Managing an office move.

Moving your office is a significant task and one that requires plenty of planning to ensure you’re up and running again as soon as possible. Using a specialist office removals company can help reduce the burden; ensure accreditation from a professional organisation and plenty of experience handling jobs like yours.

Start planning early

Preparing for an office move is a mammoth task. With so many stakeholders, including clients, employees, there are a lot of parties to satisfy before the office move can take place. You also want to ensure you can find the right location at the right price, something that can prove difficult if you leave things to the last minute. Begin at least a year before you plan to move to ensure things can be done at the right pace.

Consider a feasibility study

Feasibility studies can save you money by looking at the best way to organise your office move and new property, and helping you plan for future growth. These are normally taken on by design consultancies and include measures such as working out growth rates on a departmental basis, calculating space needs and breaking these down by space type (meeting rooms, breakout areas etc) and developing the ideal space for employees.

Select the best moving date

Ensure your office move is timetabled to cause the least possible disruption to existing projects and new business acquisitions. Review your company’s last year and see where workload dips occurred. Holidays such as Christmas and Easter are popular for office moves due to low levels of client interaction. If you can’t move during a holiday, aim for a bank holiday or weekend where possible.

Developing a budget

Office moves entail a range of different costs including IT cabling and infrastructure, insurance, removals fees, disposal costs, new computers and dilapidation costs for your old offices. These are just some of the costs involved. Make sure you develop a very detailed budget and add on around 20 percent as unexpected problems are likely to push you over budget.

Define roles and responsibilities

A lot of work needs to be done before, during and after an office move. Ensure tasks are delegated so that everyone involved in the move has responsibility for something. This helps people feel involved but also ensures that essential tasks are completed. Make a list of all tasks that need doing and make sure everyone knows who’s doing what. Ensure you do this thoroughly: finding out at the last minute that you’ve forgotten to get the utilities connected is going to cause a lot of hassle.

Communicate with stakeholders

Make sure all stakeholders know precisely what’s happening with your office move. Keep them informed at all stages of the process; you may wish to send our crib sheets with key milestones. Clients should be given full details and the earliest date they’ll be able to contact you. Particularly important clients that require 24/7 contact may need to be given the mobile phone number of a senior manager.

Hire an office relocation company

Whilst homeowners with small properties may be able to get away without hiring a removals companies, it’s inadvisable for businesses to do the same. Businesses often have heavy equipment (filing cabinets, workstations, etc) that require specialist tools to transport, along with security requirements that office relocation companies have experience meeting. Speak to several office relocation companies before you hire one; ask for testimonials and evidence of experience in your sector.