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Five Things to Consider Once You Have Moved Workplace

Moving offices is a big change for both your staff and your business. So even though you’ve painted the walls, set-up your desks and unpacked the kettle, for the first couple of weeks you will probably still be ironing out a few creases during what is likely to be a transitional phase. Here are five things to consider during your first few weeks at your new workplace:

1.Update your Contracts

Within the week of your move you will need to update or renew any existing supplier contracts, service agreements, licenses, leases and insurance with your new address. This could also be a good opportunity to renew or renegotiate any contracts.

2.Make the handyman your new best friend

It’s also a very good idea to befriend the handyman or caretaker of the premises - it’s highly likely that you’re going to be seeing a lot of him over the next few weeks so it’s best to get him on your side! Allocate time during this first week to tend to any discrepancies or little design faults there may be, and also to figuring out the new alarm systems, heating and air conditioning. It is especially important in winter to make sure that the heating works, otherwise you may find that you have some rather cold and miserable employees!

3.Put Safety First

Make sure all of your staff are aware of the new health and safety procedures, emergency exits, fire meeting point, fire alarms, where the first aid kit and fire extinguishers are located, and so on. Arrange for a fire alarm test and an emergency lighting test straight away to ensure everything is in working order.

4.Keep on top of redirected mail

While you should have already tried to contact all of your clients, customers and suppliers before the move to notify them that you are changing location, there will always be someone that slips through the net and continues to send correspondence to your former premises. With any mail that is redirected over the next 3 months, make sure that you contact the sender and notify of them of your change of address for future reference – this should be a continual process until all of your contacts are aware that you have moved.

5.Stock up

And last but by no means least, make sure that you fill your new kitchen with teabags, coffee, milk and sugar so that getting everyone settled in to your new office is as comfortable as possible! Now all you need to do is switch on your computer and enjoy your new workplace.

Five Things to Consider when Moving Office

So you’ve found your new office space and moving day is looming. But you can’t rest on your laurels just yet, there’s still plenty to do to ensure the move runs smoothly. With so much to organise during the moving process it’s easy to forget something, so here are our top five things to consider when moving to a new office:

1. You’ve Got Mail

Before the big day you need to inform a whole host of people of your impending move; from your banks, Companies House and the Inland Revenue, to your utility providers, insurance, and any vendors and suppliers. Crucially, about 6 weeks before the move you must remember to notify your clients and customers of your upcoming change of address. You also need to arrange for future mail to be redirected to your new address by contacting the Post Office prior to your move, unless you want to keep running back and forth to your old premises to collect your mail!

2. Logistics

Enlist a professional removals company to help organise the logistics of the moving process. Make sure you have all of the packaging and boxes you need for moving over furniture, equipment and stationary. It’s a good idea to create an inventory list to ensure everything that you want to take to the new office arrives, and make sure you label all boxes so you know what’s got to go where.

Consider ease of access to the new office and ensure a loading bay is available for your removals team at both your new and existing offices (this may require you to make some special arrangements for your moving day if there are parking restrictions).

3. Stay Connected

A good three months before the move, start to organise your new phone lines and IT infrastructure.  Moving office is an opportunity to update these systems so make sure you have the full support of your IT team at this stage. Also make sure you have either an overlap with your old office or a back up plan in case the internet and phone lines don’t go live when you want them to!

4. Office Design

You’ve gone to all the trouble of finding a nice shiny new office, so now is not the time to skimp on fit-out and furniture. Even if budgets are tight, consider what fit-outs are required, such as clever internal

portioning or shelving and storage solutions, and get to work on any refurbishment and painting well before the moving day. By all means, make use of your existing furniture if you can, but if your new office has given you more space to fill, think about what additional furniture you may need. Make a floor plan for your new office and order any new furniture you require, taking into account delivery time. Remember you have options to either buy or hire your furniture.

 

 

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Make sure the design suits your business

5. Your Staff

Throughout every step of the moving process keep your staff informed and included. Show them photos and floor plans to build excitement and organise a moving committee to help with floor plans and moving day arrangements. Finally, try and

get as many people from the company as possible involved and helping out on the actual day of the move.

Once you have all this ready, it’s time to make your move!

Five Things to Consider when Choosing a New Office

Considering the number of hours a week we spend in the workplace, moving offices can be almost as stressful as moving house.In fact, seeing as it can have major repercussions for your business, it’s probably more so! The challenge begins right at the outset of the decision making process, when you begin searching for a new office space. Luckily, to alleviate some of this stress we have come up with five helpful points to consider when choosing a new office:

1.Why are you moving?

This might seem obvious, but you probably have lots of reasons for wanting a new office so it’s a good idea to prioritise these so you know what’s most important to your search. If it’s for growth, consider how you are currently using space and how this could be utilised better to determine what exactly you need the additional space for. You might not be able to find the perfect office that ticks all the boxes, but by prioritising your reasons for moving you should be able to get pretty close!

2.Location, Location, Location

Location is so important for both your staff and your clients. Your new office needs to be as convenient as possible for your employees (unless you also want to start looking for new staff) and must also be easily accessible for your clients or customers. Good transport links are key, as is available and inexpensive parking (particularly if the office is far from rail or public transport links). If it is difficult or costly for your employees or clients to travel to the office, this could have serious long-term implications.You should also check out the local amenities available in the area surrounding the office – things like banks, eateries, and bars and pubs for after-work socialising – are all important if you want happy and settled workers. Another thing to think about is what other businesses are nearby – do the services they offer compliment your business? Where are your competitors?

3.Size it up

Office size might have been one of your main reasons for moving, but even if it wasn’t it should definitely still be a consideration. Ask yourself whether there is enough room for expansion in the future as your company grows. Don’t just consider your immediate requirements but think about other factors that could affect your needs over the next few years. Is there enough meeting space? Think about what type of office layout you require and whether that would be possible.

4.Suitability

This leads on to the kind of office that you need. What do you want the office to say to your staff, clients and competitors? Your new office should be a space that you are proud of; that you will enjoy inviting clients to and that will be a productive and happy working environment for your employees. With this in mind, you should choose an office space that is in keeping with your brand. For example, if you’re a young, fresh, creative company then you should choose a modern, bright and creative office space. Think about what your organisation really needs. Do you require a reception area, lounge space, a kitchen, meeting rooms?

5.Consider the Costs

Moving office is a big expense and there are often lots of hidden costs that you may not have

considered. Try to calculate the total cost of the move and make a budget – think about rent, service charges, utilities,office design, furniture requirements, construction and decorating work, moving costs, and any other less obvious

expenses like the printing new business cards or installation costs. Make sure that you stick within

your budget and that you choose an office that you can afford.

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