Regardless of the size of your company, moving office is, and will always be, a bit of a logistical and management nightmare. However, if you plan ahead you can make the whole process a lot less painful by following these simple tips.
Tip 1: Know Where You Stand
It can be easy to charge headfirst into looking for and moving office but the first step you should take before you do anything is to define where you currently stand. Questions to ask yourself should include:
- When does your lease finish if you are renting? Will you be leaving your lease early? Will you be facing any additional costs at the end of your lease: for example any damage to the space?
- Do you need to sell your existing office? If so, what is the market like?
- How many staff do you have?
- Do you currently have any heavy machinery?
- What is your budget?
Tip 2: Define A Wish List
Now you know where you stand, you can start making a list of things you want from your new office space. Try sitting down and making a list of the existing resources your current office offers; once you have done this, continue to add to the list with resources you would like. Once you have finalised your list run through it again marking which resources or criteria are essential and which you would like. At the end of the day, this can help you make your final decision about which office is right for you. Resources you might want could include:
- Wifi
- Tea and coffee making facilities
- Kitchen facilities
- Receptionist
- Open plan collaboration spaces
- Private meeting rooms and office space
- Free car parking
- Good public transport links
- Workshop
- Suitable space for large machinery
- Printing or Scanning facilities
- Other considerations could include:
- Easy access for key staff
- Easily accessible office space
- The image and reputation of the area
- What impression do you want to set for clients
- Would you like the opportunity to collaborate with other compies in the building/office space
- Are you willing to share your office space with other companies or freelancers
Finally, don’t make your final decision without going to visit your new office space first. Photos and videos are a great medium to view a potential office but to get a true impression of whether this office space will be the right fit for you and your business; you cannot trump seeing it with your own 2 eyes.
Tip 3: Plan Ahead
Planning is everything in this sort of scenario! Once you have defined where you stand, what you want and have found an office that meets your needs; you can start creating a checklist of key things you will need to do before you move and delegate tasks. Key tasks you should include are:
- If renting: give official notice to your current landlord or property management
- If you are selling your office find an estate agent and start the procedure of getting your existing office space up on the market
- Ensure you have an adequate deposit and put this down to secure your new office space and fund the move
- Create a master list or spreadsheet with all your key contacts (including clients, suppliers and providers) and notify them that you are changing address and confirm transfer of services to your new address. This should include:
- Telephone and internet provider
- Utility providers
- Banking
- Insurance company
- Service companies such as food, water, cleaning and stationery.
- Create an office transition plan to ensure a smooth changeover without too much upheaval. This should include:
- An inventory of your existing equipment and furniture
- Create a floor plan of the new office space and identify where your equipment will be placed
- Which staff are going to sit where
- Who is responsible for what when it comes to packing and unpacking
- Inform all staff about when you moving into the new office and how the transition will be handled
- Find and secure a moving company.
- If you are moving large, heavy machinery ensure that the movers are aware of this and whether there are any specialised requirements for moving this equipment
- Speak to suppliers for utilities such as energy, internet and ensure that they are operational on the day you move
- Ensure you have any permits and licences (if needed)
- Maintain all security access codes, keys and tags
And Finally
Now it is time to move. If you have done your planning and followed our tips above this process should be, relatively, stress-free. However, before you celebrate there are a few things you still need to do; these include:
- Ensure all old security passes are handed back
- Make sure all key services have been moved over, such as water, cleaning, internet and food
- Consider putting together an office party or ‘welcome pack’ for staff to reward them for all their support and help through the transition period
- Create a new phone list with everyone’s extensions
- Ensure all clients, providers and suppliers have your new address
- Update your website, stationery (including things like invoices and email signatures) and social media platforms about your new address
Congratulations, you did it, you have moved into your new office; so sit back, relax and catch your breath….well until the next move or large client.
