With all of the things that you need to take into consideration when relocating your office, it can be daunting to pack up and move. However, by following our top tips on planning an office move, you’ll be sure to have a smooth and calm experience. Planning, budgeting and communication are all part of the process for moving an office. So, we have come up with some useful tips to help you devise the perfect plan for moving office.
Time To Start Planning An Office Move
It is important to make sure that you hire the right services to help you plan and execute your move. Do not have your staff moving equipment and heavy boxes around the office as this is a safety hazard. Make sure that valuable items reach your new location safely and that all tasks are completed before you begin packing your bags. Office relocation does not have to be complicated, and our team are more than happy to help you with any questions about removals, packing and our Man and Van services.
Why Are You Moving?
Moving your office can give you and your employees the opportunity to develop your business and enter an exciting new era of multiple changes. There is always going to be a reason as to why you decide to move your office, so make sure that you find the perfect property to suit your desired needs. Moving to a new office can allow you to create new cultures, new brand identities and develop interesting work practices. Understanding exactly the reason that you wish to move the office will help you to create a plan on what to look for and how to execute it. Moving office can be an exciting experience for yourself and your employees, so making sure that you find the perfect location can help you to meet all the criteria that you have on your agenda.
Build A Team
Once you have decided to move your office, it’s time to make a team full of employees or hire a project management team, to plan and achieve your office move. This will make sure that everything runs smoothly and that there are a group of people managing the move so that communication is effective and tasks are completed on time.
There are many benefits to using employees to project manage your office move. Your budget may not be able to afford to hire a project management company, so using a member of staff will keep your costs low. Other employees may also react better to taking communication and instructions from a valued member of staff, and your designated project manager can easily communicate between departments to ensure that everything runs smoothly. Although there are many benefits to using a member of staff, it can also cause problems. For example, the staff member may struggle to do their job while also trying to manage the office move. You will also not have the research, connections or knowledge on what it takes to plan and undertake a large office move.
Although hiring a project management company may take a chunk out of your budget, they will already have a plan and template in place to help you plan your move. These companies are trained to make your experience stress-free by doing it all for you. They are extremely effective at ensuring that your experience remains calm and runs smoothly, so it is a good idea to consider outsourcing help for your project.
Plan A Timeline
Before you start moving people and equipment over to a new environment, it is important to make a timeline of tasks that need to be completed, to ensure that everyone and thing are organised. This plan can be as simple or as detailed as you like; including the month, week, day and even time. We would suggest that you try to make a week plan as this will help to organise tasks to be done weekly before the big move. Having your plan too detailed may cause stress as things do not always go to plan, so you need to make sure that you leave room for any mishaps that may occur along the way.
Create your office timelines at least six months before you plan to move, this will give you and your staff enough time to organise themselves so that nothing gets left behind. Once you have created your monthly timeline, at the beginning of each month, you can divide that months tasks across the weeks. Some tasks need to be undertaken months in advance, whereas other tasks cannot even be completed until closer to the time. For example, communicating with IT departments about upgrading equipment will help you to order technology in advance so that software can be downloaded and computers can be synced. Whereas, starting to pack the equipment and ensuring that staff have packed their belongings can be done closer to the time. For help with packing, Davis and Mac provide packing in London and surrounding areas to make your experience stress free.
You can create a timeline and send it to all your staff by using Visme, which allows you to create an engaging online timeline that you can download and send via email.
The Perfect Location For Your Budget
When planning to move, there are a variety of things that you need to take into consideration while looking for the perfect location. It is not as simple as finding a nice spacious office in a good location, although that is a big factor. You will need to sit down with your accountants and devise a budget for your big move; this budget will need to be stretched not only over the property but also for equipment, bills and other expenses. For this reason, it is important to know what equipment you need to order, what hiring services you will need to arrange and how much it will be to change your insurance and other services. Hiring a removal company to help you with the process can help you to organise your big move. Davis and Mac provide removals in Notting Hill and surrounding areas to help you have a smooth move.
When purchasing a property, make sure that you stick to the budget that you have set and do not exceed it. Although an estate agent can help you find a functional office based on your requirements, they will try to sell you something that you do not necessarily want or needed. It is important to do your research before committing to a property. This research should not only be on the property itself, but also on the location. The location will have a big impact on whether you buy the property, so research into crime rates, reoccurring problems such as flooding and transport facilities. Not only do you want the ensure that your property is safe, you also want to ensure that your staff have a safe journey into work and feel comfortable in the location of the property. Employee satisfaction is one of the main factors in choosing your location; if your employees cannot work efficiently in the new environment, then your business may suffer. Create a survey by using Typeform to find out what is important to your staff when it comes to working environments.
The functionality of the property is a major factor when deciding where to relocate. The size of your business and whether you plan to grow will determine the size of the property. If your business runs on technology and you need to install a large amount of equipment into the property, you will need to ensure that there is enough room to do so without cramming everyone in. Taking these factors into consideration when looking for a property will ensure that your money is well spent. For other factors to consider when relocating your office, take a look at Bplans blog on things to consider when choosing an office space.
Communication is key when planning to move from one office to another. This communication will come in a range of different forms; from client and staff communication to property and landlord communication. As the owner of the business, it is your responsibility to inform your staff about changes in location and what tasks they will have to undergo to make the process run smoothly and safely. Some departments may be easier to move and require less organisation; however, departments such as IT will need to have clear communication so that equipment is not damaged and the right equipment is brought to the new office. Ensuring that your staff are aware of tasks that need to be completed will not only help them to organise themselves, but it will also give you peace of mind that everything goes as planned.
It is highly important that you communicate with your clients and business partners about your big office move. Sending letters or emails to existing clients, including your new address, will make sure that there is no confusion and you do not lose clients. To make sure that clients are pointed to the right direction, you should also make sure that you change the address on your website, newsletters or any other outlets that you provide. It is just as important to communicate with your business partners about your office move as it is to inform clients. Notifying partners, affiliates and suppliers about your relocation will ensure that your business can still run smoothly as you move.
Lastly, you must communicate with your old and new landlord about removal vans, when you expect to leave and arrive, and what documents are needed to ensure that you terminate your contract on the old property and sign a contract for the new one. The last thing you want is to leave your old office to find that you cannot move into your new one, this will be detrimental to your business as well as your staff.
Make a list of people that you need to notify about your new address to make sure that you do not forget someone. These people may include:
- Staff and partners
- Telephone company
- Internet service
- Insurance companies
- Banks and any financial institutions
- Service companies for printers or photocopiers
- Supplier services that your company uses
It’s Time To Move
Now that you have read through our top tips on planning an office move, you are ready to start looking for your perfect office, pack your bags and arrive at your new and exciting future. Although it may seem like a lot of planning, it is essential to make sure that everything is planned well and managed correctly to ensure that nothing is missed or forgotten. Once you have planned your move and its time to get those boxes into the back of a van, be sure to use our Man and Van in Fulham and the surrounding areas, for a swift move.