As businesses evolve, so too do their property needs. In fact, a property move or fitout is often a clear sign of progression and growth. However, these are significant undertakings, and their complexity requires careful planning and execution.
 
Rebecca Pelling, Managing Director of Project Services at LPC, explains, "A well-planned move or fitout isn't just about getting the physical aspects right; it's about aligning the change with your business goals, culture, and the well-being of your employees."
 
Here are some strategies and best practices to consider when relocating and managing fitouts:

Plan and forecast

Planning is the bedrock of a successful move or fitout. This process should start months, or even a year, ahead of the actual move. "An optimal fitout requires time, understanding the nature of your business, and anticipating future needs," says Rebecca.
 
Your plan should consider both present requirements and future expansion. Conduct a detailed analysis of your current space usage, the efficiency of the layout, and identify areas for improvement. Anticipate future needs like staff growth or evolving technology requirements.

Assemble a strong, experienced and representative project team

A property move or fitout is a significant undertaking involving various expertise. A cross-functional team comprising members from departments like HR, IT, and Finance, working with an experienced project manager, can ensure that all perspectives are considered.

Involve employees early

A workplace change can significantly impact employees. As such, they should be involved early and consulted throughout the process. Consultation fosters a sense of ownership and helps in gathering valuable insights into the organisation's needs. Regular communication about progress and what they can expect is crucial in managing the transition smoothly.

 Prioritise sustainability

The trend toward sustainability in office spaces is no longer just a 'nice-to-have'; it's becoming a 'must-have'. Consider incorporating sustainable design principles into your fitout to reduce energy consumption, improve employee well-being, and reinforce your environmental commitment.

Incorporate flexibility

The way we work constantly evolves, and the pandemic has only accelerated this shift. As Rebecca puts it, "Flexible workspaces that can adapt to different work styles and circumstances are the future. Businesses should strive to balance collaborative spaces, private offices, and relaxation areas to cater to different work styles and employee needs."

 Budget wisely

A detailed budget should cover not only the apparent costs, like construction and furniture, but also less visible ones, such as design fees, technology upgrades, moving expenses, and potential rent during the fitout period. Contingency funds for unforeseen costs are also a smart inclusion. Tools such as our Fitout Cost Calculator can be beneficial in this process. 

Choose the right partners

Work with professionals who understand your needs. This includes architects, interior designers, technology consultants, and contractors. "Aligning with the right partners can truly make or break your project. Your project manager should be able to guide you in making these crucial decisions," advises Rebecca. 

Manage risks

Identify potential risks in your project, such as delays, budget overruns, or design issues, and develop strategies to mitigate them. Regular team meetings to track progress and address issues promptly can prevent minor challenges from becoming major problems.

 Technology integration

Technology is integral to modern workspaces. Ensure your office design includes provisions for current technology needs and can adapt to future advancements. Your IT department should work closely with designers and contractors to achieve this.

Post-move evaluation

Finally, once the move or fitout is complete, conduct a post-project evaluation. Review what worked well and where improvements could be made for future projects. A well-executed move or fitout can boost productivity, morale, and the overall success of your business.
 
A property move or fitout represents an opportunity to redefine your workspace to better align with your business objectives and the needs of your employees. "It's not just about filling a space with desks and chairs," says Rebecca. "It's about creating a workspace that encourages collaboration, enhances productivity, and makes your employees feel valued."

About LPC & the LPC subscription service

LPC provides office, retail, and industrial occupiers with advice and services that benefit their accommodation arrangements and respective businesses. With no ties to investment property owners or leasing agents, we only represent occupiers, and our advice is free from any conflict of interest that would disadvantage an occupier. Our purpose is to help commercial occupiers optimise their accommodation and tenancy arrangements. You will find the LPC subscription service helpful when identifying key terms for renegotiation and getting to the lease you deserve.