Office Move Guide Programme

Transcription

1 Office Move Guide Programme

2 1 Moving Office Guide - Copyright Coordinator and/or Supplier Action Required Review current lease obligations, expiry date and establish timetable for move. Prepare this in conjunction with excel guide Establish if lease inside or outside Landlord and Tenant Act provisions. See Lease Notes in Property Topics and Guide Determine size, geographical and specification criteria, length of lease and budget for space required. To establish size requirements see Office Space Calculator Select and appoint agent to handle search and negotiations on your behalf. Establish terms of appointment and agree reporting and inspections timetable Select and appoint Property Solicitor. Status & Key Dates Select and appoint building surveyor to review existing repairing/re-instatement(dilapidation) obligations if appropriate. See Dilapidations Guide under Property Topics and Guide Establish Budgets (your agent can do this) See Financial/Budget Templates Make inventory of existing IT and Telecoms equipment and suitability for new premises. Review Voice/Data contracts and appoint contractor Review available property report from agent and agree shortlist to inspect Inspect shortlist and agree preferred option(s)

3 2 Instruct agent to advise on pros and cons and agree options for agent to further negotiate and clarify terms and budgets. Review and appoint fit out/design consultants to review shortlisted options and perhaps prepare a "fit study" Select preferred option(s) Commence investigations for IT and Phone installation time frames. Establish if existing numbers can be transferred Establish furniture requirements in conjunction with fit out company Follow progress of agents negotiations of heads of terms and once agreed appoint solicitor to progress legal formalities, instruct fit/out design consultants to prepare fit out designs and budgets. Establish timescale estimates Follow closely progress of legal formalities to ensure each party performing to timetable (your agent should do this too) Obtains quotes and references for removal companies and agree likely move dates. Establish archiving requirements and locations Ensure repairing obligations for new premises are understood and appoint Building and M&E services surveyor to inspect and report Obtain Landlord and if applicable Superior Landlord s consent for fit out and ensure this is obtain before lease completes. Agree fit out and programme for works to commence as close to completion/possession as practicable Complete legal formalities for new lease Confirm move dates for removals companies Implement contracts for phones/it and confirm dates to IT consultants

4 3 Programme any repairs/re-instatement if applicable for existing premises Prepare lists of customers and suppliers to notify new address Notify insurance company of new address and ensure cover at existing and new premises and during move Notify rating authority of date of vacation (and claim empty rates if applicable) and lease commencement at new premises Select and order any new hardware/software Identify items to be disposed of and arrange with contractor or local authority Ensure all stationary, business cards and company literature is updated with new address including website Arrange post and/or phone forwarding if applicable from date of move Notify utilities companies of intended move date. Ensure adequate access and keys are available on day of move Move Take meter readings (including photo of reading) on day of move Notes/Additions

5 4 Contractors/Suppliers Contact Details Project coordinator Agent/Chartered Surveyor Solicitor Interior Design & Fit Out Contractor Removals Company IT/Telecoms/Other *This programme is a sample only and should not be considered as comprehensive and must not be relied upon for any purpose. Professional advice should always be sought on every aspect.