Top 11 Office Moving Tips for Smooth and Hassle-Free Move
Updated: May 26
The first thing that comes to mind when you hear “moving out”, is stress. And the stress is doubled if it is related to commercial moving. Since it requires you to shift your whole life from one place and put it in a whole new one.
Do not fret! Vans and Hands is here with our Top 11 Office Moving Tips for Smooth and Hassle-Free Move. It consists of all the moving and packing tips necessary. These are tips to make moving easier.
6 Months Before the Commercial Move (Office Relocation tips)
1. Set Objectives for Office Move
A successful office move involves setting objectives for the office move, involving employees in the process, and assessing the needs and wants of employees. This can be done using anonymous questionnaires to understand what the move may mean and how it can align with their new office space. Showing that the move values the opinions of staff is key to a successful relocation.
2. Set Deadlines for Tasks; Divide Tasks
When planning for an office move, be clear of the key objectives of your employees and organisation as a whole. Divide tasks into sub-tasks. Think how the office move will affect the projects being worked on. To ensure success, it is important to create a schedule for the office relocation and to use it to manage everything. Hold regular meetings to discuss updates and progress.
Analyse your new place thoroughly prior commencing your plan to prevent wasting time and money. Understanding your new site's IT capabilities, facilities, and utilities will be crucial for guaranteeing that every aspect is considered. It's also crucial to keep in mind how the office relocation will affect the projects you are currently working on.
3. Set an Office Move Budget
When planning a budget, there are costs associated with the project, such as deposits, dilapidation fees, administrative fees, removal fees, storage fees, insurance, interior expenses for design, connectivity, legal counsel, utility costs, security fees, and service charges. It is important to factor everything in to ensure you are not stung by any unexpected costs.
Unrealistic budgets will only have to be adapted further down the line, so setting a budget for the time you have to spend on the project can be beneficial for keeping traders on track. Plan and manage your moving office costs. It outlines the possible office move costs and provides a realistic budget for your office relocation.
Setting a Moving Office Budget is not about being good with figures, but about being organised and keeping up with moving costs. It identifies all the costs for you in a simple, easy-to-follow format, so you can get an idea of how much your office move is going to cost you. Moving an office can be an expensive undertaking, but it is easy to lose control of finances and spending can be managed with a clear budget.
4. Start Searching for Office Relocation Companies
Planning the official move of your new office requires careful planning and office movers. Search for reliable office relocation companies and choose one of the office movers in Kent. Ensure you won't overrun your current lease and you know what you need to prepare for the commercial movers London. All business assets should be updated to reflect the move and everyone is excited to enjoy the new office space.It's also important to find commercial movers, as office moving services differ from one another.
When looking for moving companies, research and compare commercial moving companies in London or commercial moving companies in Kent. Start reading reviews, get referrals and check professional accreditation. Commercial movers in London that offer office relocations tend to be more flexible with dates and times and will do their best to move your office on the weekend.
5. Deal With the Legal Implications
Before making a move, it is important to plan for legal implications and work with a solicitor to establish any legal implications. Having a trusted solicitor on side will help minimise the time and costs of any additional support and factor the fees associated with this additional support into the budget. This will help ensure that legal issues are handled properly and without having to cut corners if a legal issue arises.
3-4 Months Before the Commercial Move (Office Relocation Tips)
6. Form an Office Moving Team
Get your employees on board so that you have a wider pool of ideas. Involve your employees while deciding crucial things like which office design would be ideal for your company. Forming an office moving team and giving your employees a say in decision-making will boost productivity in the short term as well as employee well-being and retention rates in the long term.
Two-Third of employees said that moving offices had a positive impact on them and their company as a whole in a recent survey, with perks like having more room to perform tasks and working in a more aesthetically pleasing environment emerging as the key drivers of a successful move.
7. Communication is Key
A communication plan should be established to ensure that everyone is ready for the office move. It should include all employees, clients, and the public. Involving staff to provide insight into what could work well in the new office and ensure that morale remains high is key to the process. Communication should also be encouraged to get ahead of the planning and avoid falling behind with key deadlines.
8. Do a Space Planning
Space planning is the first step when making moves. It involves engaging with the workforce to identify their needs and wants for the new office. Identify the workforce's needs and provide feedback on the design of the new office.
Gathering honest feedback through anonymous questionnaires can help inform the plans. Once you have a general idea of how your new workplace will be laid out, office fit-out companies can begin making your vision a reality. It is important to plan out the space you have to fully maximise its value.
Allow the company flexibility to grow over time by considering both its present and future needs. Making the most of compact spaces is another benefit of collaborative workspaces.
1-2 Months Before the Commercial Move (Office Relocation Tips)
9. Create a Floor Plan/ Planning the Official Move
Establish the locations of the common spaces, the seating areas for employees, and the furnishings and equipment for the office. If at all feasible, locate the ethernet connections and power outlets, so you know where to place the tech equipment. When setting up a new office, it is important to set up internet, phone installation, utilities, garbage and recycling pickup, security services, and other necessary services. Additionally, buy new furniture or equipment, reserve offsite storage, and come up with a company-wide labelling system.
Planning the official move of your new office requires careful planning and an office mover. Choose among reliable commercial movers to ensure you won't overrun your current lease and make sure you know what you need to prepare for the commercial movers. All business assets should be updated to reflect the move and everyone is excited to enjoy the new office space.
