You should start thinking about your move 12 months in advance: what your basic needs are, how the process should proceed, and who will be responsible.

Bigg will provide logistical support and plan your move; however, you must also ensure that everything runs smoothly internally. Creating a team of employees who coordinate with Bigg will streamline the process, improve internal communication, and boost motivation.

Choose someone from the team who:

has decision-making skills,

is skilled at multitasking,

is motivating,

has experience in the company,

has excellent communication skills,

is well-organized,

and

is good at managing the budget.

Roles and Responsibilities

Defining the team's roles in advance will prevent any surprises and ensure you stay on schedule. Just like your company's departments, your relocation team should have roles:

Administrative Director

Finance Director

Service Director

IT Director

Operations Director

Marketing

Human Resources

Ensuring that roles and responsibilities are allocated to each team member based on their company roles will make your job easier.

#biggfact The assistants on the executive floor are the ones who know what's going on in an office best. Including them on your team reduces workload in many areas, saves you time, and most importantly, makes scheduling people much easier.

Setting Location Priorities

You know you're one step away from achieving your dream of the "perfect office."

But remember: your office is your "business base"; no matter how well-designed your new office is, choosing the wrong location can disrupt all your plans.

When deciding on your new location, it's helpful to consider the following criteria:

Located on a public transportation network,

Easy access for customers,

Easy access to customers,

Easy access for your employees,

Easy commute for your employees,

Close proximity to services like stores, restaurants, and pharmacies,

Easy access to airports and highways,

Parking facilities

#biggfact The environment your employees travel through on their way from home to work is a key factor in getting their day off to a good start. If you constantly force them to travel in crowded places, pass through unsafe areas, and spend long hours on the road, you'll have employees who are unproductive and tired from the very first hour of work.

A new office project, if not planned well, can be the most expensive project your company has ever undertaken. A move without a budget is like navigating the ocean without a compass.

When planning your budget, you should consider every aspect of the move. Some of these include:

Utility costs (rent, services, taxes, energy, etc.)

Transaction costs (notaries, lawyers, agents, etc.)

Insurance costs

Fire code procedures

Planning documents and permits

Design and planning services

Environmental taxation and sustainability practices

IT (installation, transportation, renovation)

Furniture (renovation, transportation, installation)

Disposal (old furniture, computers, garbage, etc.)

Extra security (during the move)

Printing costs

Telecom infrastructure and renovation

Marketing costs (announcements, invitations, updates, email, website updates, etc.)

Contingency budget (we recommend allocating 20% ​​of the project budget for unexpected situations and changes)

Repair, cleaning, etc. expenses of the old space

Repair, cleaning, etc. expenses of the new space

Ventilation, heating, cooling, etc. Temporary storage during relocation

Giderleriniz, yeni ofisinizin işlevlerine ve nasıl bir tasarım istediğinize bağlı olarak değişecektir. Doğru tasarım ekibi ile birlikte çalışmanız, hayallerinizdeki ofisi gerçekleştirirken bütçenizi minimumda tutmanızı sağlar. 

Mekâna karar verdikten sonra, tasarım partneriniz yeni binanızı analiz eder, bütçe hesaplamalarınızı günceller ve yeni mekânınızı görselleştirerek sürecin sonunda ne “göreceğinize” dair bilgi edinmenizi sağlar. 

Böylece, gelecekte sizi bekleyen kötü sürprizlerden kaçınmış olursunuz. 

Anahtar teslim bir ofis için, tasarım ekibinizin size sunacağı hizmetler şunları içermeli:

Tüm projenin yönetimi, maksimum iletişimin minimum kişide toplanması

İhtiyacınız olan alanın belirlenmesi

Giderlerinizin hesaplanması

Mekân planlaması

İç mimari projelendirme

Uygulama projesi 

Yerleşim ve uygulama

Mobilya kararları ve temini

Mekanik&elektrik projelendirmesi ve uygulama

Isıtma, soğutma, havalandırma uygulamaları

Tesisat uygulamaları

Proje için gerekli izinlerin alınması 

Sağlık ve güvenlik önlemleri

IT kurulumu

Telekom kurulumu

Taşınma yönetimi ve lojistik destek (paketleme, nakliye, mobilya kurulumu, yerleşim vb.)

