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!
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.
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!