Moving office can be a hugely daunting task, especially if you have never needed to do so before. It's true that there are numerous tasks that will need your attention, but they can all be tackled in a very organised manner to ensure you get everything done in good time, and that you don't end up falling behind schedule. Even more importantly, sticking to your plan will help you to minimise the costs of your office move, which is always a bonus.
Many companies choose to upgrade or downsize every year, and if you're thinking about it you'll probably be looking for some help on the matter. At Evans Easyspace, we like to give you the help you need in your big move, which is why we've created the below visualisation.
This visualisation goes through every single step in the moving process, from finding the right location to getting your finances in order once you've actually relocated. So, if you have a big office move coming up, make sure you follow our handy guide to make sure everything goes off without a hitch.
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This helpful guide will assist you in your office move, which we all know can be incredibly difficult. You'll be able to find all kinds of information and advice which you can rely on during your move, so that everything goes to plan.
Before you make your move, you must make some early decisions to organise the planning stages of the big move. This will ensure everything goes to plan, so that there aren't any mistakes further down the line that could be costly.
Senior management must approve the move before it goes ahead. You should present the ideas and options to them in a meeting, along with reasons why a move is essential. They will then be able to decide on the move and will give you an answer shortly.
You should settle on a preferred location to ensure you choose the right one. You'll probably need to view quite a few different offices and locations to find the ideal one for you. Whether you want to move closer to the city centre or onto the outskirts, you'll need to consider all of the options.
Figure out when you'd like to be in your new office. This will need to be a decision that is settled upon for sensible reasons - make sure you give yourself enough time to get everything done and try not to rush things simply because you can't wait.
How much money do you have to spend on your big move? It's very important that you stick to your budget when moving office, as things can get very costly incredibly quickly. So, you'll need to sit down with your accountant to flesh out a plan for your finances for the move.
A timetable will help you to keep all aspects of your move in order, so you can be working on the right projects at the right times. Ensure all tasks have a completion date, so you can stick to your schedule.
Make sure you co-ordinate with the right parties to get the old and the new leases sorted out. You'll need to speak with your existing estate agent and the new one you'll be working with, assuming you'll be changing agents. The landlords of the office may also need to be consulted.
Estimate the completion dates and the lead times for all aspects of the project. While these will be rough estimates, they will give you the ballpark figures you'll need to get everything planned in. It's important that you see them as solid dates though and don't move them around as you see fit.
The operational date is when you expect to be up and running within your new property. This date will of course be estimated for the time being, but you should base it on realistic outcomes - remember to allow for a small margin of error with installations and buying furniture.
Ensure your timescales for work with suppliers match up so there is no room for error. You'll need to be in regular contact with your suppliers to ensure everything is going to arrive on time, as it's vital that you have furnishings and design solutions being installed at the right times - one delay could hold the entire project up.
Decide on the date that you wish to begin the moving process. You should base this on when you need to be out of your existing properly, plus how the work will fit into your existing schedule. You should try to leave the actual moving process to the last minute though so you have as little downtime as possible.
Speak with third parties to figure out if you have any requirements. These third parties will include electricians, suppliers, your estate agent, landlord and any other companies that are either assisting or managing your move.
This should mark the date that you plan to begin your move. You'll need to pencil in times for office fit outs and furnishings, as well as time for cleaning and sprucing up your new office depending on how much work is required.
This will mark the date that your move will be over and done with. You'll probably need to go over everything with a fine tooth comb before setting this date, as it's important that you're able to take everything into account before you set a final date.
Your senior management will expect to see a detailed budget for the move, so make sure you have this readily available. This will need to include all of the money you have spent on the move, plus any additional funds that you will require for the future, but which directly relate to the move. Speak with your accountant to get this sorted as soon as possible.
Make the deposit on your new property. It's vital that you get this done as soon as possible in order to secure your place at the property, otherwise it is still technically on the market and so could be snapped up by another company at any time.
Begin the office design for your new location. If you've already had a chance to take a look around and have fleshed out some ideas for the design in advance, you'll be able to get started right away. Otherwise you'll need to call in the designers as soon as you have access to the space.
Ensure all IT and telecoms systems have been properly planned out. This will be a crucial step to your move, otherwise you won't be able to go ahead with anything once you've actually moved in! Almost all offices in the world cannot function without the right IT and telecoms connections.
Figure out the complete charge for rent, rates and services at your new property. You'll need to know precisely how much you're going to have to spend on your new office property, otherwise the charges could come as a bit of a surprise once you're actually in there.
