04 February 2023

Moving to new workspaces in 6 steps

Packing boxes and dealing with administrative tasks can already be a headache in the private sphere... So when it's an entire company that is changing locations, the exercise becomes even more challenging to manage. By starting early enough and following all the key steps of a successful move, the situation is entirely achievable. In this article, we provide you with 6 tips to properly organize a successful business move.

Before the move : Defining the needs

This first step allows you to guide the decisions that will be made by clearly defining your office needs:

Where will your offices be located, taking into account factors such as accessibility, visibility, proximity to your clients or competitors?

What size of space is required based on both your current and future needs?

What type of building will you prefer in terms of floor size, image, and technical performance?

Lastly, do you want to buy or lease? In case of a lease, what is the desired lease term and what level of flexibility do you need? The budget should be defined, and all costs related to the fit-out clearly identified.

Scan the market

The selected real estate advisor will present you with a comprehensive selection of available properties on the market. Based on the information provided, you can choose the buildings you want to visit and, with their support, conduct your visits efficiently.

Establish a shortlist of buildings for negotiation

Based on the criteria specified during the needs definition, a qualitative analysis of the visited buildings will be conducted by your real estate advisor to then rank them in order of preference. It is useful to establish a layout study (block planning) for the top-ranked few buildings.

Keys to conducting negotiations

A Request for Proposal is sent to each of the owners of the selected buildings. Their response based on the various criteria outlined in step 1, as well as their financial proposal, is studied. After negotiating the financial and technical conditions, as well as the lease clauses, the lease agreement is drafted, finalized, and signed.

After the move, it's time to consider fit-outs: time and budget constraints

From the initial inventory to the completion of the works, the fit-outs need to be coordinated, taking into account time, budget, and quality constraints. The architect and/or designer, as well as the project manager, play an important role in ensuring the success of your project.

The move, constraints, and obligations

The coordination of your move should also take into account the obligations concerning the office space you are leaving. Moreover, by vacating your previous premises on time, you benefit financially! It is also essential not to forget certain formalities (change of address, etc.) to ensure a successful transfer.

There you have it! Have you decided to move? Are you ready in your search for office space for rent in Brussels or Belgium, or do you have other issues to address ? Contact us !