Are you looking to relocate your office space and in need of some key information and expert advice on the best strategies? Moving offices can be a highly stressful task – you are essentially relocating your entire business – which is why you need to be aware of some do’s and don’ts. Here are 7 top tips to ensure that your big office move is as quick, easy and as manageable as possible:
1. Assessment, objectives and planning
It is key to start by assessing your current and future business needs. Make sure you detail clearly the reasons for relocating as well as the short and long terms requirements and growth prospects for your business in order to map out a relevant office move and plan.
Set up a list of key objectives that are clearly detailed and ensure that you gather as much information as possible on the move including contractual details (e.g lease, notice period) as well as financial information to ensure these are in line with your objectives and plan.
2. Choose a suitable removal company
Choosing a suitable removal company is one of the first aspects to consider for the big move. It is key to consider the services provided such as packing, moving equipment as well as insurance, expertise and referrals. It is also important that your main point of contact understands your requirements and specific business needs such as managing expensive or specialist equipment. Don’t just choose the cheapest company that you can find – work out where their specialities lie beforehand.
When packing, it would be best to separate possessions into individual piles. Then, pack those items into separate boxes with names clearly labelled so that items can be easily identified when unpacking. Small objects such as folders and books should be packaged together so they are easily accessible and larger objects such as filing cabinets don’t need to be unpacked, just locked for security and labelled as per department. This will save you a great amount of time when it comes to setting up your new office, so try to pack as little as possible if you can.
If you are thinking of hiring out smaller office space to the one you are hiring currently, some of your less-used items could go into a storage space facility. You never know when you may need these pieces of equipment, display or marketing materials and furniture again in the near future, so don’t automatically throw them away. Your storage company may be able to give you advice on what would be the best objects to put into storage, so you can have access whenever you need to.
Ensure that all of your data is backed up on your devices and computers to prevent the loss of important business information. Although removal companies aim to handle your equipment with the best care, factors such as data can easily be lost. One idea would be to back up business data on a device that isn’t involved with the move so that it is one less thing you need to worry about on the big day.
6. Plan a new layout
Before you move, plan ahead and have a clear idea of your new office layout so you know exactly which furniture pieces need to make the move. If possible, give a plan to your removal company so they can set up your new office easily. In order for this to work out, you’ll need to measure your new office facility beforehand so that all furniture is guaranteed to fit. It may also help to label objects to stay organised.
7. Give a layout plan to employees
Once you have settled in your new space, provide a layout plan to all employees so they are also aware of the new setup and where important objects and facilities are located. Again, use labelling as a guide, so that everyone can get used to the new location as quickly as possible. It may also be worth asking a few of your staff members to assist with the move to give you a head start and coordinate the new workspace efficiently.