Timeline

A timeline is a necessary guide to the various aspects of an office space renewal or relocation. It provides a sense of the timing from the beginning stages of deciding whether to renew or relocate to the punch list after construction has been completed. Awareness of the steps and careful planning minimizes the unknowns and disruption that a relocation causes.

This is an approximate timeline that will be able to accommodate various management styles and decision making. Nevertheless, it is conceivable for some corporate processes to add or subtract 6 months from this timeline.

12 months

  • Select a project leader and associated team.
  • Meet with senior management to discuss future needs of the company and their vision of the future office space occupancy. Topics to cover include budget, location, headcount changes now and in the next 2-4 years, culture of office (offices versus open seating) amenities and image of the building and space. Keep in mind the concept of attracting and retaining employees.
  • Hire an architect to determine the amount of square footage you need today and in the next 2-4 years.
  • Decide if you are going to hire a Project Manager.

11 months

  • Decide if you are going to appoint a broker to handle the search and negotiation.
  • Tour various alternatives in the marketplace.
  • Inventory all equipment, furniture and systems – determine what items to be retained or discarded.
  • Review the restoration clause in your current lease to determine if there is a potential liability.
  • Review the hold-over clause in your current lease to identify the cost of remaining in space beyond the expiration date.

10 months

  • Request proposals from 3-4 buildings that could accommodate your space needs.
  • Review the architect’s test fits for various buildings.

9 months

  • If a renewal is under consideration, request a proposal from your landlord.
  • Continue negotiating the alternative location proposals.
  • Select an attorney to review/negotiate the lease.
  • Determine if the landlord’s construction company or one you select will build-out the space.
  • Continue review of space plans.

8 months

  • Select a location and finalize lease negotiations.
  • Negotiate the lease.
  • Continue review of space plans.
  • Determine if you will be purchasing/leasing new furniture, phones, IT and communication equipment.

7 months

  • Prepare final space plans.

6 months

  • Determine specifications of paint, carpet and wall coverings and any other interior items.
  • Sign the lease.
  • Apply for necessary building permits.
  • Select moving, IT, phone system and furniture companies.

5 months

  • Begin construction of the premises (assuming a substantial construction project).
  • Walk space twice per week with construction company, project manager and architect.

4 months

  • Walk space twice per week with construction company, project manager and architect.
  • Order furniture, phone/fax and IT lines and equipment.

3 months

  • Walk space twice per week with construction company, project manager and architect.
  • Order new stationary, business cards, letterhead and other printed materials
  • Create a move announcement mailing/email list that will include customers & vendors.

2 months

  • Walk space twice per week with construction company, project manager and architect.
  • Send change of address notice for subscriptions.
  • Create employee move packets that include critical info of new building area amenities and mass transportation.
  • Schedule switch-over date for phones, IT and other communication equipment.

1 month

  • Walk space twice per week with construction company, project manager and architect.
  • Plan a day to clean-out existing space – i.e. old files, furniture and file cabinets (anticipate any planning necessary for recycling)
  • Plan training on new systems.
  • Create list of all vendors including name, phone, cell phone and email address and
  • forward to internal project team and architect.

3 weeks

  • Walk space twice per week with construction company, project manager and architect.
  • Discuss move-in procedures with new landlord.
  • Install phone and data lines.

2 weeks

  • Walk space twice per week with construction company, project manager and architect.
  • Notify post office of change of address.
  • Walk space and create punch-list.

1 week

  • Install furniture, IT/phone/data equipment.
  • Clean out old space.
  • Determine amount of petty cash to have on-hand for moving day.
  • Obtain certificate of occupancy.
  • Back-up all computers.
  • Send move announcement to mailing/email list.
  • Hand-out all keys/parking passes/security badges (if required).

Moving day

  • Make sure there is a point-person at each location during the move.
  • Once all items are out of old space conduct a walk-through and note all damage and wear and tear.

Post moving day

  • Walk space and create construction & furniture punch-list.

1 month after

  • Grand opening party.