Category: Commercial Relocation

Understanding an Office Lease

Posted on April 5, 2016 by - Commercial Relocation

Know the Fundamentals of a Commercial Office Lease.

If you are shopping around for an office space, chances are you are serious about signing a lease. Whether you are a seasoned veteran and you have signed multiple commercial leases or this is your first office lease, it’s good to have a fundamental understanding of commercial office leases. Below you’ll find a few of the basics of an office lease that might concern you when negotiating. Addressing them early on will ensure you are left with no surprises when you sign.

Type of Lease

Knowing what type of lease you are signing is essential to renting an office space. Because there are various types of office leases, knowing which type you are dealing with will be helpful when budgeting. Below are a few types of leases you’ll come across when office hunting.

  1.  Full Service Lease – This type of lease is all-inclusive for you as the lessee. The landlord pays for all expenses including the taxes, insurance, utilities, and maintenance costs. This lease is easy to manage as the lessor because you’ll know exactly what you’ll pay each month.
  2. Triple Net Lease – This lease type is the most common and leaves the lesser to pay for the base rent, plus all of the property taxes, insurance, and maintenance costs. It requires more involvement and greater responsibility.

Business Restrictions

Commercial lease may restrict what type of business you can have at a certain location. Landlords or city ordinances may restrict the commercial property you want to lease to certain businesses. It’s important to know from the beginning if you can use the property for your type of business. Restrictions you may find include restrictions for restaurants, retail, and medical facilities.

Common Areas

For spaces you may be sharing with other tenants, you’ll want to find out what the commercial lease states about common area maintenance requirements. Knowing how much you’ll be charged for the upkeep of public spaces and what percentage you are responsible for when damages occur will help you to avoid any unforeseen costs.

Maintenance

The commercial lease will state who is responsible for maintenance. Once again, you’ll want to know what costs you are responsible for when repairs or improvements are needed. Will you be responsible for paying when the air conditioning unit fails? Also, do you want to be responsible for repairs or improvements so you know it will be completed in a timely manner? Negotiating the maintenance details in the commercial lease will improve your renting experience.

Signs

As a business, it’s important to label your company to clients and potential clients as part of your advertising. Although it may not seem like a big deal, being able to put a sign outside the building with your name on it is important to your business. Make sure you discuss this part of the commercial lease so you know about any restrictions on signage.

Commercial property leases are complex bindings between the lessor and lessee that will determine how positive of an experience you have while renting a space. Knowing some of the fundamentals of the lease will help you improve your office search and help you to know what you’ll want to negotiate for when you are ready to sign. Be sure to get a real estate lawyer for protection and full understanding of commercial leases. Always remember that commercial leases can be negotiated.

Common Mistakes to Avoid When Choosing a New Office

Posted on March 22, 2016 by - Commercial Relocation, Moving Preparation

Anyone who has ever moved knows and understands that a lot goes into choosing a new office. There are a lot of factors to consider in a certain time limit and because there is so much to do it’s easy to make mistakes. Below is a list of the most common ones that people make when choosing a new office and tips on how to avoid making them.

Underestimating Time

If your business doesn’t account for enough time when choosing an office space, you will be forced into choosing something that may not be best for you. Looking for a space and negotiating an office lease time can take a while. If you know you want to move to a new office you should begin the search 6-12 months in advance of your current lease’s expiration date, and maybe even more if your office is larger than 2500 sq. ft. as your space requirements are more likely harder to meet.

Not Considering Future Growth

Failing to factor in future growth of your company may result in your business outgrowing the office before the lease’s due expiration date. This results in staff feeling cramped and unmotivated, and not being able to get any work done. Future growth should be taken into consideration when choosing a new office. It never hurts to have a little extra space or a couple of extra rooms in your office because that space may come handy later on.

Paying the Stated Price and Not Negotiating

All lease terms are negotiable. Settling for the landlord’s initial negotiations will only ensure that they are getting the most bang for their buck, and it will prevent you from looking after your own needs and interests. Be sure to negotiate the terms that your landlord proposes to ensure you are getting what you need in the new office.

Not Having Legal Representation

A real estate lawyer reviews office spaces for their career. When reviewing the terms of your lease it’s beneficial to have a real estate lawyer on your side to review the lease with you. If you were to review the lease and make a mistake the consequences could come back and hurt you down the line. Make sure you have a real estate lawyer that is looking out for you and who will help prevent this from happening.

Choosing the right office space is imperative to ensuring your business is successful. Follow our tips above in order to avoid the most common mistakes made when choosing a new office space. Doing so will benefit you and your business.

