If you’re considering an office move, there are some things you need to prepare. We’ve put together a few key points to help you, including the importance of selecting a reputable commercial movers to make the process as easy as possible. Moving offices takes time and organisation but with this handy checklist, you can be sure you’re ready when the time comes.
1. Choose your new premises: Don’t rush this. It’s an important decision and one you should spend several months making. Research which part of the city or town you would like to be based in; location is almost as important as the space itself. Visit lots of sites and revisit your final choice several times to make sure the space works for you and your business. Consider costs, space (and potential for expansion), security, insurance implications, building maintenance and services, and how much structural/cosmetic work you are allowed to undertake. Also consider public transport links and parking facilities. If you have customers or visitors coming to your offices, this is vital.
2. Plan the move: What will you need for this new building? Will you need to order furniture? And if so, make sure you measure the space carefully. Does it need decorating and do you need it designed professionally? Remember to speak to your insurers about your move as well as your IT providers.
3. Hire commercial movers: These professionals move businesses every day, so can lend their experience and skill to your move, ensuring it goes as smoothly as possible. The move itself will be costly and if anything were to go wrong, your business may be unable to operate, costing you valuable time and money.
4. Inform both your old and new building about the move: don’t forget to tell either end about your plans to ensure there is no period of time when you’re either office-less or paying for both premises unnecessarily.
5. Talk to employees early on: The move could impact their lives and commute substantially and they need to be taken into consideration. Keep them appraised of the move step-by-step so they feel included in the process. They also need to know what their responsibilities regarding the moves are (packing up their desks/offices/departments etc).
6. Take care of administrative issues such as new business cards, envelopes and other equipment which will require a change of address. Also set up ‘out-of-office’ email replies surrounding the moving day itself.
7. Take an inventory of each department: this will ensure everything is packed up correctly, nothing is left behind, and make unpacking easier.
8. When the new building is ready, walk around and ensure everything is ready: electronic fittings, IT set-up, plumbing etc. Do a final safety check. Signage in a large office will help the movers and your staff find their way easily.
Hopefully this has helped you to understand what an office move entails and has prepared you and your business for taking this step. Good luck!