An office relocation is a complex, multifaceted task, requiring careful move planning. Not only do you have your office furniture and office equipment to move, but you’ve also got to coordinate your staff. Plus, you have to plan your big move with minimal disruption to your business.
This successful office move isn’t just about the moving day, but the journey leading up to it.
To help with your office relocation process, we’ve created this comprehensive office moving guide featuring the best tips you can put into place before your move date.
Start Planning: How to Coordinate an Office Move
Use the following tips to prepare for your office move. The secret to a successful office move lies in the details. Moving offices doesn’t need to be overwhelming when you have the right preparation and planning team in place. Also check out our detailed office relocation checklist for a full breakdown of tasks to do before the big day.
1. Make Sure You’re Moving for The Right Reasons
When planning an office move, one must assess the rationale behind the move. Is it for extra office space? Are you planning on moving closer to your clients? Will your new office be closer to the services you use? Is your rent going to be cheaper? Ideally, your relocation should be cost-effective in the long run.
2. Set A Budget
One of the first things to consider when moving office locations is your budget. You’ll need to incorporate an approximate budget for the rental cost of your new office space, which you can obtain by speaking to some local office leasing companies, as well as any office relocation services you use, such as professional moving companies and cleaning services.
It’s also a good idea to consider the cost of setting up utilities, mail redirection, any extra equipment you need, project manager, property manager, and more.
Plan your moving budget prudently, and don’t forget to have a backup fund for emergencies or unexpected costs too.
For help planning your budget, check out our complete guide to office relocation costs!
3. Design Your New Office
A new office layout means you’ll need floor plans to help you design your premises. You’ll need to contemplate whether you require extra furniture, more staff, how to maximise the use of space, as well as any extra employees you need to assist with your design.
Don’t forget that an effective floor plan can significantly boost productivity. Liaising with office managers and building management staff may be your first port of call during the office designing process.
4. Communicate Your New Address
For the smooth running of your business, staff and customers must be informed of your new address. You may decide to send out an email newsletter to employees or have new business cards printed for your clients.
Other ways may include posting on social media, putting up posters, advertising in local newspapers, updating your website and online listings. Whatever methods you plan on using, it’s important to communicate promptly to give people plenty of notice, particularly employees who have to use public transport to get into work.
5. Organise Your Important Documentation
Important documents can easily become misplaced when moving. Therefore, consider a better way of storing them. It may be best to put them into a secure storage facility, move them to digital storage or spend time sorting through them to discard any old files.
Ensure filing cabinets are organised before you move. You can then lock them so that it’s easier to transport them.
6. Declutter
Transporting your office belongings from one building to another is tiresome, particularly if you’ve got a lot of stuff to move. Decluttering is a key part of the moving process. It makes sense to declutter your office items before moving day.
Ask your employees to spend ten minutes decluttering their workstations.
Throw away any old items. Donate any unused things that still have plenty of life left in them. This process may seem unnecessary at first, but on moving day you’ll be glad you did it! Moving is a much easier process when you have less to transport.
7. Get Feedback from Employees
Before you move, ask for feedback from your staff. Find out what extra resources you need, whether you require any new equipment, if any staff members can assist you on moving day and if any issues need resolving.
There are many ways in which you can open up communication with employees. You can host a meeting, create a survey, use internal email or communicate with line managers.
8. Plan Key Services Well in Advance
Advance planning is crucial when moving offices. Trying to plan important details last minute is bound to create problems. Instead, ensure you’re prepared well in advance. Do your research on moving and cleaning services and ask for recommendations.
Accumulate lots of packing materials, including sturdy cardboard boxes, bubble wrap, packing peanuts, packing tape and scissors. Additionally, prepare your cleaning staff for an end of commercial tenancy clean. Your new premises should also be clean and sanitary, ready for staff to use.
Technological Considerations in an Office Move
When planning an office move, it’s crucial not to overlook the technological aspects. This includes everything from ensuring you have the right IT infrastructure in place at your new location, to carefully moving and reinstalling computer systems and other tech equipment.
IT Infrastructure
Prior to your move, examine the IT infrastructure at the new office location. Make sure that there’s a robust, high-speed internet connection and good cell service. If your business relies heavily on tech, consider whether you might need server space or dedicated IT rooms.
Hardware Migration
Be sure to take great care while moving computers, servers, and other electronics. This can be a complex task and may require special packing materials or moving services.
Furthermore, consider the logistics of your hardware setup at the new location, from the arrangement of workstations to the installation of shared printers and other resources.
Software and Data Transfer
Before moving, ensure all important data is backed up and secure. If you’re using cloud-based services, make sure all team members have access to these platforms. Moving might also be a good opportunity to update software or consider new platforms that could enhance productivity in the new space.
Tech Support During Transition
Plan for technical support during the transition. This may involve scheduling with your IT team or a third-party IT support service to ensure a smooth transition and solve any tech problems that might arise during the move, ensuring that you’ve got full service from day one.
By considering these technological aspects during your office relocation, you can help ensure that your business remains operational and that the transition to the new location is as seamless as possible.
Check out our office moving checklist here for a list of tasks to follow before the big day.
Need Help with Your Office Move? Removal & Storage Experts Can Lend a Hand!
Organising an office move is challenging. If you need help with putting items into storage and are moving into or out of London, we can assist you. Removal & Storage Experts are here to make your office moving process seamless. We’ll even pack, move, and bring your office items back to you when you require them.
Contact us now for a free quote or find out more about our moving office services.
