Office Moving Checklist and Tips (Ultimate Guide for 2023)
Updated: Apr 17
The workplace has evolved to the point where it is now regarded as an asset capable of assisting in the recruitment and retention of the best talent, which is the lifeblood of any organisation. As a result, an increasing number of businesses are investing in making workspaces that employees want to work in.
There are a staggering amount of literal and figurative moving elements involved in office relocation. Of which, an office moving company plays an essential role. They, the commercial movers, help you move your office from one location to a whole different location that becomes your workplace next.
Of course, you have to move everything, but you also need to take into account the happiness of the employees, transitory workflows, reorganisation, adjustment periods, and a lot more.
The concept of "great employees deserve great offices, and great offices deserve great staff" has gained popularity, and many businesses are now building new workplaces that are created with staff in mind.
Reasons for relocating come first before heading on to office relocation tips.
Reasons for Office Relocating
It's necessary to assess your company's goals before making the big leap. There are multiple reasons to relocate your office, but figuring out the reason for the move early on will allow you to develop a more efficient, well-thought-out office relocation process.
The main reason for relocating is the need to move your workplace to a new location, and this decision is typically not made lightly. In our experience, there are often a number of reasons for relocating.
Business growth: Planning for physical environment improvements as your company expands is vital. Relocating can help you in designing your office layout, so that it not only operates effectively for your teams but also fits the ethos and values of your company. Choosing a new office space that will suit your company's goals in the long term is a key consideration for modern businesses looking for the ideal office for growth, whether you're looking to add more workstations, more open collaborative space, or increased access to meeting rooms.
Attract clients: Your workspace serves as a "shop window" for your brand, so it has to convey to customers what your company stands for. It's vital to have a workplace you're proud of and feel at ease welcoming clients to. Those who work with you may be profoundly affected by the setting in which your company operates. Selecting an office space in a prominent location might help your company project greater authority, and in some situations, it could even help you draw in new customers.
Attract talent: In addition to perhaps bringing in new customers, relocating your office could help you draw in a stronger talent pool and shape the future leaders of your organisation. It could be more difficult for candidates to see their future as a member of your company if your business office is difficult to get, in an undesirable area, or in a very remote location. Being the public face of your company, your office should be chosen to act as an accessible hub for the next talent pool, assisting you in attracting the right candidate to participate in the company's future.
Enhance productivity: Your organisation might need to change its current space or layout in order to take advantage of the various benefits, including higher productivity, employee morale, efficiency, and other perks like hot desking, agile working practices, and new technology. Consider how productive your staff will be while choosing an office space. Work/life balance, health, and well-being should be taken into consideration when picking out a new office location since they are important factors in employee well-being, which is crucial to productivity and morale.
It might be as simple as you are approaching a lease break or renewal and want to explore your choices to see what the costs would be elsewhere and whether you would be better off relocating in the long term.
This raises the question of whether your organisation can effectively operate from its current location for the period of any new, extended lease or if finding a new location would be better.
Making a list of pros and cons is a good starting point when faced with such a question.
Growth is another aspect that can require you to look for a larger place to accommodate more staff. When your company is doing well, and, as a result, your headcount is expanding to the point that your current space can no longer accommodate it, the only reasonable choice is to relocate to a larger one.
Plan Your Commercial Move Well
The most essential factor in commercial relocation is taking the time to plan it well. Moving as quickly and efficiently as possible will be the business objective. In short, an organisation exists to generate profit, so if it is not operating or is only moving, it is not completing its primary objective.
One way to make an efficient office move is to save time when you need to relocate the office. Vans and Hands would recommend that you give yourself and your team some time to prepare for an office move. For a smoother office move, follow the office move checklist tips provided below.
Office Move Checklist
Inform customers and everyone on the staff of the official transfer date and information.
Work with the marketing team to send an email and/or direct mail campaign to every customer to inform them. A staff newsletter with relevant details can be helpful.
Make arrangements for the delivery of crates and boxes so that packing may begin.
Decide what needs to go to the new workplace and what can be disposed of while packing.
Talk with your office moving company to ensure that they can manage everything and that timetables are consistent.
Make sure your new office is secure and convenient for all deliveries before moving in.
If tours of the new workplace haven't been scheduled in advance of the relocation, schedule an induction morning on the day of the move to show the staff the space and show them where they will be seated (if they have assigned desks).
Coordinate holidays so that the core people may participate in the relocation.
Working with commercial movers in advance to resolve any issues or delays.
Ensure that all IT equipment is delivered, installed, and tested before the office move.
Before Moving office
There are several factors to take into account while moving company;
1. ASSIGN YOUR OFFICE WORKFORCE TO THIS.
The impact it will have on your staff must be considered as well. This will account for the time and financial effects of their commute. Change often makes individuals apprehensive, especially when it involves their daily routines. Consider this, especially as it could affect the productivity of your staff.
When doing an office relocation, staying optimistic is essential. The new location and working environment are thrilling, not to mention the potential for additional amenities. Include them in discussions about working conditions and suggestions for the new setting. The key is communication.