Packing should be done as early as possible to ensure all non-essentials are managed before the move. Depending on the type of package you go for, you may need to look into your options when it comes to furniture and storage. Accounting for your company’s plans for growth or downsizing, make sure that you’ve got enough desks, cabinets, and cupboards to support the whole workforce – and get these sorted if you discover there’s a shortfall. If possible, it’s worth a visit to measure up before you buy anything.
1 Week Before the Commercial Move (Office Relocation Tips)
The following must be completed a week before an office transfer.
Update your address.
Change your financial accounts, social media accounts, subscriptions, and business listings as well as the company website.
With the Office Moving Team and office movers, go through your moving day schedule.
Declare what has to be done, the time the office movers will arrive, the order in which certain items should be moved, who will be in charge of keeping the area secure after the commercial movers have left, and whether you'll be tipping them. Remind employees to wrap up packing.
Laptops, monitors, and other IT equipment will likely be packed away by your IT staff, but all employees should finish clearing personal items and office supplies from their workstations and cubicles.
10. Office Furniture Removal
Packing should be done as early as possible to ensure all non-essentials are managed before the move. The most important details to consider when planning a new office space are the inventory list of assets, such as furniture, IT equipment, and stationery, before moving. It is important to assess what furniture can be repurposed from the existing office to act sustainably and reduce costs. Additionally, any furniture that is not wanted in the new office should be disposed of, and it is beneficial to consider whether to update current IT equipment or return it to the current office when leaving.
11. Move the Equipments
The technical part of setting up a new office involves planning to move all the IT equipment and systems. Planning ahead is necessary for this step in order to prevent connectivity loss or security problems. It also involves understanding how the new office differs from the current space in terms of its IT capabilities and ensuring all data is safely backed up before the move.
Additionally, it is important to check in with the internet/telecoms providers to ensure you have everything in place to move without any disruptions. Finally, establishing new security systems for your new office is necessary to ensure that your IT software is protected.
Disconnecting and reconnecting your equipment is one of the most challenging aspects of moving to a new office location.
It's imperative that your Office Moving Team begin working on this task as soon as possible because it's a big one that you can't delegate to the commercial movers in London. Plan how you will dispose of any equipment you are getting rid of, such as through recycling or donation.
Check out our Office Move Checklist and tick off the tasks that are done.
Top Commercial Moving Tips to Know Before an Office Relocation
Relocating an office may be costly, time-consuming, and stressful. Please see the following for our best advice, which should make everything go much more smoothly: -
1) Verify the expiry or break date of your current lease.
2) Read your contract carefully for clauses describing the procedure for having to give the landlord your existing office back. It could be costly.
3) When you begin looking, confirm your brief with your agent; the key components are your budget, location, size, and timing.
4) Choose the right kind of office for your needs as an organisation. Does it need to be serviced, long-term, or short-term?
5) Exercise caution while signing up for several real estate search websites. A rise in cold calls might result from this.
6) Know that leasing an office differs from leasing a flat. The judicial process is taxing and complicated by itself.
7) Make sure you hire a commercial property lawyer to provide legal counsel.
8) Plan ahead. Depending on size, moving an office usually takes 6 to 12 months. We urge corporations to begin planning as early as possible.
9) Know that commercial office leases are often liable for three different taxes. Stamp duty, VAT, and business rates.
10) Appoint a qualified tenant's agent to provide advice throughout the entire process.
Commercial Moving Tips- Preparations Before office relocation (commercial moving tips)
It's time to plan the logistics of moving all of your office equipment to a new location.
Make a list of the current office equipment and for office furniture removal.
For any new furniture you might need, get advice from a company like Vans and Hands that provides office furniture removal services.
If needed, place orders for new furniture and office supplies.
If necessary, arrange for external storage facilities.
Assign different departments different colours and numbers and place that number next to their workstation and other belongings. Prepare a thorough floor plan and assign coloured stickers to each department unit..
In your new floor plan, specifically identify and label communal areas.
Sign all legal documentation, including licences and permits.
If required, reserve elevators, public parking permits, and local licences on moving day.
Make cleaning arrangements for both your existing office and the future location.
Finalise the security and access codes for the new location
Give your commercial movers a precise floor plan, or if necessary, set up a meeting at the new location.
Make a thorough moving day schedule that your crew can follow.
Make a list of emergency contact numbers for the building management, elevator service and other parties engaged in the move.
Preparations Before Office Relocation- Office Moving Team (commercial moving tips)
Each team should choose a person to be in charge of overseeing the packing activities.
Choose your packing method and layout.
Draft directions, with information on parking, public transportation, and other factors, to the new location
For each employee, put together a "moving pack" including information on the new location, their allocated desk number, and a colour scheme.
Make sure all employees are aware of the standard method for labelling laptop screens, hard drives, keyboards, etc.
Ensure that everyone brings their electronics and personal items home.
Choose which representatives will stay at the current location until the final moving vehicle has departed, and pick which representatives will proceed to the new location to supervise.
Make arrangements for each department's filing cabinets, etc., to be emptied, packed, or sealed.
Be sure the new workspace is organised with colour-coded signs and desk numbers.
Confirm that keys, access codes or tags, and security information are all readily available.
Office Relocation in London / Office Relocation in Kent
Do you wish to move your office? Searching for a trustworthy office movers company who can make your workplace moves secure and easy? Well, we're here to assist you! A licensed commercial mover in London, Vans and Hands provides complete and distinctive office moving services.
Our skilled professionals ensure you a Smooth and Hassle-Free Move of your office relocation process, our professionals use cutting-edge technologies.
We hope these moving and packing tips helped you. For further details or a Smooth and Hassle-Free Office Relocation in Kent, get in contact with our team of professional office movers in Kent.