How To Plan Your Office Move

Moving office is a big moment for any company. Ultimately, you want to make sure the move goes as smoothly as possible, letting you get back to your normal state of work sooner rather than later. Whether you have relocated your office in the past or are moving for the first time, this guide will take you through the steps necessary to plan your office move, including how to select removal companies.

Plan ahead

You do not want to find yourself scrabbling to come up with a plan hours before the removals men arrive. Therefore, it is very important to plan your office move ahead of time. A detailed schedule of what needs to be done should be shown to your staff. They will give you the best judgements on what is do-able and what isn’t. It takes up to three months to move a small office whilst a larger office may take between six to eight months. Before the move, all employees should be asked to give suggestions about what they want to have in the new office. The suggestions they make will ensure you get the most out of your new space.

Be aware of when the lease for your old office ends and when the lease for your new office begins. You do not want to end up with all your office equipment, pounding on the doors of the new premises!

Keeping everybody informed

It is very important to inform your staff about the move date. Any changes should be updated with them accordingly. Delegate responsibility amongst your staff to make the move is as efficient as possible and more importantly, fun. At the end of the day, moving to a bigger office means you are growing quickly! It is important to have an open dialogue about the move with your staff because if you’re moving more than a few streets away it may affect how they go to work every day.

Important clients and business partners should also be informed about your relocation. let them know the date of your move, the new address and when you will be ready to resume business. Equally important is letting your customer base know that you are moving. no customer should be lost due to your office relocation.

Services, contracts and policies

Transferring the phone line and internet is the first thing to do when moving your office if you have been happy with their service. If you are not, find a new provider and get the lines set up. Business linceses, insurance policy and equipment leases might also need to be reviewed and updated appropriately. The prospect of a move can often result in favourable terms when renewing or updating such policies and contracts.

Contact utility companies for the offices water, heating and electricity. Speak to the site owner for details about existing utility contracts in the building.

Relocation preparation

Getting the new office building access are the first thing you need to do, not only for yourself every time you visit the premises but also for anyone you may hire externally, such as designers, contractors or consultants.

Not only do you need to maintain contact with the new office landlord, you should also try and get a hold of the floor blueprints. Having these means you know how much work space you have as well as showing you where electrical sockets, storage spaces etc are located.

You shouldn’t move without the having the knowledge of where everything is going to end up in the new premises. You wouldn’t want to move in and start thinking about what goes where. Even if the premise is relatively small you may still need the help of a space planner or designer.

Only when all construction to the premises has been finalised and completed will you be ready to move. You wouldn’t want to move in, start working and still see builders hanging around.

Out with the old, in with the new

It is likely that your business and your employees will have amassed a large amount of material that can be thrown away. Create an inventory of essential things to be moved and go through what is left. The rest can either be thrown away, recycled or if they have some money, auctioned to raise some cash.

It is important to make sure your staff is responsible for their personal belongings and if there are several departments within your company each department manager needs to delegate responsibilities to their staff. If the business is small it could well be the case of all hands to deck!

Budget

Come up with a budget and stick to it as best you can. You should consider all dimensions such as decorators, consultants and of course the removal costs. Even when your new office is few blocks away it will still be necessary to hire professional removal couriers to move larger office equipment such as printers or desks.

Finding the right removal company

Make sure someone is present at the old office and the new office when the removal company arrive, as they will want to move the office items as quickly as possible, especially if you’re on a busy street.

Unless you have very little to move or are on ground floor, you will need to hire a company offering a full office to office service. It is essential to thoroughly interview any potential companies. The removal company should know everything about the move in advance and if possible you should have a meeting with them in your new office so they know what need to be done for your move. Give them the blueprints to the building so they can assess whether moving some of the larger items will be feasible.

Make sure whichever removal couriers you choose, they are fully insured. It would be best to hire removal company with a proven history of successful office moves and if possible a company which deals exclusively with house and office moves. If you are hiring a man and van operator, do pay extra attention to their insurance details.

It is likely that you will need to do the packaging for at least some of the items yourself, so get the whole office to help out!.

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