Relocating to a new office can be an exciting time for employees; however, if you happen to be the person overseeing everything, the prospect of moving can be a little overwhelming. Whilst everyone around you is pumped up for the big move, you might find yourself juggling a million different things at once. From liaising with the removals company to organising office dilapidation works and finalising contracts, there is an awful lot to consider.
If you find yourself nodding along and agreeing to the above, you’ve come to the right place. We understand that an office relocation will never be a walk in the park. That being said, with over a decade of experience, we have a few helpful tips that will enable you to avoid risk and navigate smoothly through the process.
Here is our ultimate office relocation checklist.
When moving offices, one of the best places to start is by making a list of key questions that can be used to guide the structure of your planning document. To help give you some ideas, here are just a few examples of questions you might want to ask yourself.
Why are we relocating offices?
What does the business hope to achieve with an office relocation?
When are the move-in/move-out dates? Do these align?
How much storage do we have?
Do we have a list of key contact details for all parties involved in the move? (Contractors, estate agents, solicitors etc.)
How much is the relocation likely to cost?
The more questions you can come up with, the better. Once you have all your questions and answers written down, you can start to formulate a plan around them.
Before creating your physical office relocation document, it’s important to decide upon who’s doing what. If you’ve been put in charge of the office move, you might consider delegating some of the smaller tasks to different members of the team. Whilst it is up to you whether you’d like to get your other team members involved, sharing the responsibility can lighten the load and make the process easier for you.
Once you’ve decided and agreed on each individual’s tasks, sit down with them and ensure that they will have enough time to fulfil their responsibilities. Sometimes it can help to have an individual checklist or schedule for each person. The information recorded can then be consolidated into a larger spreadsheet so that everybody is kept in the loop and you can work together as a team to resolve any unforeseen issues.
While it may seem obvious, you need to communicate that you’re moving. Take time to identify everyone that needs to be informed of the move and think about how you will notify them. Even if you assume you’ve got everyone covered, you can still end up with unwanted correspondence to your old office address, so make sure you have redirected your mail to save yourself hassle further down the line. Royal Mail offers a redirection service from just £33.99, which is well worth considering. If your business is customer or client-facing, use your email and digital channels to update others. The last thing you want is customers turning up on the doorstep to find that there’s no one there!
If you’ve already secured a new office space, chances are you will have spent a lot of time reading through your commercial lease agreement. However, just because you’ve read through all the T&Cs and signed on the dotted line, it doesn’t mean it’s time to abandon the document entirely. Your lease agreement contract is absolutely essential when preparing for your office move. Not only can it help to inform your budget, but it will also make you aware of the key information required when it comes to alterations and planning permission.
There’s a chance that you may already have most of the electrical equipment that you need to take with you. If this is the case, it’s necessary to ensure that all of your equipment is compatible with your new office space. When setting up IT systems, check that there are ample sockets and electrical outlets that are well-positioned and safe to use. If the current setup isn’t working, you can discuss what electrical fittings you require with your office fit-out company.
If you have decided to purchase new equipment for the office, make sure you leave plenty of time for delivery. Delays in delivery can leave you in a sticky situation if you haven’t ordered well in advance.
And don’t forget about the internet …
Another essential component when it comes to office tech is your wi-fi connection. If your new office space doesn’t have superfast broadband, you will need to take steps to arrange an installation with your provider long before your move-in date. Let's face it, your colleagues won’t be too impressed if they turn up on the first day and can’t get anything done. Many suppliers offer business broadband contracts, so shop around to find a reliable company that offers value for money.
Here comes the fun part! Relocating to a new office is the perfect opportunity to get creative and develop a design that truly represents your brand personality. Your office interior can have a huge impact on employee productivity, well-being and satisfaction, so take time to think about how you’d like to make the most out of your space.
When it comes to the furniture and interiors, we highly recommend enlisting the help of an office interior design company. With the help of an expert office design team, you can ensure that you stick to your budget and timeframe by mitigating any risks during the planning phase. What’s more, interior design experts can help you come up with creative solutions that you might not have thought of if you’d chosen to go alone.
If you have a bold vision for your new office space but aren’t sure how to make it a reality, contact us today for a bespoke consultation. Our specialist team have a wealth of experience creating dream offices for a wide variety of clients. You can check out our testimonials to find out why our clients love working with us.
Now that you’ve read through our office relocation checklist, you should feel more confident about the steps you need to take when planning for your office relocation. For more information take a look at our office relocation guide!
Your new office can provide so many opportunities for growth and development, so focus on the end goal and try not to get bogged down in the details. If you need a helping hand, our friendly team is happy to support you with any of your office relocation queries. From office dilapidation to commercial office fit outs, we offer a wide range of services that can benefit your business. Call us on 01275 464 220 to start your office relocation journey today.