Her kalem için belirlenmiş bir bütçe ve tarih

Her tasarım ekibi size yukarıdaki hizmetleri paket olarak sunamayabilir. Öyle bir durumda sizin iletişimde olmanız gereken daha çok grup ortaya çıkar ve harcamanız gereken zaman artar. Ancak Bigg, bir profesyoneller platformudur: sizin için konsept projeden uygulamaya, lojistik destekten aydınlatma tasarımına anahtar teslim tasarım çözümleri sunar. 

Birimler arası koordinasyonla ilgilenmenize gerek kalmadan sürecin tüm kalemlerini kendi bünyesinde yürütürken siz de zaman, enerji ve bütçe tasarrufu sağlarsınız

Fizibilite çalışmaları

İyi yapılmış bir fizibilite çalışması hem paranızı, hem de vaktinizi kurtaracaktır. İhtiyacınız olan alanın ve çalışanlarınızın nasıl yerleşeceğinin yanı sıra, gelecekteki büyümenizi de göz önüne alacak esnek bir planlama sizi gelecek günlerde yeni bir yerleşimden ya da başka bir yere taşınmaktan kurtaracaktır. 

Ofis tasarımı danışmanınız, sizin için şunları yapabilmeli:

Takımlarınızın nasıl çalıştığını araştırmalı. (Bölümlerin her biri nasıl, ne zaman ve ne büyüklükte bir alanda çalışıyor, hangi bölümler hangi bölümler ile daha sık biraraya geliyor vb.)

Şirketin ve her bölümün geleceğini öngörmek ve senaryolara göre yeni planlama önerileri sunmalı

Yeni ofisin kaç kişilik olduğuna ve işin yapısına göre kaç çalışma istasyonuna hizmet vereceğini hesaplamalı.

Mutfak, kitchenette, kafeterya, yemekhane, oturma alanları gibi ortak alanların sayısını, yerleşimini ve niteliğini belirlemeli

Şu mekânlar için –gerekiyorsa birden fazla- alan, kapasite ve ihtiyaçları belirlemeli:

-Resepsiyon

-Toplantı odaları

-İdari ofisler

-Telekonferans, sunum, konferans, eğitim salonları

-Tuvaletler

-Servis alanları ve depolama alanları

-Arşiv

-Dinlenme alanları

-Çay ve kahve noktaları

-Fotokopi makinesi, yazıcı vb. noktaları

-Geri dönüşüm noktaları

-Diğer (kütüphane, sessiz alanlar, telefonla konuşma mekânları vb.)

Ayrıntılı bilgi için, "Doğru Tasarım Ekibini Seçmek” rehberimize bir göz atabilirsiniz.

You've decided to move, chosen your building, engaged with the design team, planned your new office, completed feasibility studies, and even decided on the concept design. You've accomplished so much!

But there's still so much to do...

Storage

A messy office means unhappy employees. Your new office is an opportunity to identify and organize your storage areas!

Necessary storage space for each employee (cabinets, drawers, pedestals, etc.)

Cloakrooms, etc.

Document storage, archive space

Storage rooms for office supplies, etc.

Kitchen storage areas

Safes, security storage

Off-site storage

When determining storage spaces, it's important to consider the future of your office. By properly consulting with your design team, they can anticipate your future storage needs, providing you with room for expansion.

An Environmentally Responsible Office

Does a new office mean a greener office for you?

If so, it's worth considering the following. Furthermore, if planned correctly, a green office can mean a cost-effective office.

Consider BREEAM and LEED certifications.

Ensure energy efficiency is considered in the design.

Pay attention to details such as recycling points in spaces and recycling during construction and the move-in process.

Make the most of natural light in your new office.

Choose furniture made from recycled materials and environmentally friendly packaging and food.

Make sure that finishes, flooring, carpets, etc., are made from recycled materials and/or recyclable.

Choose low-toxic paints, plasters, etc.

Use Forest Stewardship Council-certified wood.

Ensure that the furniture, architectural elements, and equipment in your old office are recycled.

Choose solutions that minimize carbon emissions during the move and consider recycling. To help you achieve a sustainable office step by step, you can take a look at the "Guide to Having a Green Office" we have prepared for you.

Communicating with Your Employees

The moving process can be a bit stressful for your employees. Ensuring everyone is regularly informed and personally involved throughout the process will foster a sense of belonging and company loyalty.

Have you assembled the relocation team mentioned in the first step? Hold regular meetings and strive to ensure everyone in your company implements the following:

Ensure that people freely express their opinions about the move and the new office. Conduct regular surveys, online forums, etc.

Share project progress and presentations.

