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How to prepare for an office move

Moving office can be an unsettling time for everyone involved, so the smoother the transition, the better. Keep reading for a concise guide to some of the issues you should consider when relocating your business.

Communication

When you’ve decided you’re going to move your office premises elsewhere and have got a date for the lease to begin at the new building, let your staff and any relevant parties know, such as the manager of the current building you’re based in. Your workers will want to be made aware of the basic details, such as when you’re moving and where to, but you can fill them in on additional information later if everything isn’t arranged already.

You may need to plan ahead if work will be disrupted, so making alternative arrangements for staff to work from home or have some time off while the move takes place might be something you need to consider and communicate when necessary.

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Budget

Once you’ve informed the leaseholder at your current premises that you plan to vacate the building, you may have to pay for some repairs to the property, such as for repainting or carpet cleaning. Your solicitor should be able to deal with this for you and potentially negotiate the charges, but you should factor in any necessary costs.

You’ll also need to get some quotes in from office removal firms for how much it will costs to move all your equipment, and make sure the firm you use has a good reputation and an insurance policy, should anything be lost or broken along the way.

Time

A key issue in an office move is time, so organisation and forward planning are vital to ensure time isn’t wasted and the move runs smoothly. Make a plan of when tasks need to be completed by, such as informing your business partners of the address change, redirecting mail and having boxes packed by each member of staff.

You’ll also want to think about when you can move everything physically with as little disruption as possible, so during an evening or over a weekend might be ideal, but you’ll need to check whether the new premises will provide access during unsociable hours.

Organisation

Another pertinent issue that can affect your office move is how well organised you are. As well as making a time plan for tasks and informing relevant parties of the move, you’ll need to invest in the right moving equipment well in advance. This might include stacking containers, lockable boxes, crates on castors and other useful¬†storage boxes.

Make an itinerary of all your business apparatus, from chairs and desks to phones and computers, and label things with numbers or colour codes so you can account for everything and report anything missing that doesn’t show up at the new premises.

Opportunity

Your office move could be a great opportunity to make changes to your equipment, so think about whether anything needs replacing. If you’re going to rebrand your company, you can kill two birds with one stone by investing in new equipment for the premises and getting rid of your old things to reflect a new style, for example.

Relocating is also a good excuse for a general sort out; your staff will need to go through their desks and can get rid of any extraneous or broken items, while disused office equipment could be recycled or sold on.

 

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