Relocating your office efficiently: the ultimate guide for 2019
There’s no better way to let people know your business is on the rise than by relocating. Your new office not only meets your working requirements, it’s also sure to impress the clients.
Some companies are daunted by the prospect of relocation – but don’t worry, with the right planning and organisation, it can be a smooth, stress-free experience.
A Useful Guide to Moving Offices
Before you go…
Before you move, think about the following:
- New branding. How will you be decorating your new space? Will you need to order new signage, for example? What about a decal for the wall, or posters around the office? Branding is vital if you want to make a good impression.
- Comfort and practicality. You need to make sure that your employees feel at home in their new workspace. If you need new furniture, make sure it’s ordered. Have a rough idea of how you’ll use the space too. For example, you might want to sub-divide areas to create break-out spaces or a meeting area.
- New practices. If you’re planning to introduce new systems (e.g. the ways in which staff use the space, or the structure of their day), make sure you’ve got a clear strategy and that employees are kept in the loop.
- Make sure you’re connected. Check that you’ve got all utility providers in place before you arrive. This isn’t just heating and water, you’ll also need internet and phone connection, and you’ll need to check all safety equipment is operational (e.g. smoke alarms). Remember also to notify the relevant people about your change of address.
Preparing for the move day…
At this point, the focus is likely to be on the practicalities of packing and transporting items to your new office. These tips will make your life easier:
- Enlist staff to help – but work smarter, not harder. Each employee gets one cardboard box. They’ll need to label it clearly, then pack their belongings inside. Then, if time permits, get them on board with packing up other items too.
- Make packing organised. Create a list of everything that needs to move, and track what is being packed and where. Make sure you’ve got enough boxes before you get started (some removals companies supply these, and some will even pack for you if required). Label everything to ensure a smooth transition. Nobody wants to be frantically rummaging through boxes for an important piece of paperwork.
When you arrive…
It’s important to put aside enough time to get everything organised. Some business-owners choose to move over the weekend, so they have a couple of uninterrupted days to get everything sorted.
- Test everything works before unpacking. Before you start unpacking, test the electrics, servers, networks and phones. The last thing you need is to discover an issue on Monday morning; as this will disrupt your daily business routine.
- Create an inventory. If you’re leasing the office, ensure that you create an inventory and take photos if necessary. If anything isn’t up to scratch quality-wise, let your letting agents know.
- Unpack methodically. Start with larger items, such as desks, partition walls or sofas. Once you’ve got these in position, it’ll be easier to place everything around them.
- Clear up as you go along. You want to create a calming, professional workspace for employees and clients alike; so remove empty boxes, clean dusty areas and make the space look as welcoming as possible.
