Businesses are understanding now more than ever just how important it can be to decentralise their company out of busy cities. For many of them, this can also mean deciding to open a satellite office not just in another city but in another country.
There are many benefits to be had from opening a satellite office but there are also plenty of challenges ahead without the right kind of organisation. With careful consideration and planning it is possible to open a satellite office with the minimum amount of stress to both your business and your team members, both new and old.
In this short guide, we will examine some of the important things you need to consider before you set up a satellite office in Europe.
Location
Possibly the most important decision you will make when choosing to open a satellite office is the location. As a company, it is important to consider any objectives you have for expanding and decentralising.
Suppose you aim to improve your ability to network with potential partners and clients. In that case, it is essential to consider any location that is deemed to be a hotspot for your industry.
Fashion companies may want to consider opening offices in Leicester to be close to the garment industry or Valencia, Spain, which is one of the main apparel manufacturing hubs in the country.
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If you want to take advantage of a particular talent pool, then consider opening your satellite office in an area where you will be able to hire those who offer a specific skill set. If this is the case, then you should do some research to help you determine where this should be. You could give your business a competitive edge if you offer potential employees a more convenient or shorter commute.
If you are looking to expand to a new market, opening your new offices where there is no competition could really help. Make sure that any staff you employ know the local audience and market, and you will be off to a great start.
Technology
One of the biggest challenges you will face when you set up a satellite office in another country is communication. While all of your employees, no matter what country they are working in, will be part of the same bigger team, things like time zones and language barriers will only make things a little more difficult.
The right technology is essential to help your employees communicate and collaborate effectively. This means ensuring that everyone receives the proper training to make sure that they can use the technology effectively. The technology you have in your satellite offices should include either laptops or computers for all of your employees, and these should have webcams for meetings, the appropriate software or cloud computing for conferencing, productivity tools and any established processes that are needed for booking meeting spaces.
New starters need to feel like they are part of the team as soon as possible, with the right setup your satellite office will be able to join in the company culture.
Understand how to get the best out of your employees
When opening a satellite office, it is important that you understand how your employees work at their best. If existing members of staff are relocating temporarily to the new country, then it’s essential to consider their well-being and their living environment. They will be the face of the business abroad. Carefully consider, for instance, where they will live – for any postings longer than a few weeks it makes sense to consider serviced accommodation close to the business location where they will have some of the benefits of a hotel (housekeeping services, reception, gym etc.) but the freedoms of their own apartment (more space, fully-equipped kitchen etc.).
In the workplace ensure everyone has their own dedicated work area with plenty of space for computers and monitors, and ensure there is a good meeting space for collaboration. It is also a good idea to include break out spaces, particularly if you have local employees and employees from your other offices in the same location as this will allow them to spend time together away from their desks, making integration easier in the long run. However, your employees’ working styles may evolve as the new business location grows so keep this in mind and be prepared to be flexible later.
Differences in employment laws
It is important to consider the differences in employment laws that exist across Europe. When you set up a satellite office in any European city it is wise to consult someone who understands local employment laws. Hiring someone to oversee your HR practices is also a good decision.
In some European countries, particularly those with a stronger religious, predominantly Catholic leaning such as Spain, Italy, and France there are specific saints’ days when businesses are expected to close.
Prioritise flexibility
Before you make a commitment to a particular space or location you should consider your future business plans. Prior to signing up for any new premises, think about where you hope your business will be in the next couple of years. If you are hoping to expand in that country if all goes well, then it can be a wise idea to pick somewhere that has potential for you to expand.
Nothing is ever certain, however, so choosing an office space provider who can give you flexible rent as well as any of the amenities that you might require is important. And if you want your staff to have flexible hours so that communication between your main office and your satellite is possible, then consider buildings that offer 24-hour access.
Opening a satellite office in a different country can be an incredibly exciting time for any business, but it can also be fraught with complicated decisions, so don’t rush into it. Do plenty of research into different locations and make sure you have someone who knows the area well to help you with the finer details.