Moving your office guide
There comes a point in many businesses where a move to a new office is necessary. It could be that your company may have outgrown its confines and in need of a larger space, or just that you’re just looking to flourish in a different kind of environment.
For whatever reason, an office relocation is a huge step for any firm. But relocating the contents of an entire place of work - including people, IT, telecoms, documents - can be stressful. To soothe some of the headaches, it’s essential that you follow an office checklist to ensure you remember everything.
Fortunately, the researchers at MoveHub have come up with a comprehensive guide to help you on every part of the commercial moving process, from finding your new office, to packing your items, to the actual move.
To ensure the the relocation goes as smoothly as possible, it’s advisable that you delegate the move to a team.
Finding the right place
Firsts things first, you’ll have to find new offices to move into. Prepare to spend a decent amount of time on this, as it is incredibly important to find the right place. The office you choose should provide a solution to the reason why you want to move. Naturally, if you’re moving into a new place because you’ve outgrown your old one, it’ll need to be big enough for further growth in the future.
As well as size, consider security. This should cover the security of the building as well the surrounding area, as this could affect your insurance. Then there’s location. Is the location of your new office easily accessible to your employees by public transport? Does it have adequate shops, restaurants and bars that offer after-work hours fun?
Other must-haves of an office include a kitchen, drinking water, maintenance, showers, male and female toilets, and all the amenities that make an office a comfortable place to work.
Planning your move
Five weeks to your move
- Now you’ve found your new office, it’s time to get to work on planning the move. Measure your new office and create a floor plan of where everything will go. Creating an employee consensus, a sheet with all your the employees’ names and information, will make deciding where people sit a lot easier.
- If you have to supply your own security, get a security company to survey the offices up to a month before.
- Compare different removal companies to find the best quote. You can compare up to six at the top of this page.
- Decide what furniture you want to keep, what to discard and what to repurpose. Order any new furniture you need for the move. Remember, investing in a bigger office will probably require more furniture.
- Organise the relocation of all your IT, telecoms, insurance, and business rates.
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Four weeks to your move
- At this point, you want to contact your existing suppliers, clients and partners to inform them that you will be changing address.
Two weeks to your move
- Set up all broadband and phones in your new office while it’s still empty.
- Make sure all facilities are working properly: Kitchen utilities, running water, etc.
- In some moves, there’s time between your moving out and moving in date. If this is the case, you’ll need to rent storage. See our storage page for more information.
One week to your move
- Pack crates ready for your move.
- If you can’t keep your previous numbers, send all contacts your change of address and new numbers.
- Set up all your IT servers, cables and wiring.
Day of your move
- Avoid you or any of your employees doing the heavy lifting - that’s what office relocation services are for. And any accidents could end in expensive office items being damaged, or worse, employees getting hurt.
- Ask your cleaners to do one final clean of the old office.
Packing your personal items
If you’re not involved in the organisation of your move but you want to know exactly what you can and can’t take with you, ask your manager for the blueprints of your new office to determine whether there will be space.
Also, if you want to bring potted plants, find out if there will be sufficient light.
With large moves, it can be possible that smaller items get lost or broken, so it may be best to take your personal items home instead of risking them surviving the move.
Moving the entirety of an office can come with it’s stress, but if you follow this guide you can have an easy and successful relocation. Good luck in your new office.