How to Prepare for an Office Relocation
So, it’s a new year and you’ve decided to clear the slate and relocate your business. Before the thought overwhelms you, take a deep breath and remember that checklists and project plans were made for situations just like this one. With a clear roadmap in hand, your journey and your new start will be both manageable and probably even fun! So here’s how you are going to prepare for your office relocation…
Why do You Want to Relocate Your Office?
Do you want to be closer to clients or closer to the talent? Do you need more space? Are you looking to cut your property or running expenses? Once you have decided what your primary motives for relocation are, you can better plan around them to ensure a successful move.
Time and Money
Before you get too excited, you need to figure out two very important things: how much time you need and how much money you have available to successfully carry out your office relocation. If your current lease still has six months to go, that will set the deadline for your move.
You can gather some ballpark figures by engaging with your stakeholders and financial advisors and discussing your relocation needs. Once you have gotten a few quotes from moving companies, you can set a budget and start planning.
Round Up a Team
With your timeline, budget and motives clear, you can create a team of people with the right skillsets to help you with your office relocation. Pick a few methodical multi-taskers and begin to delegate tasks, track timelines and plan for the big day.
Office Relocation Checklists
With such a big project, its to be expected that there will be a lot of tasks being carried out simultaneously, so these checklists are not arranged in any strict order.
Location Requirements Checklist
Before you get your heart set on a particular office block or business centre, give the location careful consideration.
Is this location:
- Easy for clients to find.
- Accessible by public transport.
- Close to the local amenities.
- Central and accessible for employees.
- Is there sufficient parking available.
Internal Communications Checklist
- Prevent surprises and delays by keeping your team up to date with the project schedule.
- Confirm the moving date and change of address with all employees.
- Give official notice and terminate your lease with your current property manager.
- Brief individual departments, such as IT with their responsibilities and requirements for the day.
External Communications Checklist
- Create a contact list for suppliers, service providers, clients, professional organisations, your internet service provider, financial institutions, insurance companies, food and beverage suppliers and anyone else who will be affected by your relocation.
- Notify all external parties on your contact list of your upcoming relocation.
- Contact Move and More for advice and to book your moving day.
Office Relocation Budget Checklist
These are the things you will need to start getting cost estimates for from various, reputable, service providers:
- Occupation costs (this will cover costs such as rent, parking, security, cleaning services, electricity and maintenance).
- IT relocation.
- Telecoms installation.
- Insurance fees.
- Property agent and lawyer fees.
- Design and installation of new office furniture.
- Costs of signage for the new location.
- Cost of rubbish removal.
- Cost of updating business address on your website, stationery and email signatures.
- Installation of heating and air-conditioning.
- Generator installation.
- Cost of restoring your old office to its previous condition
- The cost of storage for furniture and resources during the move, or the cost of overlapping leases during the course of the move.
- Contingency budget, an additional 20% in case of schedule changes or unexpected events.
- Get rid of any unnecessary clutter, broken furniture old equipment rather than taking it with you.
- Arrange for new internet and telephone connections to be set up at your new office ahead of time so that staff can resume normal work as quickly as possible.
- Discuss your IT needs and coordinate the transition to the new office with your IT specialist to ensure your network is up and running as quickly as possible after the move.
- Assess the security needs of your new office, ensure that new deliveries will be safe and secure.
- Create a detailed snag list of your new premises and report any pre-existing damage to the property agent.
- Create a thorough inventory of your existing office equipment and furniture; each item should be labelled with its department and user information to refer to later.
- Create a detailed scale floor plan for your new office space to see how your furniture and equipment will fit into the new space.
- Contact your office furniture supplier to arrange for any additional furniture required to be delivered to the new office once you have moved in.
- Advise staff to remove their personal devices and belongings and take them to the new office on moving day.
- Assign specific furniture to specific rooms, areas or offices in the new office space to save time on moving day.
- Assign a team cleaning staff or a cleaning service to ensure both offices are clean on arrival and after leaving.
- Ensure all staff and movers have security access for the new premises.
- Ensure each team or department has a clear moving day plan complete with individual responsibilities, essential information regarding the new office location and emergency contact numbers.
- Assign team members to supervise movers and staff at both locations on the day of the move.
Settling in Checklist
- Once before anything, ensure that all basic services are up and running (telephones, internet, water, electricity) so that work can resume promptly.
- Update your office address on your website.
- Create a phone list with extension numbers for each telephone user.
- Contact your broker and ensure that your insurance has been transferred.
- Ensure the deposit for your old premises has been returned.
- Return keycards and passes to old premises.
- Distribute new keycards and passes to staff.
- Send out an emailer to your clients to remind them of your change in location.
It’s probably safe to say that this handy little check list should get you well on your way to a very successful office relocation. For any further advice or to get a relocation quote, get in touch with us.