Relocating offices is an extensive task requiring precise organisation and planning. You must consider the different steps in your moving plan to avoid disruption and overwhelming staff. To help you streamline your process, we share our office move checklist and provide a few tips to minimise chaos for staff members during your office move.
Tips for a Smooth Office Relocation
Business relocation is an extensive task. To aid in your change, use our essential tips for moving a large-scale business and organising your step-by-step plan from start to finish.
1. Organise Your Moving Budget
Once you know that you’ll be relocating, it’s wise to start planning as soon as possible. Before considering relocation services, you must first contemplate your moving budget. Ideally, you’ll have a set budget to factor in moving companies’ costs, staff expenses, storage facilities, and a contingency for unexpected fees. Planning your budget can help you identify where you can save money. If you’re moving your company abroad, you may also need to transfer currency.
2. Plan Your Moving Date
Relocation companies get booked up quickly, so pinpoint your moving date to start booking these services. As a large company, you’ll likely need assistance on your move day, so ensure you do your research. Make sure you hire a reputable removal company that understands how to move furniture and IT equipment, and has a track record of handling large commercial moves. It’s also helpful for recognising staff members who can assist with relocation and office removals. For instance, you may decide to appoint a move manager to be responsible for project managing your relocation.
3. Get A Floor Plan of Your New Premises
Your new business premises will likely have a different set-up from your office space now. That means you’ll need to rearrange office furniture and your layouts for various departments. Building management can assist you with this process and help you determine the best structure and design for your employees’ daily needs.
4. Inform Your Employees
Inform your employees of your big move via a meeting or email. It’s best to inform staff well in advance as this gives them time to plan their commute to and from work. It also makes your team feel like part of your business rather than a separate entity. Be prepared for feedback as some employees may not agree with your decision. However, keeping your workers in the loop builds trust and signals that you have their best interests at heart.
5. Inform Your Clients
Update your clients with details of your new premises and your expected move date. You can do this via a phone call, email or letter. If your business has social media accounts, announcing the news on these platforms is good.
6. Take An Inventory of Office Supplies
Before packing anything, take an inventory of all your office furniture, equipment and supplies. A thorough inventory should include everything from desks and chairs to stationery and food. To organise your inventory, group items by department and category – it will help you check off items once you’ve moved to your new office premises and have started to unpack. This will be particularly helpful if you’ve hired a Removalist in Sydney or wherever it is you’re moving to as it will help them understand the whole process and get the job done quicker.
7. Put Anything You Don’t Need into Storage
Limiting the number of items you need to relocate is an effective way to speed up the moving process. You may have documents or files that are no longer required or furniture that is no longer being used. Putting these into a secure storage facility provides extra space in your new location.
8. Start Packing Unused Items
The first thing to pack should be anything that isn’t used or required in the short term. If you have many items to pack at this stage, it’s good to designate staff members for this role. This completes the task faster, so there is less disruption to business output. Check these packing tips.
9. Get Team Members to Pack Their Office Items
Ask individual team members to pack their personal items for relocation. It may be easier for them to transport their items depending on the size of your workforce. Alternatively, group your belongings by department so that nothing goes missing during transportation.
10. Order Signage and Any Other Required Business Items
Suppose your business requires signage; order new signs well before your move. A bright, visually attractive sign is a great way to improve your local presence and get your business noticed by potential clients. If you need new furniture or other business items, purchase these a few weeks before you relocate so they arrive on time.
11. Update Your Company Website and Marketing Materials
Once your move is complete, update your business website and marketing materials with your new address and contact information. Remember to update your social media accounts and business cards too.
12. Update Your Business Insurance
Your insurance provider will need to be notified of your new address. If you lease business premises, your landlord may have insurance to cover fire and damage. However, don’t forget that you’ll need to insure your office furniture, computer equipment, and employee belongings.
13. Notify Stakeholders of Your Change of Address
HMRC will require notification of your new business address. You’ll also need to inform your accountant, too.
About the author
Patryk Panczuk runs a removals and storage company called Removals & Storage Experts based in London. He is passionate about helping people make a new house a home and to do away with the stress of moving.