Moving your office is an exciting but fraught time. An office move affects employees and business and requires professional office and IT removals. The old office space must be left ready for new occupants and the new office space must be fit for purpose on moving day. To make it all go smoothly, a checklist of the key factors to consider can save time and effort.
Timeline
It’s a good idea to start planning about 6-8 months before the removal day, and to set the removal day itself for a day when there is likely to be less business activities to interrupt.
- Set up a departmental moving schedule.
- Notify your customers of the move in good time.
- Inform employees and customers about any changes to working times.
- Update new company information so it’s ready in a timely fashion for the transition.
Budget
- Removal company costs (and any business rates that might apply)
- Fit-out costs
- Property surveys
- Property expenses
- Office alteration
- Possible service charge increases.
There may be other costs that need to be considered, such as: commercial property costs, construction and repair, theft or waste of inventory, employee downtime, and relocation notifications.
Responsibility for the moving process
It’s a good idea to assign a specific group of people, with clear responsibilities and roles, to be in charge of the move. Each department should have its own point of contact. Regular updates and meetings can ensure a smooth transition.
Removal company
It’s essential to secure a professional removal company that knows the ropes. Newtons Removals Company is just such a company, with the experience and expertise to ensure your office move runs smoothly.
IT Removal
In this day and age, disruptions to IT need to be kept at a minimum. We’ll take the upmost care with your expensive office equipment and ensure that set ups are migrated like for like to save you time having to reconfigure everything.
Prepare for new office space
A floor plan for the new space allows planning for the new layout and pinpointing any functional issues with storage space, outlets, kitchen space, IT necessities, lavatories and so on. It’s necessary to have clear ideas as to operational areas and to know the dimensions in regard to fitting furniture and equipment. It’s also a great time to consider updates, and general ambience. Create a seating and layout chart for the new space.
Fit-out company
Hire a fit-out company to look into layout, interior and space in the new office space. New furniture, fitted for the new space, can add zing to the move.
Inventory
Create a full inventory of all business items to be transported to the new office, as well as any new pieces acquired. If new pieces are to be delivered to the new space then agree on delivery dates. Make a list of heavy items. The inventory can simplify the packing process and makes it easy to verify if any furniture or equipment is missing once the move is complete.
Packing materials
Ensure the right packing materials are used for different items, such as furniture or IT equipment. We have high quality packaging to protect all our your office inventory.
Temporary storage space
Consider if there may be a need for any temporary storage space and, if so, make it ready.
- Review lease and utilities accounts
Shut down accounts at the old office space to correlate with the moving day whilst ensuring that the utilities are up and running in time for the move day.
Renew or update service agreements, licenses, insurance, and equipment leases. - Ensure old office space will be fit for new occupants
Complete dilapidations at your old office, remedying issues related to the condition of the property. - Ensure any necessary repair work has been done.
- Set up a cleaning appointment for after the move is complete.
Moving day: old office space
- Provide sufficient parking space for the removal company.
- Stay accessible for any questions the removers might have and actively oversee the moving operation from the old office space.
- Collect employee entry and parking passes.
- Disconnect devices and prepare cables.
- Conduct a final walkthrough to ensure nothing has been overlooked.
Moving day: new office space
- Provide sufficient parking space for the removal company.
- Be accessible. Representatives from each team could oversee the setup for their respective areas, ensuring everything is in place.
- Reconnect IT infrastructure.
- Install internet and phone.
- Put the seating and layout chart into effect.
- Hand out new parking passes and access cards.
- Dispose of storage boxes and packaging.
- Ensure all utilities function correctly: phones, computers, networks, servers, and other essential electrical equipment.
- Examine the condition of the new space, and document it with photographs.
Then, once all the hard work is over, it’s time for a party to celebrate the office move! Hurrah!