Conduct site visits.

Before the move, organize a tour of your new office with the design team.

Ensure that a moving newsletter is prepared to inform employees about the process and what needs to be done.

Remember, Bigg's consultants and communication designers will assist you and your relocation team with all your information!

Get to Know Your Neighbors:

Being informed about what's happening around you can impact how you do business. The best way to do this is to know who your neighbors are and what they do.

Are there any competitors/potential competitors nearby?

Are there any partners/potential partners nearby?

If there are other people and/or tenants in the building: what kind of companies are they?

Are there any problems with noise, pollution, odors, etc. from the street?

Where are the nearest public transportation stops, pharmacies, hospitals/clinics, snack bars, or restaurants?

Legal and financial matters:

Lease agreement (carefully consider the wording; this will help you avoid unpleasant surprises in the future).

Learn about the building's future and planned projects.

Make sure you have the necessary permits from your local authorities.

Review your tax return.

Before moving in, verify that your insurance is valid.

Once you're satisfied with all of this, sign the dotted line!

Construction is about to begin in your new office, so it's time to focus on the details. Who will sit where? How will the meeting rooms be lit? What will your desks look like?

Color and material panels will be created to reflect your company's corporate identity: decide which ones are most suitable for you.

Make sure the designs comply with all relevant regulations. Don't hesitate to ask.

Request detailed 3D renderings; review simulations, videos, prototypes, and samples.

Choosing the Right Furniture

The right furniture isn't just about the most economical. Health, safety, ergonomics, and aesthetics are just as important as affordability.

Ask yourself these questions:

Is the furniture practical and suitable for daily use?

Are your chairs and armchairs ergonomic?

Do they come with a warranty?

Are they made from sustainable materials?

Do you have the necessary storage space?

Are the furniture compatible with your computers and other technical equipment?

Do you have the option to rent instead of buy?

Do they reflect your corporate identity? The furniture you answered most "yes" to the questions above is the best fit for you.

IT, data, and computers

Power supplies: How many and where are they?

Floor junction boxes: How many and where are they?

Printers and faxes

Cable solutions

Generators

Servers

Service and support

IT management and coordination

Telephone and internet

Request transportation and connection from your telephone company.

Are you satisfied with your internet system?

How many networks do you need?

Will you keep your current numbers?

Do you need voicemail or operator services?

If you are getting a new number, inform your contact information (email, calling, etc.).

Health and safety

Even if you are working with contractors, health and safety matters are your direct responsibility and are very important. Make sure the teams you work with have reliable references in both areas.

Construction Site Duties

By law, you must keep records of waste left on the construction site, and it is your responsibility to ensure your contractors properly dispose of all waste. Therefore, it's beneficial to pay attention to your contractors' environmental credentials.

Ensure the following are implemented correctly:

Proper removal of materials such as drywall and carpet

Separation of waste

Disposal of toxic waste using appropriate procedures

Implementation of practices that minimize carbon emissions

Conducting regular weekly meetings at the construction site

Staying in touch with your project manager throughout the entire process

Providing necessary information about changes and making joint decisions

Keeping photographic records and reports of each stage

Client Communication

Make sure all your customers and suppliers are informed about your move.

Send letters.

Send emails and newsletters.

Update your website and social media accounts.

Update your printed materials.

In the lead-up to the move date

Contact your IT staff. (The IT move and installation process can be time-consuming.)

Distribute tasks related to packing and settling.

Review vacation and leave schedules to ensure the availability of key personnel.

Ensure your employees, customers, and suppliers are re-informed before the move.

Send your employees a written internal briefing detailing key dates and necessary actions.

On move day, be prepared for last-minute problems and have a team ready to assist with unexpected situations.

Ensure proper security is provided for the new and old locations, as well as the move itself.

Get rid of clutter and old equipment.

Get rid of all unnecessary equipment.

Clean up your old files.

Properly destroy documents you won't be moving.

Donate furniture, computers, etc., you won't be moving; recycle items you won't be donating.

Ensure the old location is cleaned and disposed of properly.

When moving:

Ensure all inspections are completed.

Ensure the new location is cleaned. Make sure your phone and internet systems, computers, lighting, etc. are working.

Carry out the final handovers.

Make sure the new office is stocked with the necessary supplies: stationery, food, tea, coffee—even champagne to celebrate!

Celebrate your success.

Have a moving party with your employees and/or customers and suppliers.

And take that well-deserved vacation!