Relocating an entire office can be a daunting task, but with the help of relocation services, it can be a smooth and stress-free process.
This comprehensive guide will give you the tools and information to move confidently and easily. We have covered you by selecting the right relocation services and creating a detailed checklist.
We understand how essential it is to ensure your daily operations continue smoothly, so let’s dive in and discover the best ways to plan, organize, and execute your office relocation.
Step by Step Checklist for Office Moves
This step-by-step guide will help you plan and prepare for your office move.
Step 1: Consider Your Office Move Needs
Before committing to an expensive move, consider your business’s needs. Early identification of the reasons for moving can help you to develop a strategic plan. Moving can increase productivity and morale in your company. You may move for a variety of reasons, including:
Expansion plan when your business grows. Moving allows you to customize your office design according to your team’s practical needs and organizational values. Modern businesses must choose a new space that meets their long-term requirements.
The office space you choose is like the “shop window” of your brand. It should reflect the values of your company and make clients welcome. If it is in a prime location, the right space can have a lasting impression and attract new customers.
When choosing a location for your office, consider employee productivity. The balance between work, life, health, and wellness is all important. Even small things, like natural lighting, can positively impact morale and productivity. Moving to a more modern setting can increase connectivity and engagement.
Relocating can attract future leaders and better talent. Inaccessible or remote locations can turn away great candidates. Select an office that is easily accessible to attract future employees.
Step 2. Plan Your Office Move
A well-planned office relocation plan is essential. Follow these tips to avoid a stressful office move.
- Create a schedule for relocation that includes technology and system deadlines.
- Analyse the new location of IT facilities, utilities, and capabilities.
- Plan the space, and make any necessary adjustments.
- Consider the impact of the change on existing projects.
Step 3. Identifying Your Costs and Budget
It can be expensive to move offices. Downtime can cost you a lot of money. Before deciding on a budget, it’s crucial to determine all the costs associated with your office relocation. Your office relocation project manager will be able to determine what budget level is reasonable and achievable.
We’ve compiled a list to help you start researching moving costs and any hidden fees that may be involved.
- Rent (including rent reviews, VAT, and other charges)
- Deposits and dilapidation charges
- Contract Break Fees
- Administrative/agency fees
- The Security of Your Own Home
- Removal company/relocation suppliers
- Storage charges
- Service Charges
- Refurbishment/interior design fees
- Charges for connectivity and communications providers
- Post redirection
Step 4: Create a Project Checklist
It is important to have a plan to ensure a smooth move of your office to avoid problems and damage to your business. Plan and strategize carefully to minimize disruptions and maintain your productivity. Create a project checklist that includes clear timescales and goals. Prepare in advance for minimal disruption on a moving day.
Checklist of Dos and Don’ts:
- Nominate your office relocation manager.
- Plan ahead of time
- Prioritize your work (not just with the senior leadership team).
- Outline your budget criteria.
- Stick to a realistic schedule.
- Do not try to do the move yourself.
- Remember to consider your budget.
- Wait to leave everything until the last moment.
- Do not exclude your employees or customers.
- Remember the finer points.
The Ultimate Office Moving Checklist
Stage 1: Lay the Foundation
- Nominate your project manager for office relocation and the project team.
- Check your lease to determine any early-break fees.
- Conduct necessary staff surveys and set your criteria.
- Set your budget after researching costs.
- Establish your office move deadline.
- Find out about office moving companies and insurance costs.
- Search online for the office space that best suits your needs.
- Plan your timeline and document it.
- Complete the necessary paperwork, shortlist, and discuss your new office.
Stage 2: Communicate
- Make sure your client list is up-to-date.
- List all content that needs to be updated online and off and send it directly to the correct address.
- Notify your post office about your new address.
- Update all contracts, documents with the new address, online and social media accounts (including Google Business, etc.), social media and online accounts (including Google Business etc.) with the new address, stakeholders and partners to reflect any address changes, addresses on stationery, branding, and other materials by conducting an audit, subscriptions and review them.
- Your staff should be informed of your plans (and how they can participate).
- Notify the current building manager/landlord.
- Date in the calendar for the staff to update their email signatures
- Choose your office removal company.
