Ten steps to a successful relocation.

Insider Outlook

Even though the office market is on the upswing, it's hardly a tight market. Accordingly, landlords and brokers today are still in the business of trying to attract corporate tenants.

One way that can make the difference is helping the tenant think about the design of his or her office space.

When a company chooses office space, several aspects must be considered to make sure the layout and design fit its needs and that the relocation process is carried out as smoothly as possible.

The main goal is to create the most productive, efficient environment possible. To reach that goal, it's necessary for the client to think at length about the ten issues listed below prior to signing a lease and, once again, before beginning any structural changes.

Image: Most importantly, will outside clients see the space? What is the image the company would like to project? It's possible to create a specific image through design. For instance, it is conceivable to convey that a company: (a) has been in business a long time; (b) is highly creative; (c) is technical; (d) is on the leading edge, and so on.

Corporate Structure: Consider the level of interaction between employees and divisions. Is the structure predominantly hierarchical or are a number of employees of equal rank? And is the office relocation a consolidation or expansion move? These factors are especially important for creating individual offices that do not impede internal communication and that provide maximum efficiency.

Staff Activity: Exploring the tasks that employees perform on the job is important for determining how their work areas should be set up. Take into account the tools they use: computer, printer, typewriter, drafting table, fax machine, etc. Other important questions are: Do employees need privacy? Do they spend most of their workday outside of the office? The answers will help you determine the type of offices that are necessary - for instance, if cubicles are appropriate or if private offices are essential.

Office Atmosphere: Furniture, lighting, color, and finishes should be chosen carefully to fit the office atmosphere. For instance, a funky magenta couch might be appropriate in the waiting room of a creative advertising agency, but not for that of a conservative law firm. However, the latest trend in office design is to create a setting much like that of the home - where comfort is fundamental. A comfortable workplace has been found to have a positive effect on productivity.

Technology: As technology advances, an increasing number of conditions must be met in an office space. For example, certain types of computer equipment may require specific air temperature levels. Thus, room must be allotted for air conditioning apparatus. Wiring needs should also be considered. Is the space conducive to the type and amount of wiring required? The type and size of equipment will constantly be changing, so furniture should be selected or designed to allow maximum flexibility.

Budget: It is crucial that a company's relocation budget can account for all of the following possibilities: building out the space; updating telephone, computer or other equipment; new furniture and finishes; consultants, such as architects, interior designers and engineers; moving costs; artwork; plants; and one detail that can be easily overlooked - change of address on all company stationery, business cards and brochures.

The client should also take into account the cost of using their own staff to work on the internal aspects of the project. These staff members will most likely be unable to fulfill all of their other normal job requirements while the project is underway, and therefore, will not be generating as much income for the company.

Schedule: A detailed timetable is an absolute requirement. A move should be planned one to one and a half years before it takes place. Begin by figuring out how much time is left on the current lease. It is crucial to allot time for finding space, negotiations, design, construction documents/building department filing, bidding, construction, moving and last minute changes.

Environmental Issues: Quality of life is of major concern in the workplace. Be aware of the toxicity of all design materials, lighting-electrical givebacks and flammability, and minimize noise pollution factors during and following construction.

Worker Amenities: Depending on the company's budget and size, it may want to arrange enough capacity for a cafeteria, on-site health club and/or child care facility.

Orchestration: An "orchestrator" is a must for a successful relocation. Using one of your in-house people is generally a mistake, for two reasons: 1) Orchestrating the relocation will be so time-consuming that it will prevent him or her from doing whatever job that person was hired for, and 2) Orchestration requires considerable professional know-how.

All tenants can use advice on designing their new offices. A few tips like this can make the difference between a tenant and an empty space.