Strategies for corporate relocations: 5 tips for a trouble-free move.

With today's flux in available office space, business owners continue to assess real estate requirements to reduce their ongoing cost of occupancy or to accommodate business expansions or contractions. When the location assessment results in the decision to increase or downsize space, a detailed move strategy is necessary to avoid costs from lost production.

1. Bring the key players together up front

Externally, the landlord, project manager, architect, interior designer, furniture supplier and construction manager all have an impact on how the space comes together. Concentrated coordination between these external parties and the internal relocation team at the onset will help avoid unnecessary hiccups, which ultimately drive up costs.

2. Don't set an unrealistic move date

Space conversion and planning typically take 60 to 90 days from the lease signing. The internal and external relocation team should be selected prior to lease signing. Several items need to be incorporated into the pre-planning stage to hit the ground running when the lease is signed.

3. Include the IT department on the internal relocation team

Even small companies tend to have an IT resource person. It's critical that a successful move strategy include an IT representative. Voice and data requirements are one of the most important planning items to be addressed in a relocation. The technology components of an organization affect all departments and impact the entire move process.

4. Create a budget

Set a realistic budget up front. Make sure that all components associated with the move are outlined. The hiring of an external project manager specializing in relocations will ensure that all components are identified. Include a contingency factor in the budget (typically 10 percent of total budget) for unforeseen variables. Create a wish list of additional enhancements for the new site in conjunction with the move. These items may include new equipment purchases or IT upgrades and can often be added into the budget if variances allow. Additionally, with today's favorable lease arrangements, all items associated with the move can usually be rolled into the lease, eliminating the need for an up-front, out-of-pocket cash outlay.

5. Remember: There is no "one-size-fits-all" corporate relocation

All companies are different. All players on the relocation team need to keep the management of the specific business at the forefront of their relocation management plan. Focusing on the core business strategy will produce the desired outcome--a seamless transition.

Jennifer Tallman McLean is CEO of Diversified Property Services in Southfield, a member of the Detroit Regional Chamber.

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