Organise your Office Move in 10 Easy Steps
An office move can be extremely disruptive for any business, but the more organised you are, the better chance you have of avoiding downtime and ensuring the transfer to the new location goes as smooth as possible.
By following these 10 steps and using the right Moving Office Checklists you will be able to organise your office move without too much effort:
1. Set a Timeline
The first thing you need to do is a set a moving office timetable. This will enable you to see whether the timeline you have in mind is realistic and give you a “birds eye” view of all the tasks you need to complete and when.
2. Give notice
Once you are satisfied that you can meet deadlines, and you are convinced that moving is the right decision for your business, you can then give notice to your landlord informing them of your decision to move.
3. Delegate Tasks
It’s unreasonable to expect one person to organise the entire move, you need a team of people pulling together to ensure everything is done… and on time! Your team should consist of external advisors (such as a Property Agent, Solicitor and removals company), and it’s reasonable to expect your colleagues from IT, marketing or HR to play their part in helping organise their respective parts.
No matter how organised you are, you can’t keep track of everything. Make an inventory of every single piece of furniture you want to move and all your IT equipment. Your office removals company will need this to provide you with a removals estimate, and you will need it to keep a track of all your belongings and ensure nothing important gets lost during the move.
Whilst you’re making your inventory, it’s good to use this as an opportunity to de-clutter anything you don’t need so you don’t clutter up your new office with junk.
6. Get the new office ready
Once you’ve secured your new space you need to get it ready for occupation, and that includes installing the relevant infrastructure to make sure your computers are networked correctly.
7. Make a space plan
Make a plan of where desks, printers and break out areas are to be located. This not only serves as a useful guide for your removals company of where to unpack items, it also ensures that you’ve thought strategically about your internal comms and teamwork strategy.
8. Communicate with staff
Don’t forget to keep staff updated about the move so they know what to expect and how the new environment is going to affect their journey to work as well as day-to-day operations in the new workplace.
9. Change of address notifications
Send out change of address notifications with your new address and phone number on in advance of the move. These need to be sent not only to clients, but to other organisations such as Companies House, HMRC and local suppliers.
10. Keep a Checklist
Always keep a checklist of all the tasks you need to do in the run up to the move, as well as on the move day itself. This will help to keep your move on track, stay organised and make the move hassle-free. Use this free Moving Office Checklist to organise your office move from start to finish.
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