So, you’re moving office – this could be moving floors within the same building or relocating to a new building – either way, you’re wondering where to start with the mammoth task that lies ahead.
Whether you’re a small, medium or large business, the following is designed to give you an idea of the key considerations to make the transition as smooth as possible.
You can download the main points in PDF form and give copies to your team, so everyone is on the same page…(literally!)
Key considerations before your office move
Organise a team of employees who will act as key contacts throughout the move
Planning and communication are essential for an efficient office move, so put together a team, each with defined responsibilities, to manage the process. For example – tracking progress of the move, making sure timelines are met, resolving any problems that arise, communicating information to colleagues and liaising with the removals company.
The number of key contacts depends on the size of your business, but in larger companies you’d ideally have one key contact from each major department.
Make an inventory
What furniture are you taking? Do you need to buy any new furniture? Avoid guesstimating and create an inventory so you don’t waste money buying furniture you don’t need. If you’re getting rid of furniture, don’t forget to arrange collection. We can’t dispose of furniture on your behalf, but we can put you in touch with recycling companies. Alternatively, speak to the provider supplying your new office furniture who may offer this as part of their service.
Many removals companies (like us!) also offer commercial storage options to accommodate short and long-term needs, so speak to your movers to get it arranged.
Check your floor plans are to scale
Tape measures at the ready… Check your floor plans are accurate and that the layout of your new office is as expected to avoid practical problems when you move.
Also, make sure there’s a configuration plan for IT and electrical equipment so access to sockets, etc. isn’t an issue.
Label all furniture and mark it off on your plans so you know it’s accounted for and where it’s going.
Give your removals company realistic timeframes
Speak to your removals company about your timeframes and expectations so they can block time accordingly – communication with your movers is key to getting you moved with minimal downtime.
Consider when you need the move to start, when you need to be fully operational and any potential delays you foresee. Remember to keep your removals company updated throughout.
List everyone you need to inform about the move
List your customers, suppliers, utility companies, etc. and when you’re going to inform them about the move, factoring in the amount of notice needed. Let them know the date you’ll be at your new address and set expectations in the likely event that you’ll be unreachable for at least a few hours on moving day.
Don’t forget to set up mail forwarding to catch any post that’s sent to your old office address and make sure all marketing (website, leaflets etc.) is updated with your new office address.
Consider any health and safety requirements
Your removals company will do the heavy lifting for you, but be aware of other risks to staff, such as tripping hazards or lifting belongings beyond their weight capacity.
Make sure IT and electrical equipment is organised
The sooner you’re up and running in your new office, the better, so it’s important to get the technical stuff organised in advance.
Who will be disconnecting and reconnecting? Are there any server blocks that need to be removed? Have you tested the Wi-Fi/Internet connection at your new office address?
Organise large equipment
What about photocopiers, plotters and large safes? Will they be moved by the removals company or are they on lease/hire? If they’re on lease/hire, have you made the necessary arrangements with your supplier?
Make sure there’s good access for loading/unloading
Access problems can cause significant delays, so make sure there’s good access for HGV vehicles at your old and new building. Let your removals company know about any potential problems well in advance of the move. Squab Removals has different sized moving vehicles, so if access is a problem we can often work around it if we’re notified in advance. Don’t forget to notify residents and other businesses who may be affected too.
Check the security systems and alarms
Keep your equipment safe and make sure your new building has all the security measures in place before moving day.
Have you got all your moving accessories ready?
Leave plenty of time for packing – it always takes longer than you think!
Filing cabinets and drawers don’t necessarily need to be emptied but it’s worth checking with your removals company who will be able to advise. Make sure you’ve got boxes, tape and other moving accessories for packing desk items, and always start by packing the items you don’t use regularly. Don’t forget to label boxes too.
Most removals companies also offer a professional packing service (we do!) for hassle-free packing. Mention this when getting your quote.
Tea/coffee and biscuits for the removals team
…With all that hard work, they’ll be very appreciative!
Your removals company is there to help you throughout the commercial moving process and should make it as hassle-free as possible. It’s advisable to use a BAR (British Association of Removers) member to get the best possible moving experience. Look out for the badge on our website!
Download the key considerations PDF and share with your team.
As Warwickshire removals experts, Squab provides commercial moving services to businesses in Leamington Spa and surrounding areas, including Kenilworth, Coventry, Northampton, Warwick, Stratford-upon-Avon and Solihull. Not limited to the local area, we also move businesses to other parts of the UK and beyond. Book your removals survey online.