Things to Consider when Moving OfficesPosted 4th May 2016 by Helen LeachWhen a business decides to move offices it becomes a monumental task on a par with moving home. In fact, it can be even more complex, as businesses need to consider factors that homeowners do not, such as security and safety.
In a bid to help businesses move offices efficiently and as hassle free as possible, we’ve put together this checklist, ensuring almost all bases are covered. And with a handy timeline too!
We’re assuming you have done the necessary due diligence when choosing the new home for your business, including suitability of the building and office space, local transport links, parking facilities and safety and security of the area to which you’re moving.
Moving Day – 6 Weeks Prior
Have your new offices fully measured up so you know what furniture you require and what design layout you’re going to opt for.
Take into account your existing furniture and make three lists – one for what you’re going to keep, one for new furniture you may need and one for what you will no longer need.
This should cover desks, chairs, filing/storage cabinets, additional furniture such as sofas, tables, even plants and other décor items.
Moving Day – 4 Weeks Prior
Now would be the time to employ a specialist removals company to assist in moving your furniture, equipment, files and everything else that makes up an office. (Where does all this stuff come from?!)
Choose one that has a good reputation, or better yet is recommended to you, and has quoted a reasonable price for what you’re asking them to do.
Now is the time to consider security. If you’re moving to shared accommodation, such as an office block or development, check with the management company what they take care of with regard to security and what is your responsibility.
If you’re moving to a building all of your own, then take a look at the existing security measures. Look at:
- Window Security – are ground floor windows protected from vandalism or burglary by shutters, window grilles, window bars or other method? Are first floor and higher windows adequately protected? If so, are these measures in good condition or do they need replacing?
- Door Security – are all access points secured, especially at night, either through roller shutters or other method? Are all locks in good working order and will you have all the keys?
- Additional Security – does the building have an alarm system? Are there security lights, motion activated or otherwise?
It could be worth employing a specialist security company to survey the premises and advise on any actions you would need to take to protect your business property.
Furniture & Equipment
Order any new furniture and equipment you identified on your lists to ensure they are delivered on time and your staff are not sitting on the floor trying to work when you move to your new premises!
Phone & Internet
Arrange your new phone lines and internet connections now, ensuring you’ll be contactable and online from the minute you move in. Your existing IT support provider will help with the technical aspects. If you haven’t got one, now is the time to consider it!
Failing that, if you’re using a good removals company to assist with the move, they should have a specialist on hand to assist with this too.
Moving Day – 3 Weeks Prior
Time to inform your existing suppliers of your impending move. That includes gas, water, electric, cleaners, even the milkman! Either cancel or tell them your new address and moving date, so they can plan their move with you.
Also order your new stationary with the new address on it, set up your moving office messages ready to go and prepare the changes on your website, email address footers and wherever else your business address appears.
That way it will be a simple case of changing everything on the day with just a few clicks.
Moving Day – 2 Weeks Prior
Ensure work on any additional security measures on your new building is taking place, including repairing any damaged windows, doors, window security solutions and the like.
You should also check that all the utilities and facilities are in place and working – gas, electric, water and kitchen and bathroom(s).
Have your new phone lines and broadband put in and set up telephone number forwarding (unless you’re retaining your existing number(s)).
Set up a postal redirect for the day you move in. It would also be a good idea to send out your change of address notifications (including date of the move!) to your customers, clients and suppliers at this point.
Moving Day – 1 Week to Go!
You’ll be feeling the pressure now, no doubt, but don’t panic. If you’ve followed this checklist this far, you’ll be doing just fine!
With a week to go, it’s time to start packing. Your removals company will likely offer this service, but you can always ask your employees to pitch in themselves (and you too!).
Ensure all the large storage furniture is ready to go and, more importantly, ready to use on arrival. If you have bought new furniture, make sure it’s delivered ready for your movers to set up according to your new office layout.
Have your IT support provider install the necessary cabling, wiring and servers so you can just ‘plug in’ on the first day.
Have your cleaners do a thorough sweep of your old office so it’s in a fit state for new tenants (you wouldn’t want to have to deal with a dirty, untidy office yourself, would you?).
All that remains to be done is move yourself, your employees and the last few bits of equipment. If you’ve followed this checklist closely, you should be able to arrive first thing in the morning at your new offices and start work straightaway.
Of course, not everything runs that smoothly but you’ll find the whole experience a lot less stressful and a lot more rewarding if you plan it properly using our guide.