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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.

 

 

The Studios Islington
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.

Case Study | 4Ps Marketing

4Ps Marketing is an advanced search agency specialising in SEO, PPC, Digital Advertising, Social Media and Digital PR. Having been based in Caledonian Road for several years, the company has expanded rapidly and needed to find a larger office space. Matt Phelan and Chris Hyland, the founders and directors, wanted their next office to be open plan, creative and edgy.

Phoebe Landon, then senior administrator at the agency, was given the task of finding a space that met the requirements. Having looked online, she came across The Studios Islington’s website, where the design and layout of the site impressed her. She rang them up and got advice on pricing and office sizes.

Why were you drawn to The Studios Islington?

When I discovered The Studios’ website, I was really impressed by the vibrancy and creative atmosphere of development. I showed the website to Matt and Chris and they were equally impressed, so I rang up and arranged an initial meeting.

4Ps Marketing's Office
4Ps Marketing’s Office

What was the next step?

I had a lot of contact regarding costs and space sizes prior to our initial meeting at the Stadium Residential offices. At the meeting we were also joined by the freeholder of ‘Stadium Investment’ and Paul Jordan from Looks Construction who are the builders; they like to meet every prospective occupant in order to choose the right companies for the space. His vision of The Studios Islington is to create a community where everyone can help each other and all the companies complement each other’s services, and that really attracted us to the development.

What did the design process for the new office entail?

The design process was very much a collaboration between 4Ps, the office designers and The Studios.

The office was designed in the perfect way to allow for maximum space and to utilise the meeting rooms as much as possible to create a fluid, flowing agency look. This process took a month, during which everyone worked together in managing the construction of the office. As they knew the building so well, they were able to offer great advice when it came to choosing an office design – for example, they knew which pipes or walls could be moved or where new walls could be built, etc.

They were also very easy to contact throughout the build, and were open for 4Ps to see the plans and view the site during the 8-10 weeks that it took for the office to be completed, and this made everything run smoothly.

What was the process for moving in?

Once the office build was complete, 4Ps arranged the big move from our end. I met with The Studios site manager a week before our moving date in order to discuss security, opening and closing times and to exchange the keys. The concierge was really helpful and really flexible about allowing the moving truck to park right outside the office. How have you found working in The Studios Islington since moving in?

Great! As an ongoing service, The Studios are still really easy to contact if we have any problems at all. They also provide a gated security system and parking spaces in the underground car park.

What was the best thing about the transition to The Studios?

During the whole construction and moving process we had a lot of contact with them and this was really helpful.

 

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