Let’s be honest - moving your business from one location to another can be a daunting process, and it can be tricky to know exactly where to start in getting your relocation underway. So, if you’re thinking of packing up to find pastures new, take a look at our office move checklist...
When it comes to changing your office location, saying that there is a lot to think about is an understatement. The truth is, it can be difficult to suss out what needs doing and when, and you may feel overwhelmed with how much you need to sort out before you even get to your new office. So, to help you plan accordingly, it’s a good idea to establish a timescale that you can stick to.
Start by setting a date for your proposed move. Deciding on a date for your move in advance will allow you to calculate what you need to do in the months running up to it, making you feel more in control and on top of things.
Seeing your move mapped out like this will also help you get an idea of when you should start getting organised for the move, and when it should be completed by. Establishing timescales will mean that the move goes smoothly and make sure that everything gets done in time.
It’s also worth making a note of your lease end date. You may find that you’re able to coordinate this with the start of the contract on your new property.
Set your budget
Before you even start thinking about your office move, you’re going to need to consider your budget. Especially if you’re looking to upgrade to a bigger premises, you’ll have to make sure that you have enough money to cover all the costs associated with the upcoming move.
For example, you’ll need to take costs such as the rent and service charge of the new office into consideration, as well as any professional fees you’ll need to pay along the way, including commercial property agent services, insurance and legal fees.
You may also want to make sure you have money set aside for potential renovations that might be needed, and it’s a good idea to leave room in your budget for new furniture and computer equipment.
There may also be a number of personnel costs involved in your move. For instance, if any employees decide to leave as a result of the move, you’ll need to factor in the cost of recruiting new members of staff.
So that your move runs smoothly from start to finish, it’s crucial that you work out your budget well in advance.
Choose your new premises
It’s important that you spend time carefully selecting your new premises. Where you move to will have a serious impact on your business, so you’ll need to make sure that you choose the right place.
There are a whole host of different factors to think about when it comes to picking a new property. For instance, you should consider office size, the type of lease you’re looking for, location, type of building and the cost of rent. You should also take car parking into consideration, making sure there is ample space for employees to leave their vehicles during the day.
Given that you’ll no doubt be busy keeping up with the day-to-day running of your current office, you may find it difficult to find the time to look for a new one. If this is the case, you could enlist the help of a property agent to assist you in your search.
During an office move, organisation is key, so if you can, try to be as prepared as possible. For example, you may want to set time aside to sort through files of paperwork and any important documentation that you want to take with you. This will also give you the opportunity to get rid of paperwork that you no longer need.
You could also put arrangements in place for new office furniture, such as desks, chairs and storage, as well as computers, monitors and telephones, to be delivered to the new property and set up. This will mean that, on moving-in day, your employees will have access to the furnishings and equipment they need, allowing them to settle in quickly and easily. You may also want to create a floor plan, detailing where each individual member of staff will sit.
Keep your employees in the loop
Your employees play an important role in the running of your business, so moving to a different location is guaranteed to affect them heavily. As a result, it’s absolutely crucial that you make sure to keep them in the loop at all times.
As soon as you know that your office move is definitely happening, you should be transparent with all aspects of it with your team. You’ll need to provide them with an exact date for when the move is happening and when they can expect to start working from the new premises. You should also make sure there is support available for any questions or concerns your staff may have about the upcoming move.
Keeping information from your personnel will only make the whole process more difficult, so make sure you keep your employees informed from the very beginning.
As long as you’re organised and keep your cool, there’s no reason why your office move can’t be successful from start to finish. Bearing these tips in mind should help you set up your new workspace, allowing your business to flourish in its new location.