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How do you Plan and Organise an Office Relocation?

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 

Budget sensibly. 

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.

Need Help with your Business Relocation?

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.

hello@uwpl.co.uk 

London: 020 3876 1479

Chelmsford: 01245 976650

Colchester: 01206 413195

Ipswich: 01473 928971

Southend-On-Sea: 01702 936205

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