A 10-point Checklist for your Office Relocation
So you’ve decided to relocate your business to new premises. You might be feeling a little overwhelmed with the sheer number of items on your to-do list. But not to sorry, this 10-point checklist helps you launch the office move planning and breaks down the process into manageable chunks.
1. Create a Relocation Project Plan
Creating an office relocation project plan will help you think through the details of the entire project, allocate resources and set a timeline of events. Don’t just create the plan and leave it in a drawer, review it throughout the process and make any necessary changes.
2. Give Notice
If you haven’t done so already, serve notice on your existing premises and discuss with your landlord what alternations (if any) need to be made to the premises before you handover.
3. Set up and brief a Relocation Team
You need to establish a relocation team early in the process. This will consist of people within your organisation to support the Project Leader, and external experts including a property agent, solicitor, office fit-out and removals company. Meet with them either collectively in person, or individually, to communicate objectives, key dates and budget.
4. Rent office space
Start searching for your new office space as early as possible to give you the best possible chance of finding something suitable for your business, and to negotiate the right lease.
5. Book your Office Removals
You should get at least 3 office removals quotes and ensure you choose a reliable and professional company to look after your removals. Confirm the removals date with them as early as possible, particularly if you plan to move over a weekend – as these times tend to get booked out quickly.
6. Get legal advice
Don’t sign the office lease until you’ve run it past a property solicitor, even if you think it incorporates all your requirements. An office lease is a contractual agreement and you need to ensure your legal interests are protected throughout the tenancy.
7. Plan your IT Relocation
Moving IT equipment and phone systems can be technically and logistically complicated. Use an IT Relocation Company to make sure your new premises has all the necessary IT infrastructure and cabling to enable your business and technology to function correctly. They will also ensure your IT equipment and phones are packed, re-commissioned and tested properly in the new office so that disruption is minimised during the move.
8. Office Design & Space Plan
Consider how you want your new space to look like in terms of layout and colour scheme. Depending on the property you have chosen, you may need a complete office fit-out, and you will need to factor this in to your timetable and budget.
9. Communicate to Everyone
Everyone who works for your organisation will need to be informed about the move once the decision is confirmed. Communicate regularly and explain clearly the reasons for the move and any information you have about the new premises once it’s all confirmed.
10. Change of Address
Send out change of address notifications to all your clients, suppliers and service providers. Make sure all mail and phone redirections are set up correctly so you don’t lose contact with the people that matter the most.
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