You'll also need to know how much the feeds are for professional services, such as your property consultant, lawyer and insurance company will cost, as these charges can begin to rack up very quickly if you don't keep a close eye on them. Make sure you mind how much you are spending on these services.
Figure out how much you'll be spending on the furniture for the new office. If you really want to save some money, you should think about simply moving your existing furniture over to the new office rather than buying brand new furnishings.
Plan the budget for the removals company. You'll most certainly need to make use of a removals company to make your move, as offices often have a huge amount of furniture and files that need to be shifted. You'll need to choose a turstworthy company, so go for ones with great reviews and possibly personal recommendations from friends and colleagues.
Make sure you choose a commercial property that will be able to assist you on a range of factors. This can include parking, proximity to services, good floorspace and ability to recommend and suggest the right kinds of services for you.
The length of lease that is required is incredibly important, as it can affect how long you stay at the property. You're unlikely to want to move on again very soon, so you may wish to choose an office that offers leases on a yearly basis.
What kind of building do you want to move to? The type of building can often make or break a deal. If you're only willing to look at older properties, you may have some difficulties finding the right kind of office for you, so it might be an idea to look at other possibilities.
Do you need car parking facilities? If so, you'll have to look at office properties that come with parking, or which have set up a deal with a nearby parking facility as is possible with a lot of offices in cities. You'll also need to determine how many parking spaces you'll require.
What size does your office need to be? If you're upsizing, you'll obviously need more space than you currently have. Figure out exactly how much more space would be right for you, as the last thing you want is to move office to get more space, and then to end up with less space than in your old office!
Where do you want to move to? You'll need to decide on what kind of office space you want, but also the kind of area that you think would be right for your needs. This can include location, style of office, part of town, etc.
How much can you afford to put towards your office's rent, rates and service charges? This is a very important point because, if you don't plan this out properly, you will definitely end up going over budget very quickly.
You should always make sure that you choose the right office design and fit out company for your big move, so that you can get the ideal design and delivery for your new office. You'll need to look at reviews, the company's website and meet them in person in order to make your decision.
The size and location of your entire office will need to be included in the plans. This will help you when drawing up new floorplans and other changes to the office space. It will also be good to know precisely how much space you are buying or renting.
The company will also need to compare the space available with the various rooms and spaces you would like to have in your office. This will ensure you can fit all of the rooms and offices you want in your new workplace, otherwise you might run into complications once the building begins.
The refurbishments that are required will need to be mapped out. This can be done in the actual office to give you an idea of how big everything will be and where each desk will be going, or you can work from a floorplan that has been created.
Staff workstations must be mapped out to figure out if they will be suitable. This is especially the case if any of your employees or departments require high-end technology that will need to be accounted for in the plans.
Ensure that all computers and telecoms services will meet office requirements. This also includes printers, scanners, fax machines, photocopiers and other equipment. You'll need to map out all of the work on computers and telecoms that will be required to ensure everything gets done on time.
A configuration plan for telephones and computers is essential. This will allow you to follow a set plan for installing all of the new electronics that need to be configured for your new workplace, so that you can get started in your new office as soon as possible.
Ensure you know exactly where all of your power outlets will be placed. This will help you to get things set up in as little time as possible on the day of the move, so that there is absolutely no downtime or, at the very least, only a small amount of it.
Decide on what you'll be taking with you from your old office and what you'll be buying new. As previously mentioned, it can be much cheaper to choose to keep your old furniture rather than buying new pieces to match your office.
Make a plan for all of the printers, fax machines and photocopiers that will be placed in your office. You'll need to make sure they're within easy reach of all empoyees, so that no one has to work any great distance to get a single printout, as this can quickly cause people to be away from their desks for longer than they need to be.
Decide on where your telephone and data points will be placed. It's important that, on the day of the move, all of your staff are able to plug their computers and telephones in right away, rather than spending hours fumbling over what to do.
Agree on which computing and telecoms services will be placed within your new office. You may decide that it's time to upgrade to a new system of the like, in which case you'll need to figure out whether this will effect your plans at all.
Whether you're buying new furniture or keeping the old stuff, you'll need to decide on a number of factors, such as how you will be getting it all across to your new office and where it will be going once it's there.
Are you going to save money by using your old furniture, or will you be buying new items? There are many benefits to both options - with old furniture you can save yourself a bit of money, but with new furniture you can ensure your office furnishings match your new office space perfectly.
