heart of the central business district.

Involve your employees

If your employees are involved from the start, they are more likely to get behind the move. You don’t want them stressed and scrambling around at the last minute to pack up. You could get each department to elect someone to set up a moving team and elect a moving manager to coordinate the teams. Teams could be kept up to date with all developments and give feedback where they have any concerns.

If you want to keep your teams happy, you need to ensure that the workspace you select fits their needs. Relocation provides you with a great opportunity to start fresh and overcome the limitations of your current workplace. Can you deploy an open floor plan? Do you need quiet rooms where people can video conference, dedicated workspaces, breakout spaces and extra meeting rooms?

Calculate how much space you need

Picking an office space that fits you perfectly now may not leave you with enough room to grow. A move can be expensive, and if you keep moving as your company grows, it can be very disruptive. It is hard to estimate how quickly you will grow. Shared office space or coworking spaces offer a more flexible solution. You don’t have to commit to a long-term lease as you usually have to do when renting traditional office space.

Now that so many employees are working remotely, implementing a remote work schedule could significantly reduce how much office space you need. If you decide to implement a hybrid work schedule, you will still need office space, and you will need to decide how to configure it to offer more flexibility.

Keep a checklist

When you’re checking out different locations, it can be hard to keep track of all the details and make sure you have the most accurate information about each property. For example, does the price include the use of common building areas like restrooms and hallways or is it just for the office space? Are utilities included in the price? If there’s an issue, is there a property manager on-site who will deal with it?

You can only compare rent prices if you are fully aware of what’s included and what’s not. There are literally hundreds of factors you will need to consider when choosing an office space, and a detailed checklist can help you to keep track of them all. Each office space will have different features so you need to decide which ones are most important to your business.

What to do once you find the perfect office space

Once you find the right office space, it’s important to review your lease agreement carefully before signing it. Don’t ignore unfamiliar terms or you could end up agreeing to something that doesn’t suit you. It may be worth having a lawyer examine the lease agreement before you sign it.

You will need to calculate the costs of relocating. Hiring local movers is usually best as they know the area. Arrange specifics like the date of the move and how long it will take. You want to make sure disruption of your business operations is as short as possible. You will need to advise all affected parties well in advance that you are moving – clients, suppliers, cleaners etc.