Moving your office involves more than just packing up boxes and moving people; it requires meticulous planning and coordination to ensure that your new workspace meets financial goals, inspires your team, and minimises disruption. Drawing from Gaze's 40 years of expertise in property solutions, this guide offers a step-by-step approach to facilitate your office relocation process effectively and gives you a guide on some of the things you may not have thought of yet.
Planning your relocation
Start Early
For a 1,000 sqm project, being planning around 10 months in advance.
Major milestones include:
→ Finding a property: 1—2 months
→ Design scheme & documentation: 6—8 weeks
→ Gaining landlord permission: 1 week
→ Building exemption/consent for alterations: 2—6 weeks
→ On-site work to completion: 8—12 weeks
Key Steps
CHECK LEASE
Understand your lease terms, including expiration, break clauses, and notice periods.
DETERMINE A BUSINESS CASE FOR THE MOVE
Conduct a SWOT analysis to assess the current workplace and identify areas for improvement.
CREATE A WORKPLACE STRATEGY
Tailor your new environment to your objectives, people, and processes.
IDENTIFY SPACE REQUIREMENTS
Optimise space allocation within the office environment.
DESIGN & CONSULTATION
Hire a design and project management company to create the design and manage the preconstruction process.
PERMITS & COMPLIANCE
The design and project management company will obtain required building consents (if applicable) and ensure building code compliance based on the approved design.
PRICING & PROCUREMENT
The design and project management company will seek pricing, along with procuring materials and furniture on your behalf.
CONSTRUCTION
Demolition, construction, and furnishing the space. This phase also involves coordination with neighbouring tenants and the Landlord's representatives.
INSPECTION & QUALITY ASSURANCE
Conduct inspections for quality and coordination inspection by engineers and the Local Authority.
MOVE-IN & SETUP
Setup IT, arrange the office equipment, and welcome the staff.
POST-COMPLETION
Gather feedback, set up maintenance programs.
Budget & costs
CALCULATE YOUR BUDGET
Devote a percentage of your projected turnover to the relocation.
Approximate costs in New Zealand:
BUILDING-RELATED COSTS
Rent, rates, service charges, maintenance, running contracts, existing space dilapidations, advisory fees, fit-out costs, IT infrastructure, new AV systems, furniture costs.
LOGISTICAL COSTS
Move staff, existing furniture, insurances.
PREMIUM INTERIOR—1,000SQM | 60% OPEN PLAN
→ Hard fit-out (top end): NZD $3,000—$3,500 per sqm
→ Soft fit-out (all new): NZD $300,000—$400,000
QUALITY INTERIOR—1,000SQM | 60% OPEN PLAN
Hard fit-out (top end): NZD $2,000—$3,000 per sqm
Soft fit-out (all new): NZD $250,000—$350,000
*These figures exclude: base building work (flooring, ceiling, air-conditioning, etc.) which are often met by the landlord / building owner.
Timeline & logistics
CREATE YOUR TIMESCALES
Work backwards from your move-in date. Include critical deadlines such as lease negotiations, property approval, design and build appointments.
ENGAGE YOUR COLLEAGUES
Regular updates and meetings are essential to ease anxieties and keep everyone informed about the progress.
COMMUNICATE YOUR MOVE
Inform stakeholders and employees about the move and provide regular updates.
REVIEW IT & TELECOM REQUIREMENTS
Evaluate technology and equipment to ensure preparedness for the future.
REVIEW STATUTORY REQUIREMENTS
Ensure compliance with New Zealand's government regulations regarding building performance, fire safety, health and safety.
Execution & moving in
ORGANISE YOUR CURRENT SPACE
Clear out unwanted items, secure old files, and prepare your space for the move.
MANAGE ON-SITE WORKS
The project manager will arrange regular progress meetings and site visits to track and review the project.
HEALTH & SAFETY
The principal designer and contractor will ensure compliance with health and safety regulations.
PREPARE FOR MOVE DAY
Create a detailed plan to ensure a smooth transition. Label personal equipment, pack non-essential items, and arrange for any special requirements.
EVALUATE COMPLETED WORKS
Conduct a thorough inspection post-completion to identify any issues that need addressing.
SETTLING IN
Celebrate your new space with your team. Provide training on new equipment, distribute access cards, and enjoy your newly relocated office.
