There are a lot more complications involved with changing business premises when compared to moving home, and planning is the key to a smooth ride. If you’re looking for reassurance that you’ve considered everything and you're ready to move, here’s a checklist to run through:
Create a Schedule and Time Frame
Create a time frame of when you need to be out of your current location and when you’re able to begin moving into the new one. Naturally more issues will arise as you start the transition and sticking to the schedule will assure you that you don’t continuously push things back. Depending on the size of the office or workspace, you should also consider how many days it will take to move out all of the equipment and decor, giving yourself an extra day on the end is also advised, encase you run into any issues.
Budgeting is an important part of moving, if you’ve left yourself with enough time to shop around for the best prices, you’ll likely find them. Moving on short notice can increase the price, as a business offering the services to help can think they have the upper hand, knowing you might not have much of a choice other than to pay their fees. While finding the cheaper services it's also important to look at reviews and make sure you’re paying for a good service. You don’t want to have movers rushing and potentially damaging your property.
Set Individuals Tasks To Complete
This is essential for bigger moves, giving people deadlines and making sure they organise their tasks will help move the whole transition along. Getting the staff involved with the move early is best, it will likely help staff to highlight potential issues that you may have only realised last minute.
Depending on the number of things that need moving makes this point vary. If you’re in a small office you might only need a business van leasing service so you could move everything yourself. If it’s a bigger building, hiring professional movers, getting a quote and a time frame will speed up the move vastly. Your staff might be willing to help but they aren’t movers at the end of the day, so productivity would be very different compared to professionals.
Again if you are a large office and have little time to sort and move, consider hiring packers. It might seem like something you could do yourself, but if time isn't on your side, a professional packer with help with both packing and the safe move of expensive equipment. Movers liability for damages during transport is certainly a grey area, so making sure things are packed well with padding is key.
Create the New Office Layout
It isn’t an essential part of the move, but if you have time, it’s best practice to layout the new office. This will help with efficiency and avoid your staff spending more time than necessary on the move. The staff and movers will know where things need to go and will be able to start working on the layout upon arrival rather than piling thing up in the wrong places.
Speak to Your Current Vendors
Depending on your current and new buildings offerings, you should speak to your current vendors about your options. Services will need to be moved or cancelled, which include more often than not the following:
- Electricity and Gas Providers
- Water Cooler Providers
- Plant Rentals
- Internet Providers
- Office Supplies
- Telephone Lines
Your new office may or may not include the above, so making sure everything is ready when you arrive is key for productivity.
Keep Employees in the Loop
You may not think it but it can also cause stress for your staff when they feel like they are missing information. Giving the key dates and all the essential information help them organised themselves and keep on top of change that may arise.
Letting the staff know the new location as early as possible is also a big help, as most will want to know for their commute. To help boost morale, you could also consider some feedback on the current office which could help make changes for the new. Having a new office is the perfect time to consider feedback and make positive changes to the new space that make staff happier.
The New Property
If your plans are far in the future, making sure the new workspace is furnished exactly how you want it to be before you move is also advised. You could be creating extra work if you decide of changes after the move, walls, flooring and new partitions are common areas that want to be altered in offices and can cause disruption if timed improperly.