If you decide to buy new furniture, will you be buying it or leasing it? Leasing your furniture could be a good option if you haven't the money to buy furniture outright, and if you don't want to worry about having to ship it to a new office if you decide to move again. However, it does mean that you'll need to be extra careful with it to ensure nothing gets damaged.
There's a neverending list of decisions that need to be made, including the following on the next slides. For instance, you'll have to create an inventory of items you'll have to invest in, plus any last minute amends that are required to your original plan.
You're going to need to create an inventory of equipment that you need for your office space, such as security systems, alarms, air conditioning, heating, smoke detectors, new stationery, business cards and new signage, as well as your achive and storage requirements.
Make sure you communicate with external parties to let them know about your impending move. It's vital that all of the important parties know that you will be moving so that you don't miss anything. For instance, the Post Office, utility companies and other interested parties must be informed in adavance.
Always imform your customers of your move, and give them good notice of it. You can send out an email to all of your customers to let them know, but it can be a good idea to call up special customers to let them know in a more personal way.
Give your customers your new address and let them know why you're moving. You should make it very clear when you'll be vacating your current office and moving to the new one so there is as little confusion as possible, and make sure that there aren't any meetings booked over these days. v
If you have any especially important customers, phone them to let them know about your move. This can give a little personal touch to your communication, and they're sure to appreciate the additional care and attention you have paid.
Your bank, insurance companies, the HMRC and other financial parties must be informed of your move ahead of time. Not informing them in time can cause problems further down the line, such as missed communications or even fines that you must pay for not informing them.
All of your vendors and suppliers will also need to know about your move. If you don't do this you could end up having products shipped to the wrong address, which could cost you a lot of money at the end of the day and you defintiely can't afford to pay for this when you are already paying for such an expensive move!
You should contact the Post Office to arrange for mail forwarding to your new address, so you don't miss any important post. You can have your mail forwarded for a set period, in which time you will be able to contact all of the companies you need to in order to let them know that you have relocated.
Your utility providers will usually require at least 2-3 weeks' notice of your relocation. This is a very important task, as you could get to your new office and find that you don't have any electricity or water, which could ruin your plans. If you are moving to a new provider, it's important that you end your contract with your current one.
All of your company documents will need to be updated with your new address. It's vital that all employees use the correct address from the date of the move onwards, so as not to confuse any customers or related bodies.
If you have any service agreements, licenses, insurance policies or equipment leases, these will also need to be updated. These kind of agreements may end up being null and void if you don't have the correct details on them, so spend some time updating them.
Your utilities will need to be carefully planned to ensure they're installed in the right order and by the right date. Make sure you're in regular contact with the utility companies to ensure everything gets done on the right dates.
Make sure you have the correct equipment available, including cables, telephones, data points, computers, servers, networks, gas, water, electricity and heating. If you haven't got all of this available, you'll definitely run into problems on the day of the move. There's sure to be a long list of items you'll need, so ensure you have them available.
A professional removals company will help you to get everything sorted ahead of time, so you minimise downtime and ensure you're in your new office in good time. You'll need to stick to your plan when moving, and ensure your chosen removals company knows of your plan as well.
Label every single piece of furniture to match your floor plan, which will help to save you time. Whether you use sticky labels or tags, you're sure to be glad you've done it when it comes to it.
You may even want to colour code all of your furniture and moving boxes to specific rooms. This will help you to get everything sorted as soon as you start moving things in, so that you don't have to worry about sorting through boxes and having to move them around even more.
An occupation plan will detail which of your employees will sit where, and what they will get for their new desks. You may even want to advise your employees of their new desk locations ahead of time, in order to minimise confusion.
Give everyone a rota detailing where they need to be and when to ensure they all turn up on time.
Your old office will need to be cleaned to remove any rubbish or unwanted items.
You'll want to minimise the amount of time you spend managing two offices, so create yourself a test plan.
Before you get fully set up in your new office, test every single piece of equipment to ensure it's operational.
The telephones in your new office will also need to be tested - it could be disastrous is they don't work on the day you move in!
One member of staff from each department within your business should be on-site on moving day to help out.
You'll want to conduct a site inspection to ensure your new office is up to standard. This will remove any health and safety hazards that you may find, and will also ensure the office is up to scratch in terms of its operational abilities.
Should you have any issues with products, follow up with your suppliers. They will be able to advise you on the best courseof action, especially where broken or faulty products are concerned. This will help you to get everything sorted in as little time as possible.
Match your supplier invoices against the amounts you were quoted, and resolve any discrepancies that you find. This will be the final stage in your office move, and will involve you tying up any loose ends where finances are concerned.