Many organizations are unfamiliar with the office renovation or relocation process. Knowing how and where to start can be a little overwhelming. We’ve developed a list below that includes some of the issues clients face when trying to start a remodel or relocation project, and how a firm like SHYFT Collective can help get the project off of the ground.
#1 - How do I select consultants that are right for the job?
One of the first steps to starting a project is engaging professional service providers to assist with the planning, coordination, and execution of a renovation or relocation project. Consultants and contractors vary by project and may include owner’s representatives, design firms, contractors, movers, furniture dealers, etc. A Request for Proposal (RFP) or Request for Qualifications (RFQ) are great tools to help ensure your organization receives the best value for the cost of any given scope of work.
A few things to consider during the RFP or RFQ process:
Identify the list of qualified firms the RFP/RFQ will be distributed to
Determine the criteria by which responses will be evaluated – i.e., cost, proposed team, related project experience, references, approach/methods, etc.
Be specific with the information requested from those responding to the request to ensure an apples-to-apples comparison of the responses
Create a comparison matrix to simplify the review process
#2 - How do I determine the size of space required to accommodate current staff and planned growth?
Determining the size of space your organization requires is one of the first steps when considering a renovation or relocation project. This process starts with programming.
Typical programming elements to consider include:
Current staffing counts and planned growth by the department
Types, sizes, and quantities of required staff settings – i.e., 6x6 workstations vs. 6x12 workstations vs. private offices.
Required conferencing and meeting spaces.
Ancillary spaces – i.e., break room, lounge areas, collaboration areas, etc.
Circulation space necessary throughout the office – typically based on code-required aisleways and corridors.
#3 - How do I determine which location is best suited to support my organization’s staff, partners, and clients?
When evaluating a list of various office location options that meet the established programming requirements, it is imperative to consider how the selected location will impact your organization’s staff, clients, and operations.
A few items to consider during the evaluation process:
Consider staff commutes. This can be accomplished using a heat map that illustrates the concentration of where staff lives in a specific metropolitan area
Consider client and staff accessibility. Ease of access from main corridors may be imperative for your organization’s operations
Identify any amenities that might help foster employee satisfaction or be required for operations. Amenities might include restaurants, hotels, fitness centers, conference centers, etc.
Consider a location’s proximity to competitors or partners
#4 - How do I determine if leasing or owning an office is right for my organization?
There are advantages and disadvantages to consider for both options. To determine whether leasing or owning an office is the right choice for your organization, consider the following advantages of both options:
Lease terms allow for flexibility for unplanned growth or attrition
Less capital is tied up in your organization’s real estate portfolio when leasing as compared to owning an office
Depending on the metropolitan area, leasing may provide more prime location options than what might be available for a newly owned building
Owning an office typically allows for fixed real estate costs, as compared to variable rent increases that are typically associated with a leased office
If an organization own
s a building, it could consider leasing vacant space to third-party tenants to generate additional income
An owned building would typically be considered an appreciating asset for an organization
#5 - How do I include staff in the project process to build excitement when most are reluctant with change?
Employee engagement continues to be a top priority for organizations considering a renovation or relocation. Allowing staff to take part in the project process helps foster buy-in and creates excitement.
Potential strategies to foster engagement without bogging down the decision-making process include:
Engage department representatives or conduct a staff poll to help determine project goals and priorities
Allow staff to vote on a specific project element from a pre-approved list created by the project team. An example might be allowing employees to select their task chair from an approved list
Conduct “Town Hall” meetings where the project team provides an overview of the renovation or relocation details, and answers questions staff might have
At SHYFT, our team is here to help guide you through the renovation and relocation process, helping you create a better way to a better space.
Interested in starting your remodel or relocation? Drop us a line here!