Moving office with minimal disruption involves extensive planning and excellent organisation. To make your office shifting process as smooth as possible, we have compiled a list of things you should take into consideration.
Office shifting made easy
It is important to use a reputable company when moving offices to ensure the relocation is as efficient as possible and any valuable items are transported with care. If you are looking for Removals in London, then our experienced and knowledgeable team will be able to assist you and make your office relocation as easy as possible.
Office shifting does not have to be complicated or take an excessively long time. The following steps will make the entire process more efficient and you will be able to move into your new office space with ease.
Creat a timeline
Creating an office relocation timeline at least six months before the move is essential to make the entire process as stress-free as possible. The timeline is a great organisational tool as you can plan approximate dates and timings for crucial tasks which must be undertaken. Moreover, it can be modified and tailored for your business to accommodate for any unexpected circumstances which may arise throughout the relocation process. Here is a brief outline of what you could include in your timeline:
- 9-6 months before office relocation
- 4 months before office relocation
- 2 months before office relocation
- 3 weeks before office relocation
- 1 week before office relocation
Communicate with an IT and telecoms specialist regarding potential new phone lines and IT equipment.
Decide on a moving day and get confirmation from your removal company.
Design a space plan for your new office.
Organise security and access requirements which need to be in place for the day of the move.
Begin packing any equipment and files which will not be needed until after you have moved offices.
Esnure all employees have packed their personal belongings into crates and boxes and brief them regarding the plans of the moving day.
Find the perfect location
One of the critical factors you need to consider when moving offices is its location. The location of your office can affect the following:
If you have set a budget for your new location it is important you stick to it. Whether you want a building in a cheaper location or want to upgrade entirely and find somewhere that’s a little bit more pricey, good research will ensure you find the commercial property that meets your criteria. You must also acknowledge the importance of amenities so you should include this expense in your budget too. As a guideline, it is recommended that your rental rate should be less than 15% of turnover.
Your company’s success could be significantly improved if you relocate to accommodate for your target demographic.
Opportunity for business growth
Your current location may have been suitable when your business was starting off, but a great way to enhance your business’ growth is to relocate.
One of the most important factors to consider when finding the right location is employee satisfaction. If your new location means a longer commute for employees, then the relocation becomes a hassle for everyone and could mean you lose staff. Keeping your employees satisfied is essential for staff motivation and productivity, as well as improved internal collaboration and communication.
If you are having difficulty finding skilled and qualified employees to work in your office, this could be because your current location is too remote. Moving to a more central and convenient location will increase your chances of finding individuals that have the experience and knowledge to work for your company.
When deciding to relocate, you must consider why you are moving, and this will help you to narrow down your options. If you find your office is beginning to feel cramped due to the number of employees, you will need a bigger office space. Alternatively, you could be looking for a larger warehouse, conference rooms or even more retail space.
Buying vs Leasing
Leasing or buying are both significant financial commitments, so making a decision on which you should do is no easy task.
Leasing refers to the legally binding contract between landlord and tenant. This contract sets out the terms and conditions of your tenancy agreement. Leases are enforceable to you must be 100% committed before you sign any documents. The landlord’s solicitor typically writes the first draft of any lease. After this, it can be negotiated to a certain extent to suit your needs. Leasing offers more flexibility and is generally the more affordable option.
If you are opting to purchase your new office space, a mortgage will be the most common type of finance. You may find enlisting the help of a specialist mortgage broker will be very beneficial at this stage. The terms and costs regarding buying a property vary and the mortgage is unlikely to account for the full cost of the building. Generally, the mortgage would cover 70-75 per cent of the property value meaning you will need a sum of your own money to put in.
IT and phone set up
The importance of IT and phones in an office cannot be understated. You may find that your current phone system is outdated and it would, in fact, be more cost effective to upgrade your system entirely. Similarly, now could be the perfect opportunity to upgrade your WiFi which will improve your office’s efficiency.
Commerical relocation can be stressful, and there is always the chance you could encounter something unexpected along the way. Investing in business removals insurance will give you peace of mind that your valuable property is protected during the entire relocation process.
Enjoy your new office!
Whether you need to accommodate for the increasing number of employees, want to relocate to a more central area or find a cheaper property, the key is to do plenty of research and stay organised. Once the relocation process has come to an end, you can now enjoy your new working environment.