Office Relocation – things to consider

Moving Office is a very stressful and time- consuming event. Our tips for a successful office relocation can help you on your way to a smooth journey to your new space.

Moving offices, whether within your existing building and floors or to a new building, is a project, and when you break it down into individual tasks and processes, it becomes a lot less daunting.

It is very different from a house move, and will require specialist knowledge from a number of different sources to ensure that your equipment, important documents and files arrive safely at your new location. Along with ensuring business continuity throughout.

Planning your office relocation

Before you decide on new premises, create a high- level plan for your office relocation. Decide what you require in your new office space, and look into new ways of working. There may be some IT upgrades needed to support smaller desks, laptops and telephony. Include scope for future growth (even if you a currently downsizing). Look to see if your existing furniture will work for you in your new space, and take some advice on different types of furniture which could work better for you and your staff and the image you want to project to visitors to your premises.

Always plan to ensure that operating downtime is kept to an absolute minimum, keeping you’re your staff and customers happy.

At this early stage also consider whether you and your team have the required knowledge and time to dedicate to managing all of the elements needed to implement a successful move project. If you need help, then you should invest in a specialist move manager to bring their expertise and best practise to help with this. They will be able to help plan, co- ordinate and organise your relocation. This will allow you to continue to carry out the important day to day running of your business.

Determine your budget early

It is important to decide on your budget early. Consider the premises, furniture and fit out costs along with the move costs. Although your budget may change, it is important to have an idea of what you want to spend before you start will help you to manage the costs throughout the project and will help with key decisions on purchases.

Furniture and look of the new space

Decide if you are going to re- use your existing furniture in the new office, or if you need new furniture. It is often more cost effective to furnish your new space with new furniture which can be specified to fit the new space. This should also be considered with the IT being provided for staff, as if may be that smaller desks can be used, a free up space for breakout areas, collaboration spaces, meeting spaces etc. This can really help with bring a new “feel” to your offices, which in turn can create more productivity for both staff and customers visiting you.

If you are going to purchase new, then you will also need to consider what you do with the existing furniture from your old offices when you move out. Be sure to speak to your moving company about how the redundant furniture can be re- used, re- sold and recycled.

Declutter and archive

Use this opportunity to access what items you really need to store in your office. Many companies discover they’re able to discover they can reduce the amount of files they retain in their office space by destroying out of date files, securely shredding confidential files which are no longer needed and storing or scanning documents into an off- site storage facility. This may create additional space for the new office.

Consider your Technology

Coordinate your telecommunications and IT relocations early. Many businesses overlook this crucial part of their relocation until the last moment, only to find that their telecommunication and broadband providers can’t support their new service for two to three months. Moving your business also provides an opportunity to evaluate your providers, and perhaps find a better supplier and solutions.

Communicate

Communication with both employees and your customers is crucial to ensuring a successful move. Your staff may feel anxious about the move, and wonder what the relocation will mean for them and their jobs. By keeping your staff informed on the project and key milestones around the company relocation. This will help alleviate their fears and maintain staff morale and productivity which can be impacted by the move.

Customers and suppliers will need to be notified of any changes to addresses and telephone numbers. Suppliers will need to update their delivery schedules when servicing the new location.

Moving your business cab be a great way to renew your business values, lift and maintain staffing morale and productivity, along with helping to retain staff. Take advantage of all the information and guidance available to your office moving project and make it a success.

If you need any help with your office relocation please contact Danny Rutter on 07553 265 461 or email us info@renovo-services.com