Moving offices is a big step for any business, no matter the size. Whether you need more space to grow your business, or want more control over your office environment, relocating your business is exciting.
However, it can be a long and daunting process if you have no previous experience coordinating an office move. In this blog, we’ll go through everything you need to know about moving offices, from planning to moving day. Read on to discover our useful tips and our checklist for an office move of any kind.
Planning an Office Move
Planning is your best friend when moving offices. Deciding on clear objectives for your company’s move will save you lots of trouble and money. You can break the project down into a set of individual tasks to help you ensure the whole process runs smoothly.
But you don’t have to do it alone! Whether you’re moving offices at work or completely relocating, here are seven things to consider when moving offices:
Communication
Communication is key when planning an office move. Every project needs a team to whom you can delegate tasks. At this point, you won’t have any details ironed out. Ask yourself who can help plan and what they will do, such as ensuring a representative is in each department so team members can raise their questions or concerns.
After you’ve formed a team and built a solid plan, who needs to know you’re moving, such as stakeholders, customers and employees? How will you tell them, such as by email or during a meeting? What information do they need to know, such as a rough location and date?
This change could be unsettling for your employees so expect questions and negative reactions. Explain why you’re moving and what your goals are. How will this move benefit your company and team? Lastly, ask for feedback or suggestions. They might bring up something you haven’t considered, such as travel.
Budget
Ultimately, the budget depends on the company. How much are you willing to spend compared to what you have available? Factor in moving costs, such as finding a new office, hiring a moving company, buying furniture, repairs, and design. Also consider alternative costs, such as breaking your current lease, debt and loans.
Set a budget early on so you can rule out places that are too expensive for your needs, but be flexible with it. Also, don’t stick with the first company you find or the first quote you get.
Deadline
Setting a deadline is one of the most important things to consider when planning an office move. Without this, you might be researching unavailable locations and moving companies. Ask yourself when you need to move by and how long it will take to complete each task.
Setting deadlines for all the milestones can help make sure you aren’t procrastinating and everything gets done within your planned time frame. Create a calendar with all the important deadlines to keep track of what’s been done and what needs to be completed.
You should avoid moving offices around the busiest times for your business. Those could be Christmas, Black Friday, or the end of the calendar or financial year. Remember your business still has to function while you’re relocating.
Finding a New Office
Finding a new office can be stressful, especially when there are so many options available. Take your time looking through those options, even if they don’t fit your criteria, because you might find your needs changing. Consider what you need in the new office before what you want.
Consider the office interior and exterior as a whole, such as electrical outlets, natural lighting, WiFi speed, space, a kitchen, meeting rooms, parking spaces, repairs, design, and the environment, such as noise pollution and local shops.
Now that you have the criteria, it’s time to find the perfect home for your business. Make a list of the places that fit your criteria and book viewings around the same time to keep each property fresh in your mind. Narrow down the list until you find the ideal office.
Sticking to the same area you know may benefit your employees and clients, but if it’s not the place for you, it’s okay to move on – just consider the commute!
Office Inventory
Doing an internal audit of everything in the office helps you understand what furniture you have and what you need to buy (or get refurbished). Tick off items as you pack them, and try to pack them in their relevant place to make it easier to unpack. There’s also nothing worse than packing only to find that you need to take it all out again.
You may find an excess of items, but nothing ever needs to be disposed of. Donate your items to charity, sell or put them in storage – you might need them in the future. Don’t forget to factor items your employees bring from home and if this will continue to be the case.
Please be careful when lifting and packing heavy items as you could be liable for any damages or injuries. The Health and Safety Executive (HSE) has a great guide for work safety and manual handling.
Moving Company
Unless you’re a moving company or have a large van at your disposal, it’s impossible to move everything by yourself. First, consider how big the vehicle will be or how many you need, the journey length, and how many people you need to help.
Moving companies often take your items straight from the office to the van, and help you unpack or even build furniture. However, some will expect it ready on your doorstep and unpack there too. However, you shouldn’t expect your employees to unpack the furniture or even help on moving day.
Do you have any valuables or difficult furniture to move? You don’t need to worry about finding an office moving company.
Here at Bassy’s Removals, we offer a range of services for all your moving needs. We not only offer temporary storage and furniture assembling services, but also packing services too. We can help you safely pack any antique of any size, even pianos (though we might ask you to play a tune!) and unpack when you need to.
Setting Up Your New Office and Moving Day
It’s moving day (or almost)! Is your new office clean and tidy? Unpacking before cleaning can be a real hassle when having to move things as you go, so first consider if you need to hire a cleaning crew or if this can be done internally.
Next, have you set up insurance, tax, utilities, and WiFi? This might not be available for a few weeks after moving in. Your office won’t be up and running until these are sorted and connected to your equipment so try and ensure these are ready before you make the move. And there you have it – congratulations on setting up your new office!
Office Move Checklist
Once you have found a place, signed a contract, and everything is planned on paper, it’s time for the actual move. We have put together a moving offices checklist with some key points you shouldn’t forget when moving office.
1. Appoint a manager and create a project team
2. List and delegate tasks
3. Set a rough budget and deadline
4. List office criteria and book viewings
5. Create office inventory and start packing
6. Sell, donate, and/or store excess items, refurbish old items, and/or buy new furniture
8. Book cleaning crew for old and new office, and start unpacking
9. Set up insurance, tax, utilities, and WiFi
10. Update addresses and phone numbers, redirect office deliveries, and conduct final checks
Office Move Help With Bassy’s Removals
If you’re unsure about the whole process of office relocation, or need an expert team to assist with transporting all your office furniture and materials, then Bassy’s Removals can help! Contact our friendly team today and we’ll be able to assist you.
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