Shifting from a home-based business setup to an actual office space is such an awesome milestone for your business. The fact that your company is expanding, you will require more space for extra employees, machines, and other resources.
With dedicated office space, your business can benefit from an improved professional image, there will be an increase in productivity, scalability, and opportunities for collaboration, and more. Office providers like Icon Offices offer various options you can choose from.
Here are 10 essential tips that will help your business transition smoothly from a home-based setup to a dedicated office space.
Set a budget
In a home-based setup, businesses do not incur expenses such as office rent, utility bills, or operation costs. Coming up with a budget will give you a direction of the kind of an office you want and fit the needs of your business and employees.
So as not to spend too much money on moving and buying office furniture, identify non-negotiable things you may need during the first months in an office and others you can slowly purchase them. An initial estimate will help move your business to an office setup, however, you may make necessary adjustments later on.
Determine the location of your business
Your business location will make it more accessible to your clients, suppliers, and partners. You should choose a location that will be close to your target market which will be able to accommodate walk-in clients.
A good office location increases efficiency in the supply chain. When choosing a location, keep in mind the proximity of your suppliers, transportation hubs, and ease of receiving and sending deliveries and parcels respectively. This can save you a lot of transportation costs.
According to your budget, choose a cost-effective location. Note down all the expenses needed for your office such as rent, utility bills, and operational expenses. Work with office providers like Icon Offices, where you will get affordable offices located in prestigious areas.
Your location widens your talent pool and also determines your proximity to competitors. If your business heavily relies on skilled employees, you can choose a location that has a source of talent in your industry. For your competitors, being too close or too far from them can affect customer choice.
Consider the best workspace for your business
Now that you have a budget and a location in mind, identify the best workspace for your business. After the onset of the pandemic, flexible workspaces have become a cost-effective alternative for businesses.
Alongside traditional office spaces, you can either rent a serviced office, or shared office space or find a coworking space.
A serviced office offers a fully equipped office space with well-dedicated privacy and customisable options depending on your budget.
To find a rental package that suits your budget, you can explore office provider websites such as Icon Offices to find a serviced office that will fit your expenses.
A shared office is where two or more companies share the same workspace. Typically, one company manages the space but has unused workstations or smaller units that can be rented by smaller businesses.
You can sublease a space where you will have access to a professional working space without investing too much in an office rent.
A coworking space is a physical space where businesses or individuals share. The space not only offers a functional office but also fosters a community and networking with like-minded people. A coworking space has an open-concept design with dedicated or hot desks, offers meeting or conference rooms at a fee, and also offers opportunities for networking and collaboration.
You can choose any workspace that aligns with your vision and supports your business success.
Choose a moving date
Now that you have determined where you want to move your business, set a moving date which will give you time to prepare and inform your team in advance.
Choose a date that will not interrupt your business, for example, if your business is at its peak, that is not the right time to move.
Choose a taskforce
You can choose a team to help you transition to an office space. Your task force can compromise property managers, movers, and office designers. The number of people you can add to your task force will depend on the size of your team and the scope of your move.
Movers can simplify the moving transition of any business size. They offer a seamless and stress-free transition to your new office.
A property manager or office provider will provide a seamless transition by transferring all pertinent files to you. For instance, Icon Offices will give you rent contracts, rent applications, inspection reports, and more.
Designers will plan the layout of your new office. They will know the exact office furniture you need, create efficient storage solutions and make your office a comfortable working environment.
Communicate to your team and clients about the upcoming move
Notify every member of your team about the decision to move. This will give them time to prepare for the transition, make necessary arrangements, and mentally prepare themselves. Also, notify them if there will be a change in the time of their work schedule.
Additionally, notify your clients and suppliers in advance. Provide details about the new location, any changes in the operation, and contact information.
Schedule a walk-through of your new office
Once the designers have designed the space, schedule a walk-through to see if the layout is okay with whatever you had in mind. You can make any changes to the color palette, furniture, and layout.
This will also help you determine whether the furniture needed in your space is less or more needed and if there are any repairs the property management has to do.
Create an inventory of all equipment that needs to be moved
The IT department is critical. It is important to make the necessary arrangements to ensure a smooth transition for your technology. Coordinate with IT professionals to move computers, servers, and data connections.
Determine what your office space security needs. List all necessary equipment needed to keep your office secure.
Pack up your office space
Once you have an inventory, you can start packing up. This will make it easier for small equipment not to be forgotten when the movers help you to move.
Also, label all boxes with their contents and which room they need to go to in the new office space for easier arrangements.
Stay organised during the move
Keep important documents accessible during the move to avoid stress. If not you, have someone to clear a path for the movers for a seamless transition.
Once the movers have packed everything, do a last walk-through to see if anything was forgotten or destroyed in the process of moving.
Moving your business from a home-based setup can be a stressful process but you will celebrate your hard work and new space once the hurdle is out of the way. Remember to celebrate your new space by budgeting for a small party for your employees.