Large Office Move

Posted on March 15, 2016 by - Commercial Relocation, Office Furniture

Coordinating a large office move can be stressful and time consuming. There is a lot to plan and many matters to consider. You need to worry about what day to start getting items together, how to unload when you get to the new office, and how to continue operations during that time. The Quality Group can ease your stress with your large office move by coordinating and executing the entire process. With our proven relocation formula that provides a seamless transition, we will move your large office with precision and efficiency.

We dedicate our resources to your large officeEquipment

No office is too large for The Quality Group to relocate. Our consultants start each move by determining the size of your relocation and what equipment will be needed to ensure your office is moved safely and securely. Our large inventory and many resources allow us to move your items in the most efficient and cost effective way possible. When we move your large office, all of our resources are dedicated to you until you are comfortably settled into the new place.

No Cost Surprises

Your large office may have hundreds of pieces of equipment that need special attention during a move. This may bring you to worry about the cost of the move increasing as it progresses, but that doesn’t have to be the case. We use our expertise and outside resources to anticipate challenges. When you move with The Quality Group, you get our not-to-exceed pricing principle, which means we try our hardest to refrain from adding unexpected fees. We tell you the expected price upfront and work within the quote.

Effective Process

Our proven process delivers an efficient move with little to no down time. Our consultants assess your large office and coordinate our three teams to create an efficient move with no wasted time. We provide a relocation plan specific to your large office needs and factor in everything, even the weight capacity of the elevator, to deliver you your ideal customized move. Our process leaves you with no worry, as we organize and plan the entire process based on when you want to be in the new office.

Additional ServicesWe offer additional services during your large office move

Your new office is obviously going to be different than your old office. It will have a different number of rooms, different dimensions, and a different flow. You might be unsure as to how you want your new furniture to be arranged or if you even want it anymore. If you don’t want the hassle of deciding how to arrange the furniture, leave it to the Quality Group. We can optimize and organize your new large office based on your needs or manage your furniture until you decide. We can provide new furniture customized to your office or store your furniture that you are unsure what to do with. Let us know how we can help and we will provide you with exactly what you need.

The Quality Group can move any sized office, from 1,000 to 400,000 square feet and beyond. We can relieve your moving stress and relocate your business into the new office with a customized plan so you can focus solely on your business. Your relocation doesn’t have to be stressful when you move with The Quality Group.

What to Look for in a Commercial Mover

Posted on March 8, 2016 by - Commercial Relocation

After making the difficult decision to move your business to a new office, you have to find the best company to help get your there. There are a lot of moving companies out there, and not all offer the same services and provide the same quality of move. When you’re choosing your perfect moving company be sure to consider the following must haves in a moving company.

   Insurance

Finding a moving company that is insured is very important. You’ll want to make sure your moving company insures your equipment for a range of possible risks during transit or while in storage. This protection will give you peace of mind during relocation.

Estimate Cost

Hidden fees and tacked on costs are common occurrences when dealing with some moving companies. Find a company that lists all costs and be sure to inquire if packing, cleaning, and supplies are included in the estimate. Some companies like The Quality Group operate on a not-to-exceed pricing basis and build every step into their move plan when estimating a relocation. This prevents you from incurring unexpected costs and going over your budget.

Employees

The employees at a moving company will be the key to a good or bad move. Hire a moving company that staffs in-house personnel. In-house employees are more invested in their job than subcontracted employees and will take more care of your furniture and equipment when packing and moving it on and off the truck. Hiring a company that invests in their employees will result in a better moving experience for you.

 

Equipment Care

The proper care of your computer equipment, electronic devices, and data wiring structure is essential during a move. These items are often easily broken and damaged due to their make-up. Finding a moving company that has experience moving sensitive equipment is essential, as it requires extra attention. Look for a company with the necessary experience and packaging supplies to safely relocate your equipment. If you have specific instructions for the care of certain equipment, call a moving company like The Quality Group who listens and adheres to special requests.

Service 

If you are looking for a minimal-involvement moving experience then you’ll need to find a moving company that offers a full-service move. The Quality Group offers a start to finish moving experience that includes the planning, managing, and execution of your move so the only thing you have to focus on is your business. Find a company that helps you through every step of the moving process, even the cleanup of your old office.

 

Picking the right relocation company for you and your office doesn’t have to be a hard decision when you know what to look for. One that is worth their salt will help you through every step of the moving process to ensure your move is worry free. Your new office is not far off so consider each must have and choose your perfect moving company.

Will You Move My Small Office?

Posted on March 1, 2016 by - Commercial Relocation

Your business is unique. It has carefully picked and appreciated employees, special equipment you’ve invested in for optimal performance, and extra items that show who you are as a business and express your personality. You’ve put a lot of effort into building your small business and now that it’s time to pick up and move elsewhere, you want someone who will show the same dedication to your relocation as you do to your customers.

