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Organising your office move or company relocation

Relocating your office requires a different set of priorities to those of a domestic removal

Organising your office move or company relocation

We suggest you start planning for your move around 12 weeks prior to the planned date to prepare your employees for the move.

Businesses need to ensure the minimum disturbance to employees and office equipment during the relocation. If a removal is not well planned, revenue can be rapidly affected and anxiety levels within the business can lead to reduced efficiency. First-rate preparation is vital to diminish this.

Your first steps

1.    Get a number of office relocation companies to visit your premises (old and new) before they give you an estimate. Think about your preferred date – most office removal firms will relocate your company on a Saturday or Sunday to condense interruption of the working day.

2.    Confirm that your relocation firm is confident with managing and moving workstation and electronic equipment. Ask questions and get references so that you are in no doubt in their aptitude for the move.

3.    Visit your new office space and remember to take measurements of large item dimensions to ensure the equipment will fit round corridors and through entrances.

4.    Devise a floor plan for the desks lay-out and equipment.

5.    On your floor plan, remember that the usual large items such as chairs, printers, desk filing cabinets etc, need contiguous space to allow for chairs to move, drawers to open and access to shelves.

6.    Show your floor plan to key employees for their approval and use this as an opportunity to reorganize certain members groups of staff.

7.    Most essential – ensure you have an effective internet connection when you arrive, so your employees have the smallest amount of disruption on arrival.

Before the relocation

1.      When the floor plan has been settled upon, send a copy to all staff so they can visualise their new surroundings prior to the move. Remember to make copies of this floor plan readily available at the new offices on the day of the move.

2.      Give your relocation company plenty of photocopies of the new office layout.

3.      Mark up each piece to be moved with coloured stickers or labels (such as one colour per floor or department) so that the removalists know where to place them in the new office. Make the colour codes accessible to everyone.

4.      Don’t forget to indicate clearly any furniture or equipment that does NOT need taking to your new offices. 

5.      Take time to remind your staff about their responsibilities. Do they need to pack their own files? Oversee the move of their own workstations? Pack up their own drawers?

6.      It is worth employing a computer specialist to reconnect your network as quickly and efficiently as possible. Some commercial movers have an in house specialist for this. 

On the day of the relocation

Tell your staff what you expect them to do. You may give them a half day holiday so they are not hanging around the office or you may want them waiting at the new offices.

1.    Remember the Health and Safety of both your employees and the removal company is absolutely essential.

2.    Do not allow your staff to lift heavy items, remember trip hazards, and make certain electrical wiring is organised.

3.    Allow your relocation specialists to do what they are best at; they know how to tape up filing cabinets (which are usually moved full), box-up equipment and to wrap computers safely before packing them into their lorries.

4.    Remember to take extra care with secure or confidential documents. Arrange for any obsolete but sensitive data to be shredded and not simply thrown into a skip. Your removal company may have a specialist contactor who can undertake this.

5.    Ensure your employees have easy access to the new lavatories, kettle and a sink. 

6.    Tell your staff exactly what the new car parking arrangements are and ensure permits are allocated.

7.    Send out your change of address cards

Finally...

Celebrate with your staff – this is a new chapter for your business!

Comments (5)

  • james harrison

    posted on 9 Aug 2013

    I think planning is very important to every move & it get us organised as well as be on time.

    Olivia

    posted on 28 Feb 2014

    This post is amazing, it seems professional and well written. I had an encounter with a quality service provider in Staines Surrey, who shifted my friend's office in to another location and followed the same pattern as mentioned here.

    ashley

    posted on 6 Aug 2015

    We had an office move about a year ago when I first started in the company. Now I'm in a management position, and we're getting a bigger office again. I've never relocated an office before, so I'm going to see what I can do to make it easier. Color coding the different rooms and departments is a brilliant idea.

    Mishal Mary

    posted on 22 Jan 2016

    your tips are very good & useful 2 weeks ago i move my office from Wimbledon to Wembley and hire local well known removal company your tips will help me in my next move thank you for your great help.

    Lara James

    posted on 9 Feb 2016

    good article and will be helpful for all new movers.

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