Organising Your Office for a Business Relocation

Organising Your Office for a Business Relocation

24Oct 2014

Just like moving house, the process of office relocation can be just as stressful and have as much to consider. If you find yourself in the position of needing to move offices, there are a number of steps you can take to make this a manageable and systematic process. -    Convenience: assess you current needs and circumstances and be clear about the purpose of your office relocation. Consider such elements as lease expiry/break, planned growth or contraction. Ensure you understand the current lease and notice period and are aware of your current office obligations. -    Location: understand the basic logistics of where you want to relocate your office to, and what the implications of this are. Take into account where you want to move, how much space you will need, and when you want to move in by. Furthermore, reflect on decisions such as what key features you want your new office to have, if there are any planned business objectives you want to achieve, and importantly what type and length of lease you want.-    Time: start early so that you have plenty of time to prepare and go through the process smoothly. Use this time to inform employees, project managers and other staff members. Consider hiring professional moving services and removal companies during the moving process, and book these well ahead of time.-    Budget: create a realistic and achievable budget. This critical planning tool will help you assess your costs and manage finances throughout the moving process. -    Legalities: do not sign any lease without first going over the legalities and formalities of a lease contract. Consult a properly solicitor to negotiate the finer details of the lease documentation, which in turn will minimise your potential exposure to liabilities. These documents will ensure you are aware of your ongoing and upfront responsibilities. -    De-clutter: use this opportunity to clear out unnecessary office items and ensure that you are setting up a clean, neat and sustainable environment in the new office. A fresh start can increase work productivity exponentially and such a move will the perfect chance to do this.-    Packing materials: use the correct packing materials such as sturdy boxes and tape to pack office materials. Stock up on moving supplies such as strong tape and permanent markers so that all boxes are secure and clearly labelled for the move. -    Removal companies: when hiring a removal service, contact a range of different companies to get different quotes and weigh up which company will be most suitable for your moving needs. Inform the removal company in advance on what type of office space they will be working within; inform them of the dimensions, the layout, and the entry points and if there are any obstacles such as staircases they need to know about. This will allow the moving company to come prepared and work efficiently on the moving task. -    Communication: internal communication with staff is vital during this moving process. Send staff members clear instructions about what to pack and when and ensure they understand that items must be packed correctly or they are at risk of being left behind. Similarly, communication about the new layout and location of the office with the removal company and staff will make the transition and physically moving process much smoother. -    Blueprints: print out a layout of where you want office furniture placed. Ensure that the removal company and staff members have a copy of these. Clearly label where furniture items are to be located and where staff offices will be. This will give the removal company a clearer idea of where to unload furniture to, and give staff a chance to plan their new office set up.

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