When you move offices, communication is key to the delivery of the project and buy-in from people, whether it is ten people or 1,000 people in the business. As a lot of people are working remotely more often, businesses will not see their people on a day-to-day basis. When managing the office removal, it is good practice to consider collaborative communication tools to help manage and keep the project on track. This keeps the team informed, included, and motivated throughout the office removal process.
Reviewing the current SF of space vs what may be needed in the new offices, and what location works best for the people in the business and the customers will be high on the priority list for the executive team. There is a lot to think about when you move offices (download our guide). Finding a starting point when managing a day-to-day job can be time-consuming and stressful. From earlier experience, it is best to start with your people occupying the office. Here, we are going to give you some tips on how you can plan and organise your office move.
Hot Tip 1
Start with an office relocation checklist. Every business will have different checklists to suit its operations, however, every checklist will have some of the same tasks.
Hot Tip 2
Set deadlines. Agree on deadlines and who is doing what, include this into your checklist.
Hot Tip 3
Bring in, experts. Trying to cut corners will cost you more overall.
Hot Tip 4
Let us concentrate on the essential elements of your checklist. These are not in order, once you have a list you then put timescales to them.
Appoint move champions – these champion the move and help prepare their teams for the move
Furniture & asset audit – furniture you want for your new offices, the furniture you want to donate and recycle. IT equipment you need and any you need to recycle
Telecoms & internet – speak with your current providers and explain to them about the move. Set up comms in your new offices and test them a few days before you move in
Insurance – inform your insurance company of the move and change of address
Customers & suppliers – send out a letter explaining about the office move and anything they need to update (see the template in our ‘office move toolkit’)
PAT (Portable Appliance Testing) testing – testing appliances and electrical equipment in your new offices
Update companies house – If your office is your registered address, you will need to update this with companies’ house and your correspondence address
Update marketing & letterheads – to show the change of address on any marketing materials such as brochures, business cards and letterheads. You will need to budget a cost for any which require changes
Retrieve quotes – office removal quotes, design quotes, refurbishment costs, new furniture, IT equipment, space planning
Storage audit – this will help you better understand the SF you need in your new offices. How much storage do you need to accommodate your filing? You can also use the audit to declutter your filing
Floor plans – new office desk and floor layout. This helps all external contractors with their planning and on the move day. Remember to share new revisions of the floor plan if it changes with your external contractors such as removal companies, electricians and consultants
Property owners – agree and negotiate terms. What does building management expect on the day of the move? Any H&S requirements
Legal – lease agreements and any HR costs
Dilapidations – you may need to make good of your old office to hand back to your current landlord
Welcome pack – distribute the welcome pack to your people a couple of days before the office removal starts (see the template in our ‘office move toolkit’)
DSE (Display Screen Equipment) assessments – For any fixed desk positions in the office, you will need to complete an assessment with your people
Appoint office removal company – depending on the size of the business relocation 4 weeks to 6 months before the removal day
Order crates – depending on the size of the office removal, between one week and eight weeks before the removal day. Discuss this with your office removal company
Access cards – distribute these to your team if needed
Pre-move meeting – discuss with the main project team the main tasks of the move day and who’s doing what. Action anything outstanding
Like any project the more planning in advance the better outcome of the project. Communication with your people and suppliers is key to keeping everything on track.
To learn more about our services and how Undiscovered Workplace can deliver a stress-free, positive office removal or internal reconfiguration reach out to the team.
London: 020 3876 1479
Chelmsford: 01245 976650
Colchester: 01206 413195
Ipswich: 01473 928971
Southend-On-Sea: 01702 936205
Want to discuss a relocation project with Undiscovered Workplace? Get your free & no obligations quote today.