Although it should be celebrated as a sign of business growth and success, moving offices can be a stressful, and often labour-intensive, task. In a survey conducted by energy supplier E.ON, managers suggested that moving office is the second most stressful activity they are responsible for and more than three quarters opted for delaying an office move simply to avoid the hassle.
From transporting bulky printers and ordering the correct IT equipment to setting out new office layouts and booking a reliable removals company, a lot can go wrong when it comes to relocating. That said, if you make sure you plan things carefully far in advance, you'll put yourself in good stead for a successful, glitch-free move. Follow these tips to get prepared.
Start planning early
Fail to prepare and prepare to fail as they say. When it comes to moving to a new office space, it’s all in the planning. Make sure you start this process early by deciding who will be doing what and when it needs to get done by. If it makes it easier, try drawing a timeline of tasks on a whiteboard that the whole team can see. Nobody wants to be that person throwing folders into a box and untangling computer wires at 10pm the night before the move! You will need to set aside at least three months for the planning stage – six months if you’re a large company with a big team.
Appoint a moving manager
As with most things, it will help to enlist a designated manager (ideally someone senior with good communication skills) who can oversee each phase of the move and follow up on tasks to ensure that there are no major delays in the progress. From here, you can then assign tasks to individuals in the team, from cleaning to tech set-up – this will also save costs by getting staff to pitch in. Create a checklist for each individual.
Dream up your perfect space
Start by thinking up what exactly you want to get from your new office. The RoomSketcher App is great for deciding what should go where and how it may look. Consider the purpose behind each section in your office with a balance between work and relaxation – think quiet zones, breakout spaces and private booths to cater to all types of workers.
Design agency Trifle’s office at Workspace’s Pill Box in Bethnal Green. They worked on its design with business-card maker Moo.
Plan a space that reflects your brand identity
The way you design your office will impact how your clients and visitors see your company’s image. Think carefully about the mood you want to create with your colour pallet, furnishings and fabrics as this is part of how you showcase your business to others. Perhaps a core value of your company is being social? In which case, a ping-pong table that doubles up as both a place to work away from desks and a social area after hours is a great idea.
Set a realistic budget
When moving offices, the costs can escalate very quickly. Be clear on your budget before you start out and leave some wiggle room for unexpected costs caused by delays, oversights and unpredictable issues cropping up. The move manager will likely be assigned the task of making sure you stick to the budget when it comes to everything from interior design to buying new stationary.
This is the perfect opportunity to throw away anything that’s not serving you. An assortment of miscellaneous junk can pile up in cupboards, desk draws and filing cabinets. See this as the perfect time for a Spring clean so you can start out fresh in your new digs.
Let people know you're moving
Get the word out that you’re pitching up elsewhere so you don’t appear to suddenly vanish into a puff of smoke. Add a note at the end of emails and send out a social media post. Also don’t forget to update your address on your website, email footers and Google listing so people can find you. Get a member of your team to compile a contact list including all your suppliers and clients and let them know that you’re moving so you don’t lose touch with key companies.
Dispose of unwanted items sustainably
There’s no point moving furniture that you don’t need but disposing of unwanted computers, tables and chairs can be expensive and can eat into your budget unnecessarily. You can opt for a sustainable clearance provider like Premier Workplace Services and Evolve Relocation who will donate or resell items.
Celebrate your new space
Once you’re in, it’s time to enjoy! Put your own stamp on your space that reflects your company culture and brand values. Let your team chip in ideas so the office reflects the environment that they want to work in.
If you’re looking for a new office space, why not see what Workspace has to offer? With over 60 locations across London we’re sure there’s somewhere perfect for your business. Plus check out our offers and free co-working days!