Planning an office move can be a daunting and time-consuming project to execute successfully. With so many tasks to juggle, deadlines to meet and people to organise, these 10 practical and easy steps cover all the important issues to help you plan, organise and execute a smooth and hassle-free office move.
Step 1: Define your reasons for moving
Expanding, downsizing, reducing costs or the need a better location are all contributing factors to businesses needing to move office. By having a clear understanding of your reasons for moving will help you to set your goals, new office requirements and communicate a clear and consistent message to staff and clients.
Step 2: Get a Checklist
A Moving Office Checklist is the starting point to planning a successful office move. It will guide you through the entire office move process from start to finish and become your "roadmap" to organise and execute a smooth office move without any disruption to business.
Step 3: Know your Key Dates
Once you have determined when you will be vacating your existing office, you can then begin to work backwards to establish what important tasks need to be done by, and when. Prepare a timeline of events and set yourself daily or weekly reminders so you ensure you never miss a deadline.
Step 4: Set a Budget
When your business is relocating you need to know roughly how much your office move is going to cost and more importantly, where all your money is going. Setting a realistic budget from the outset will help you keep a track of what's being spent and avoid any unnecessary overspend.
Step 5: Brief your Property Agent
Select a local Property Agent to help you find the right office space and negotiate the best office lease terms. They'll be able to advise you on the right size of office to look for, assess what facilities you need, and determine the best location for your business.
Step 6: Book your Office Removals Company
Choose and book an Office Removals Company. A meeting with them will help you to establish which office furniture items are going to be moved, what needs replacing and what can be disposed of.
Step 7: Plan your new Office Design & Space Plan
The design and delivery of your newly found office is central to the continuing success of your business. Good office design helps to improve productivity and increase staff morale. Appoint an Office Fit-Out Company to help you transform your new office space into an effective and functional workplace.
Step 8: Plan your IT Relocation
Work out the logistics of moving and re-commissioning your PCs and telephones in the new office. The right IT infrastructure will need to be in place in the new office so that your IT equipment is working as should in the new office without any disruption to services.
Step 9: Finalise your Office Lease
Ask a Property Solicitor to check through your office lease to make sure everything has been documented correctly before you sign the office lease.
Step 10: Dilapidations
Before you hand over your "old" office back to the Landlord, ensure that all dilapidations have been carried out and that the office is in a good state of repair so there will be no dispute in returning your rental deposit.