Moving offices can be a stressful event for any company, but with some careful planning the impact on the business can be kept to a minimum. Having just gone through our own office move, we thought we would share some tips with you.
Although the prospect of moving can be daunting, remember it is a process and can be broken down into a series of tasks; the key is planning!
Start by nominating a project manager and assign staff roles. Engage staff by asking for volunteers from each department and form a project team. We found that by involving staff in the process they felt their views were discussed even if we couldn’t please everyone.
Moving is a great opportunity to spring clean and declutter. Much like moving home, it can be amazing how much ‘stuff’ you accumulate from paperwork to unwanted furniture. Can you help the local community by donating old furniture and equipment to charities, or should it be recycled? Decide how you are going to move what is left. Will you be hiring professional movers, or doing it yourself? We decided to undertake the move ourselves which worked well for us. Don’t forget to order sufficient boxes/crates and allow enough time to pack up.
Don’t underestimate the importance of a new office floor plan. It can be an emotive subject as you tend to find that everyone has an opinion of where they would like to have their desk – this is where the project team can play an important role by managing expectations.
Here are some key tasks that should be considered for your project plan:
- As soon as you know the date of your move, inform your IT department as they will need to investigate internet connections, network infrastructure etc., for the new office
- Have someone draft a plan for transferring all your office’s technical equipment, including computers, servers, and phones
- Make sure your back ups are up-to-date in case something goes wrong in transit
- It is well worth arranging a temporary internet connection – there can be a delay in setting up your new connections so make sure you have a backup to minimise time offline
- Measure up the new office
- Purchase new furniture if required
- Book your van hire
- Assign everyone the task of packing up their own desk
- Make sure you obtain alarm and gate details if new premises have them
- Organise Post Office redirection
- Organise to take over of utilities
- Notify people of new address:
o Insurance broker
o Fire safety contact (also do you need additional fire safety equipment?)
- Arrange a painter/decorator if required
- New office signage
- Update address on all marketing materials both online and offline
Finally – don’t forget to celebrate the office move!
If you are about to embark on an office move over the summer and would like some more help and guidance to make sure you stay up and running, then please feel free to get in touch and discuss your requirements with one of our team. Call us on 01189 870 070 or email here