If you’re planning an office relocation, you may find it a bit overwhelming with all the organisation involved, the logistics of such an undertaking and the disruption it will cause your staff and business.
With so much to think about, where do you start?
To take the stress out of moving and put your mind at ease, Commercial Moves have put together a handy selection of tips and advice that will help your relocation go smoothly.
Tell your staff and get them involved
A move is more than just desks, computers and other equipment, your moving people too. While the majority will be happy about relocating (who doesn’t want better parking and a great view), some will find the thought distressing.
The best course of action is to talk to them and ask them what they need. Doing so will help remove any anxiety your staff might have, and it’s always better to be open to eliminate the possibility of rumours starting. There will be 101 questions, so be prepared to answer them, and if you can’t, find out and let them know you’ll get back to them. Let your employees make suggestions about the move, as collaboration can bring so many new ideas to the table.
You could also provide photos of the office and tell them the benefits of your new premises so people can see and understand where they will be working. This will help them make plans and generate excitement. You could also provide a visit if possible.
Budget correctly and know your time frame
Moving will come with a cost, but if appropriately planned, the cost won’t spiral out of control. Working with all the departments in your business, plan and account for each element of the move. Set a realistic budget for these elements, and if it’s something you’re not sure of, just ask, and Commercial Moves will happily help. If costs are underestimated, this will only make things difficult in the long run.
Also, estimate the time it will take for the move and plan dates for all of the stages of the move, so you know when to be prepared and when the disruption will happen. Again, we can help you with this, so please feel free to discuss.
Now is an excellent time to de-clutter
Anyone who has moved to a new house knows that this is an excellent time to get rid of anything you don’t need. Moving your business to other premises is no different. There’s always old furniture lying around, and Commercial Moves can help you recycle it. We can also offer storage space for any files that need to be archived. Anything you can remove before the move keeps costs and disruption down. It’s also an excellent way to get your staff involved.
Make sure you audit what is being moved
It’s a good idea to keep track of everything that is being moved or stored, including furniture, equipment, to files. This might take some time to do, but worth it in the long run, as it will save you any confusion as to where it has come from, where it is going to, what needs to be destroyed, what needs to be recycled and so on.
Using a simple spreadsheet to do this will allow you to see the bigger picture, speed things up, and ultimately make the process a whole lot easier giving you peace of mind.
Who and what goes where?
So, you have this big space to move into, but where should everything go? It’s a good idea to plan this out before the move, so you know where desks and other office equipment will be located so the transition can go smoothly. Commercial Moves can advise on the Space Planning requirements.
Things to consider are how the departments are positioned, is there a flow between them, will there be anything your employees need, where are the power sockets etc. It’s a good idea to take what works well in your current office and improve on it, and change anything that isn’t currently working. You will also have to consider any HSE requirements (clear passage to fire escapes, etc.).
It’s a good idea to talk to your teams to find out what works for them. After all, they have the day to day experience of working in your office. Try to create a visual plan, using paper cut-outs for furniture and equipment, so you can quickly move them around until you find a solution that works.
Bring in the ‘Move Champions’
You’ll need people to take charge of events and be points of contact for the move. This is where‘Move Champions’ are helpful, especially on the day of relocating. They need to understand the process, be good leaders and are organised. Commercial Moves will liaise with your ‘Move Champions’ to make sure everything goes smoothly.
Get some help
If it’s your first move, or you have done it before, it’s always a good idea to talk to the professionals for help and advice as soon as you can. Our staff at Commercial Moves have years of experience and are more than happy to talk to you. They can tell you what mistakes to avoid, help provide you with a plan, help identify what you will need to consider and so much more.
Now that you are in your new premises don’t forget to redirect your mail and update your Google business, website, social media, stationery and business cards with your new address (and anything else that will need updating). Otherwise, how will your customers know where you are?
With this advice, and our handy downloadable checklist, your move will be hassle-free, and it will keep disruption to a minimum. Contact us today to find out how we can help you with your move.