- Discuss IT equipment and systems with your IT department to plan your office move.
- Send notices of change of address to clients, partners, industry groups, media publications, and magazines of which you’re a subscriber or member.
- Discuss internet connectivity needs with your internet service provider and inform them of any office relocation.
- Notify your telecom provider about your office relocation and make any necessary changes to your phone system, phone numbers, or cabling requirements.
Stage 3: Prepare your Logistics
- Audit your office furniture to identify what you need and where it is.
- Plan out the layout of your new office with dimensions and a floor plan.
- Plan your new office space according to the number of desks and space available.
- In the new office layout, identify meeting rooms and communal areas.
- Organize any temporary external storage if required.
- Plan the stationery and equipment you will need for your new office.
- Establish the security requirements for your new office.
- Cleaning services can be hired for the old space’s check-out and the regular cleaning in the new office.
- Book loading bays and parking spaces for your moving day
- Complete all contract paperwork.
- Discuss and arrange new IT equipment in the new offices and meeting rooms.
- Check in with your internet/telecom provider and any other providers you may need to ensure the big day goes smoothly.
Step 5: Prepare Your Office Equipment Before Moving Offices
What are your plans for the physical hardware you will be moving to a new location? You can move your desk phones to the new office if you are moving to cloud communication or already have one. Consider upgrading your business communication system or if it is worth taking with you.
When preparing office equipment for your move, keep these points in mind:
- List all IT and telecom assets you will bring to your new office.
- Check to see if your IT infrastructure will be compatible with your assets.
- Switching to the cloud could be a good way to improve certain aspects of your communications strategy.
- If you plan to upgrade or acquire new IT/Telecoms equipment, determine if they can be completed simultaneously.
Step 6: Address your Telecommunications system
In addition to the hardware of your telecom system, you will also need to consider other aspects when moving your office. Other aspects of your business communication strategy will also be important to consider.
Check out this checklist for moving your telecommunications office:
- What do you need to change about voice data? Will you embrace cloud-based solutions and new technologies?
- Decide how many lines you need, and let your telecom provider know if you plan to remain with them.
- Decide how you will use your existing numbers. Keep them the same if your customers are already familiar with them.
- Upgrades may be available to you as part of the move. Is there a need for more bandwidth to provide new communication options?
- Back up any voice or communications data you will be taking with you. Cloud storage ensures that you’ll be able to get back on track quickly after your trip.
Step 7: Manage your security when moving offices
Remember not to overlook administrative details when moving your office. This is the ideal time to review your network security.
Remember these things when you are managing your network before a move.
- Make an inventory of your assets and resources, and create a plan to protect your data in transit.
- List the employees with their network rights.
- Before moving offices, update and detail your security policies.
- Examine contracts with security vendors and the security options available through your telecommunications providers.
Relocating your office may feel like a daunting task, but proper planning and the right relocation services can be a smooth and stress-free process. This comprehensive guide has given you the tools and information to move confidently and efficiently. Consider your office move needs, plan your move, identify your costs and budget, create a project checklist, prepare your office equipment, address your telecommunications system, and manage your security.
We value your time, budget, and peace of mind at Buy The Hour Movers. We understand that moving can be stressful, so we offer you affordable and reliable moving services. Our team of expert movers will help you plan, execute, and complete your office move seamlessly. We also offer packing, unpacking, and storage services to make your move easier.
Why is it important to move offices?
A business can say its best days are not behind it with an office move. Your office’s design will tell your employees, future workers, and clients a lot about the culture and brand of your company. You can bring your office in line with your company’s branding by moving to a new location.
What are the most important factors to consider when selecting a new location for your office?
Finding and selecting the best location involves analyzing your area, researching potential customers, and examining competitors’ locations. Before choosing a location, it’s important to consider your needs as a company owner.
Why should you move more?
Physical activity is important for your health. Physical activity can help improve brain health, manage weight, reduce disease risk, strengthen muscles and bones, and improve everyday abilities.
What are the advantages of moving your company?
Cash flow increases: You can quickly recover any short-term losses in relocation costs through increased productivity, sales, and cash flow. You can generate more cash for your business by opening up a larger or newer market.