An office move can be incredibly stressful. There is so much to be considered from packing to payment to paperwork. As companies grow bigger, they inevitably need more space. This may be because they need more space to store items or more space so they can take on more staff.
This means it might be necessary to move to a new office however this can be quite stressful and disruptive. Finding a way to move both employees and equipment over to the new location with minimum disruption is the ultimate goal but how can this be achieved?
Company moves need to be scheduled quite far in advance as there are many things that need to be considered. Meetings may need to be rescheduled unless clients are happy to do them online, equipment needs to be moved safely across to avoid damage and connected swiftly on the other end. Plus there are various utilities that need to be arranged for the new location so everything can be running as normal in no time at all.
You will find that many large businesses have stayed in the same office location for many years due to having no need to move. However the increase in start-ups and smaller businesses in recent years has seen more office moves happening as these companies look to expand.
Here are some of the important things to consider when moving office from location A to B.
Choose A Reputable Company
It can be tempting to choose the cheapest priced removal company when moving – and many businesses will often choose that option! If they truly cared about their equipment though, they would definitely do their research and choose a reputable company or man with a van.
It is also tempting to use your employees and company vehicles to move items but this is not recommended as insurance will probably not cover any damage to the equipment or themselves that may occur.
These professional companies will have insurance and transport and the expertise to get your office move done as quickly and efficiently as possible. They should be able to pack your equipment perfectly and organise the move to ensure there are no delays. You will need to let them know how to access your offices to get the move in motion and how much there is to move and they will be able to advise you how best to proceed.
Let Them Know What Equipment You Have
Your removers will need to know exactly what you are taking with you so they can provide the necessary staff, transport, packaging, and insurance to cover all bases. They need to ensure they cover your items with adequate insurance so that any claims can be settled quickly without issue.
Be sure to declutter your office of unwanted items if you can – you often see offices giving away or selling items due to a relocation. Why wouldn’t you want to do the same if it means less to take with you?
You also need to make sure they can access your office easily – this might mean they need keys to help with the move. You also need to make sure there is adequate parking on the day – the last thing removal companies want is to struggle to park and get you moved.
Tell Your Employees
Planning is so important when it comes to an office relocation. As soon as you start the process of the move, you should be letting your staff know. You can tell them how they can help you – whether that is by helping out in either of the locations on the day or working from home.
They can also help you with structuring how the new office will look – making sure plug and connection points are taken into consideration. Furthermore, they can reschedule client meetings if required or arrange to do them online if a client doesn’t mind doing so.
An online presence is a must in the business world nowadays. Moving to a new office may seem like it requires some downtime but hopefully you should be able to stay connected throughout. It is worth having some staff working from home to cover the gaps in time where the office is moving.
For the office itself, make sure you have spoken to your current suppliers before the move and also research other providers in your area too so that you can get the best deal available. Inform them of your moving date and give final meter readings on the day of the move.
Providing you have sorted utilities and broadband the other end, the movers should be able to connect you in no time at all the other end to ensure minimum downtime.
It is also important that you stay connected with your employees too. This can be done via email addresses, mobile phone numbers or via platforms such as Slack or ClickUp.
Start packing as early as you can, packing the least important items first – items that aren’t used on a daily basis and that aren’t likely to be used until after the move. Pack the essential stuff up just before the move but make sure you get everything packed and ready for the appropriate time. Your staff should be able to help you pack around their work.
With this handy checklist, your office move should be a breeze.