That’s where the Quality Group comes in, because no matter how small your office is, they commit to your move 100 percent.

A Quality Move

The Quality Group dedicates itself to providing a superior relocation experience every time no matter the size of the move. That means it follows the same procedure for every move and dedicates all their resources to you when the move day comes. Your small business gets the same dedicated teams as other businesses including the origin team, the destination team, and the driving team.

We help small businesses move with little down time.Quick Turn Around

We know your small business can’t be out of operation for long because of the time sensitive work you do. We offer a quick turnaround so you are up and running again without noticeable downtime. With our three dedicated teams that are each assigned their own station, each move is executed efficiently. The Quality Group ensures that you’ll never be left waiting for the movers to arrive.

Specialty Focused

We understand that as a small business you may have specific limitations or special equipment that needs extra care during a move. With our commitment to you, we will find a solution for every concern by fulfilling special requests and committing 100 percent of our attention and resources to your small business. We have experience moving all kinds of equipment, from hospital technology to regular computers and can meet the required care your equipment needs. We also have worked within varied timelines and can work out one for your specific needs.

No Cost SurprisesThe Quality Group gives small businesses upfront quotes so there are no surprises.

Sometimes as a small business you have to be price conscious, and The Quality Group understands that, which is why we operate on a not-to-exceed pricing basis. That means you’ll never be surprised by hidden or unexpected fees. The cost of your move will never exceed your quote so you can be confident that your move is affordable.

As a small business that provides unique services in a personal manner, you deserve the full attention of a moving company when you are ready to relocate. Experience that dedication with The Quality Group today, and let us help you move to your new office.

Data Backup During a Move or Company Relocation

Posted on February 23, 2016 by - Commercial Relocation

For any modern company, an important part of office relocation is ensuring that you have secure and up-to-date backup for your data. Studies have shown that 60 percent of companies that lose their data are out of business within 6 months and a full 90 percent are out of business within two years of a total data loss.  It’s easy for data to suffer loss or damage during a move, so it’s important to take preventative measures by having a data backup in place to minimize risk, and ensure that your data is protected during the moving process.

There are different options for you to consider when deciding on how to keep a backup of your data. Consider both options and choose the best for your company, or use both for extra protection.

Having your crucial data backed up before a move or relocation is a must.

Quality Group can store your data off site.

Storing Your Data Off Site

Keeping it away from the move is a great option. You should ask your internet service provider if they can recommend a good data storage center.

 

 

 

Using the Cloud to Store Data Store your data in the cloud.

The Cloud is a popular and inexpensive storage facility often used by companies. It’s also easy to restore, and can be automatically updated from any location with internet access.

After you choose how you will back up your data, you will need to plan further. These plans will likely feature an IT Test, and planning for any accidents.

IT Test

When you are organizing your relocation, include a test plan to make sure all your critical equipment is working correctly and to check that nothing has been damaged in the move. This needs to be done when everything is on site, and before your staff arrives, to minimize disruption.

Planning for Accidents

Having a plan set in case of disaster is important as well. Any modern business is extremely dependent on equipment and phones so it is important that they’re working. Failing to have a workable backup plan could cause your business to suffer.

Planning and executing these different steps will take different amounts of time, depending on individual business. Taking these essential steps allows you to make your move much smoother.

Pick a moving company with experience in moving data infrastructure.

Whether you have a back up plan in place or not, it is vitally important that you chose a company who has vast experience in moving data infrastructure. This doesn’t just mean a company like the Quality Group, who is insured but also one who can minimize down time in addition to data loss. When you are ready to move into your new office it’s important that data is not only kept safe but also that you have no operational down time.

If you would like to find out more about how the Quality Group goes above and beyond to protect your data, please give us a call today.

The Last Day in Your Old Office After Moving

Posted on February 16, 2016 by - Commercial Relocation, Moving Preparation

The movers have come and packed all the office equipment up, moved it to the new location and arranged it all in the new building. All your employees are hard at work in the new place and you are eager to be in the new building hard at work as well. The problem is you still need to finish up a few more things at the old place before you can be officially moved into your new office.

To cut ties with your old office building forever, there are a few requirements you’ll need to complete.

Clean

Clean your office when moving will prevent extra chargesWhether you are renting or selling your old office building, cleaning after you move is a must. This means, vacuuming, wiping down the walls, cleaning the restrooms and fixing any damage. Cleaning up will prevent the landlord from having to charge you to purchase the services after you leave. Or if you own the building, it will prevent the new owners from reducing the buying price due to the condition of the office. You can opt to clean the office yourself or hire a professional cleaning service that will clean for you. With proper planning, The Quality Group can offer this service to you as part of their moving services.

