Office relocations and business moves can be stressful and messy. Follow these steps and consider these factors to enjoy a stress-free, efficient move.
1.Choose a removalist
Look for an experienced commercial and office relocation specialist. Many removalists will claim they have experience in this, but test them out and shop carefully. Ask which companies they have moved, look for reviews by companies on their Google or social media profiles. Request special services for office moves and commercial relocations such as packaging material for IT hardware, dismantling workstations, document storage, box hire and anything that you may require. A good removalist should be able to meet you in person before the move, customise the job for you as per your requirements and offer you a fixed quote.
When discussing the details of the move make sure that you have agreed on:
• your specific requirements (as above),
• start times and schedule including packing, lift schedules, dismantling workstations, loading, travel and unloading, reassembling if required
• the number of trucks and movers
• IT handling
• insurance
2. Inform every one of your move!
Advise your building manager, clients, suppliers and everyone in your office of your intention to move with your new address and expected move date. You will need to schedule your move into stages, and so it will be good to contact building managers at both locations to book lifts and loading docks, arrange keys and so forth.
Send a mail out to all your clients and suppliers in advance of the move. If necessary, give directions and instructions for delivery to your new address. Order documents with letterheads and business cards which reflect the new address.
Give at least 4 weeks’ notice to Internet, electricity, gas and water suppliers to ensure the accounts are transferred properly and that you are not paying a cent over the resources you are using.
3. Map out your new fit out and furniture placement
Whether your new office location has been designed by an architect or is ready to go, there will be some adjustment required from your old place to your new one. Plan your fit out with furniture and goods placement by making a clearly labelled map and labelling every box and item of furniture accordingly.
When it comes to the move, provide the map to the removalists so they can efficiently place everything at the new office without needing to consult you.
4. Documents and inventory
Now it is a good time to consider the need to bring the business assets and old documents with you. Pre-arrange storage for documents that do not need to be onsite such as archive boxing. This saves you time from removalists (our yourselves) having to deal with it on the day. Also, your new office will be clutter free! Old computers and other assets could either be sold or should be recycled properly before the move.
Make an inventory of assets and documents before the move so you can account for all of them after the move is complete.
5. Computers and IT
Liaise with your IT department or provider in relation to your move. They may want to move the equipment themselves to make sure it is disconnected or connected properly at both locations. Alternatively, ensure that they have advised their requirements to the removalists to ensure the IT is set up properly. Your IT department or provider should also be onsite at the new location. They must ensure the IT set up goes smoothly and everything is up and running when everyone returns to work.
6. Insurance
Ask your movers if they have insurance and if they can cover any damage to your assets. Arrange full insurance for the move either through the removalists or independently if you the business assets are of high value.
7. Operations during moving day
Consider having the two sites operating for a couple of days to make sure clients and suppliers are still receiving attention. You could have skeleton staff at the old premises. Otherwise, make sure you have signage at the old office to direct them to the new location.
Inform your employees of the move and what you expect: packing, clearing workstations, moving smaller items themselves. Consider closing the office for a few hours to give removalists the space required to move everything. Too many employees packing last minute and floating around while removalists are working can lead to delays and forgotten items.
