Ask the Experts

Ask the Experts 2017-06-22T05:39:23+00:00

Ask the Experts

Have a question about the office relocation process?
Click here to email the experts at Meridian Relocation.

We get this question all the time. There needs to be enough time to locate the property, design and construct the new office, and plan for the transfer of your business. Timing for this depends on the size of your company and location, but the general timeframe is 1-2+ years before your current office lease expires.

It is standard practice to create a relocation budget on the front-end of the process to identify expenses and have a way to track costs. Since every relocation is different, there are no set fees. However, there some expense items are common to most office relocations. You will likely incur fees for: moving service, equipment disconnect-reconnect service, transfer fees for your business services, voice/data cabling at the new office, security, facility design and construction (if not covered as a lease incentive), any purchases, such as new furniture or equipment upgrades, disposal costs for excess items, and hiring outsourced experts to help with the transition, such as a move coordinator. The best way to determine costs for your relocation is to review your office contents and operating systems, and then create a list of vendors you need for your relocation and obtain estimates from them.

A strong relocation team is integral to the success of your relocation project. Select a project leader who has good project management and communications skills, or hire an outsourced corporate strategist to take on that role. Select other team members to fit certain needs with the relocation, such as the facility search process, design/construction, technology transfer, new furniture purchase, kitchen machines, and others for move preparations, staff transition and move notification. It’s important to make sure that team members have specific roles and responsibilities – and that they are made aware of team expectations. The team should meet regularly to track progress and troubleshoot issues as they arise.
Working with a professional real estate representative is a key part of the process. They have marketplace knowledge to locate the best office spaces for you and the negotiating skills to obtain the right terms, pricing, and move-in incentives. They do not charge you a fee for this service.

A good representative will also help you assess your facility needs based on your company goals, staff culture and other factors. They will be able to provide benchmarking information to you about properties in the marketplace and work with you to determine office size and floorplan options that will best meet your needs. A real estate agent will also link you to other vendors you might need in the process, such as a real estate attorney and design/construction companies.

There are two main types of move insurance. The first is general move insurance, which protects your items from damages and loss during the move. It’s up to you whether you want to purchase this. First check with your business insurance provider to see if your existing policy covers items during the move and if not, find out if they can provide the service as an add-on to your policy. As well, the larger movers sell general move insurance, usually at market-rate and replacement values. Note that movers are required to provide a free low-level of this insurance, which is usually reimbursable usually at 60-cents per pound, which wouldn’t help you recoup much of the loss.

The other main type of move insurance is required by the buildings that you are moving in/out of and covers any damages to floors, walls and other areas that might occur during the move. Building management will have specific criteria for the liability insurance documentation, which is referred to as the Certificate of Insurance, or COI. This insurance is typically provided by the mover at no additional cost to you.