Stop Utilities

Another step to complete before you are officially done with the old office is to stop all utilities flowing to that building. Sometimes this will mean talking to your landlord to make sure you are no longer being billed for the utilities, and other times it means contacting your utility provider and switching it to the new location. In either case, you need to make sure you won’t be paying for utilities you aren’t using.

Turn in Your Key

Turn your key in after you move everything out of your officeAfter you clean everything and make sure you aren’t paying for utilities for the old office, you’ll need to turn in your key. Holding on to the old office key after you move will benefit no one, so when all tasks are complete, turn it over to the landlord or new owners. This will help you avoid further rent charges or allow the new owners to start moving into their new office.

Moving is a big process, but you need to make sure everything is taken care of, and that includes your old office building. Making sure it is ready for the next tenants is important in avoiding further complications. After everything is complete however, you’ll be ready to enjoy your new office worry free.

Keeping Your Business Going During a Move

Posted on February 2, 2016 by - Commercial Relocation, Moving Preparation

Moving is a hectic and stressful time for your business. On top of everything being shifted, packed and moved, you have to keep your clients happy and operations running. It can be hard to keep everything going normally when such a big disrupter is in your midst. It is possible however, to keep your business functioning during a move with some due diligence and some helpful tips.

Plan

Planning is the most important thing for your move. Research on what you’ll need to do leading up to the move, during the move, and right after the move to get settled is a must. While planning won’t cover everything, it will help things run a lot smoother. Start planning as early as possible so you and your employees can organize the work that needs doing with the move in mind. Stay on track and try to get as much work done as you can before the move so you have less to worry about.

Assign Responsibilities and Communicate

Moving is a hectic time so it’s a good idea to assign defined responsibilities to each employee so everything is covered. Assigning who does what will ensure the tasks that aren’t a part of the everyday schedule get done. With the chaos of a move, it’s also important to keep in touch and communicate more frequently. Moving is a stressful situation so having regular meetings will help ease concerns and keep everyone in the know so they can make informed decisions.

Schedule for the Weekend or Slow Days

There is no avoiding a little bit of disruption in the workflow during a move, but you can minimize it by moving in your off season. Also, try to move either on the weekend or on a typically slow day. Moving during a time when you’re not busy will prevent your employees from having to disrupt a big project. It will also keep their stress level down and lessen the impact for clients.

Hire Professional Movers

Professional movers will reduce your stress by making sure everything is moved correctlyThe best thing to keep your business moving as it should during relocation, is to hire a professional moving company. Hiring a moving company will allow your employees to focus on what is most important: their work. Professional movers will take the stress of moving off of you and your employees and move everything for you. If you hire a moving company like The Quality Group, then they’ll set up everything in your new office as well, so you can jump right back into work. Professional movers will take the stress of moving off of your business so you can focus on just your business.

Maintaining your workflow during a move can be a challenge but it’s definitely not impossible. Remember to plan, communicate and schedule for slow times when moving and to make it a seamless transition, call The Quality Group. We’d love to help you move with no noticeable down time.

Your Office Relocation Timeline

Posted on January 26, 2016 by - Commercial Relocation, Moving Preparation

An important step in relocating your office is setting up a timeline for moving. The timeline will give you a rough idea of how long each stage in the office relocation process will take, and will allow you to schedule sufficient time for both the move and your normal business operations. Without a timeline, your company may not have sufficient time to plan for the office relocation process, causing you to make rushed or uninformed decisions.

Below are the main steps of office relocation and the approximate timeframes of how long they should take you:

Finalizing the lease agreement can take around 8 weeksFinding the new office space: This stage of office relocation involves figuring out your office space requirements, finding your tenant rep broker, and viewing potential office spaces. According to the commercial real estate firm Austin Tenant Advisors, this process should take you about 2-6 weeks but can last longer depending on your market. After those steps are finished, negotiating the terms of your lease with your landlord, and finalizing office lease terms should take about 8 weeks.

 

The legal process: The legal process includes clarifying office lease terms with your real estate lawyer, ensuring you understand tenant obligations, liabilities, and that your interests are protected. This step should take about 4-8 weeks.

Plan for 4 to 8 weeks to furnish your officeSpace planning, office design, and build-out: Furnishing your new office to meet all of your requirements, takes a lot of planning. The actual build-out also takes a while. Allow about 4-8 weeks for this step in the process, and adjust for even more time in the case of larger offices.

Office moving stage: This phase is physically moving your office, and it is estimated that this will take 2-12 weeks, depending on everything you have to move, and if any improvements need to be made.

How long your office relocation actually takes depends on your resources, requirements, and individual circumstances. Having an established timeline beforehand helps ensure that the relocation stays on track, and that the process is easier for you.