Moving home is one of the most stressful things that can happen to a person, so (as a business) imagine multiplying that worry, confusion and trepidation by however many people are currently in your employ. That’s just how daunting an office move can be without the right approach. A poorly organised office move can be a disaster that will cause your firm to not only haemorrhage business, but confidence as well.
By breaking the move down into a number of easy-to-follow steps however, the whole thing can seem a whole lot less frightening and more manageable.
STEP 1 – PLANNING AHEAD
It’s an old and well worn adage but it’s never more true than when discussing an office move; “fail to plan and you should plan to fail”. The first thing you need to do is inform all of your business contacts that you’re moving and why (if you’re moving because your business is expanding it’s important to let them know) and update your website with the new offices address and phone number. Make sure to plan for every possible eventuality by making a handy ‘checklist’ of everything you’ll need to organise and remember.
STEP 2 – CHOOSING A REMOVAL FIRM
There will be dozens of removal firms who will all tell you that their prices can’t be beaten and that their service is ‘peerless’, but the only way to make sure you’re really dealing with people who know what they’re doing, is to hire a firm that deals specifically with office moves. An office move will be on a far grander and more complicated scale than a home move and as such, it requires a far more eclectic and expansive skill set. A firm who are based exclusively around office removals will employ people who have these skill sets. A conventional removal company won’t. Book early (at least 12 weeks in advance) and get at least 5 quotes before going with the most qualified and affordable.
STEP 3 – SPACE PLANNING
Study the layout of your new office space (including exact measurements) and make a physical plan for where everything needs to fit. Pass this plan onto the removal company and make sure everything is clearly labelled so there can be no mistakes on their part. Using a colour coded system that is instantly understandable to both your employees and the removal men can be helpful
STEP 4 – YOUR EMPLOYEES
Print off and distribute a thorough moving guide to all of your employees that details everything they will need to consider before, during and after the move. Assign co-ordination roles to the senior members of staff and make sure everyone is completely clear about what is expected of them throughout the process.
STEP 5 – SETTING UP
Make sure that all phone lines, broadband and delivery lines etc. are ready before you move. Waiting until you’re settled in the new office before you start setting up all of your systems could lead to a potential loss of business.
STEP 6 – PACKING
Packing everything the night before a move is not recommended. It is likely that you will still be in business right up to the deadline (you want as little ‘down time’ during the move as possible after all) but that doesn’t mean you can’t still get a head start on the packing. The week before the move, pack away everything that you know you won’t be needing over the next 7 days and when it comes time to pack everything else, pack everything you’re going to need right away ‘on the other side’ (computers, phones etc.) at the top of the boxes.
STEP 7 – UPGRADE
You might want to use the ‘fresh start’ as an excuse to do some spring cleaning and ‘upgrade’ your business. Get rid of all unwanted files, furniture and computer equipment and purchase some new, more advanced replacements (if you can afford it). Also consider new suppliers or negotiating better terms with existing ones and digitise everything that can possibly be digitised to save on space.
STEP 8 – TREAT YOURSELF
When the move is finished you might want to give your employees a day off, or treat them to a fun, team building activity. The move will have been just as stressful for them as it was for you.
