Office Relocation Checklist
Moving into a brand new office can be invigorating, inspiring and motivating for your business and all who work with you but it can also be a logistical nightmare if you’re the one tasked with managing it. A successful move hinges on fastidious planning – break the relocation down into steps and stages and the entire process will seem more manageable and less overwhelming. Our guide to what to do and when should help you plan a smooth and trouble-free move.
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Staff awareness
Let staff know early on that you are planning a move. Not only should this provide some motivation and excitement, it will prevent rumours from spreading and staff from feeling that they aren’t being consulted or kept informed of important developments within the company. It is a good idea to plan tours of the new premises and share office plans, perhaps pinning them to a notice board in the staff room, so that everyone feels involved.
Set up a move team
Assign a small team of staff members to help co-ordinate the move, to ensure everything is being addressed before, during and after the event.
Budget
Setting a budget should be one of the first things you do. Be realistic and set aside a contingency fund of 10-20% to cover any unforeseen costs prior to the move itself.
Book a professional office removalist
Do your research and as soon as you have a date for your move, book a reputable removalist that specialises in office removals. The earlier you contact them the more likely it is they will be free on your required date and the more time there is for you to discuss your requirements with them and start planning the move in detail. Decide whether you want a full project management service or simply advice and manpower.
Brainstorm potential issues
Gather together your move team and come up with any issues that may arise – if you know what hiccups you might face you’ll be able to formulate a plan for dealing with them in advance or manage to avoid them altogether.
Keep clients informed
Let clients know that you are moving and give them the dates, both so that they have your updated contact details and so that they are aware in advance that there could be some disruption for a day or two, or perhaps longer if you are moving a warehouse full of products. Perhaps advise clients to increase their order the month before to ensure they have enough. Update your website accordingly and send out change of address details.
Get rid of old equipment and furniture
Don’t move items you don’t need anymore. Use the move as an opportunity to sort through what you do and don’t want in your brand new offices. Give anything you don’t want to charity or arrange for it to be picked up to be recycled.
Redirect mail
Contact the Post Office to arrange for your mail to be redirected to your new address for the next few months.
Order new phone and internet connections
Ensuring that the phones and internet work as soon as you move to your new offices will help you to swiftly get back to business as usual.
Decommission your IT system
Back up all computers, remind everyone to remove USBs and CDs from their machines, and then either enlist the services of a professional or someone from your IT department to decommission all computers.
Removal of personal possessions
Ensure all staff members clear out their desks and take all personal items home with them prior to the move date.