2. EXAMINE THE LOCATION OF YOUR OFFICE
The location of your workplace is significant to them, just as it is to you, because your employees spend more time there than they do at their own homes. Working for your company is appealing and makes it easy for your customers to visit (if needed). The reasons might be good transit options, an accessible location, and the ideal ambience.
3. KNOW HOW TO MANAGE YOUR OFFICE FINANCES AND LEASE
It might be the right time to relocate if your lease is about to expire. Yet things may become difficult here. If leaving your current office is your prime motive, be certain to state your preferences for it and your concerns about your workplace. This must be properly executed and thoroughly thought through.
If moving your company is more cost-effective for you, a financial benefit can contribute to or serve as the main drive. Budgeting is crucial for all stages of moving so that you are aware of your budget constraints (lease, office refit, removals, etc.)
4. DISCOVER BUSINESS OPPORTUNITIES FOR YOU
Last but not least, it's critical to comprehend the chances that relocating your office brings. This can involve both material and financial benefits, such as attracting new hires and/or securing a more economical lease. Bringing on new, talented employees can help your company grow and maintain a positive work atmosphere. In the workplace, happy employees are more productive.
5. FORM A DEDICATED OFFICE MOVING TEAM
Don't attempt to handle everything by yourself. See if anyone wants to join a moving team. Before you make an appeal, be sure to list everyone’s responsibilities. Some of them include:
Office interiors and decorating
Ask your managers whether they would be open to granting the team permission to work on move-related tasks during business hours. More volunteers would undoubtedly be motivated by this.
When you've established your list of reasons for moving offices, it's vital to create a cross-departmental team and, most importantly, secure the support of a senior project advocate.
It's time to talk about the kind of work environment you want to create and the kind of space you'll need to accomplish it now that you've defined your reasons for the office relocation and assembled your team.
Roles to Assign to Your Employees
1. The supervisor's role while an office move
During the office move, the supervisor must make sure that the workforce complies with the directives. With our checklist of things to do before moving, your relocation planning will go smoothly. Make sure that every member of staff receives one. The ability of the staff to function efficiently in their new workplace as soon as they arrive is a success indicator.
2. Employees' roles and responsibilities during an office move
Staff will be responsible for their own packing of specific goods before the actual move. Stick to the points given in our “things to do before moving” checklist. It will help you not only before the relocation but also after you unpack in the new office.
What Type of Workplace Suits Your Company?
It's time to gather as a team, talk about what you like and dislike, what they would want to change about your current workplace, and create a brief that summarises your goals.
Create a list of requirements for your future workplace. This can encompass practically anything, like embracing new technologies, implementing a more flexible style of working, and fostering greater cooperation and creativity.
It's important to think about how to resolve problems that exist in the current office. The employees may not feel at ease working away from their desks, there may not be enough meeting space available, or there may not be frequent contact between various departments.
It's important to determine each of these concerns and incorporate them into the brief before dealing with commercial real estate brokers and office design and construction firms. Also, get in touch with commercial movers regarding commercial moving services.
Be sure you cover everything since your first wish list will change into your brief when looking for a new place; otherwise, it's possible that the same problems recur in your new office.
Contact commercial Property Agents
Given the number of agents available, try to learn about possible prospects and gather recommendations before choosing one and making contact.
Before choosing a few suitable places for you to visit, the agent will ask you where you'd like your new office to be when you need to move in and how much space you'll need. Feel free to talk to a few trustworthy realtors who you are convinced will assist you in finding the ideal location.
Appropriate a Project Budget
Your company will need to invest significantly in an office move, so it's crucial to establish a successful plan and evaluate all of your options.
Practically, the price of a fit-out depends on a variety of factors, such as:
The kind of structure and space chosen
The age of the structure
The condition of its mechanical and electrical systems, including its heating, air conditioning, ventilation, etc.
The price of the IT/AV upgrade necessary for the level/quality of finishes and furniture
Choosing a New Office Space
What comes next after choosing a location that meets all of your needs and conducting the required surveys and feasibility studies to be sure that everyone and everything will fit?
Now is the time to discuss your new lease with your landlord, ensuring the charges are reasonable given the current market and your budget.
In order to be sure the new area will fulfil your needs and wants, it is also advised that you refer back to your initial list of requirements.
After you and your team are certain that the aforementioned concerns have been addressed, and you are both satisfied, proceed to sign the contract.
Office Furniture Removal
Anything inside of bookshelves, shelves, desks, wall units, or cabinets should be created securely. Filing cabinets might not need to be emptied; instead, they could need to be secured or firmly fastened with string or strong packing tape.
Office furniture removal companies like Vans and Hands Their experience in office furniture removal and their highly trained professionals will make your work easier. They have experience handling furniture and fragile items. Such furniture removal companies offer packing, transportation, and unpacking of home furniture and valuables according to the customer's requirements.
Get in touch with office furniture removal companies. Office moving companies in Kent and London like Vans and Hands disassemble goods and reassemble them at your new workplace to ensure an efficient office move.
Choosing the Right Office Furniture
Don't forget to take some time picking out the right furniture for your new office once your project plan has been approved and everyone is ready to go onsite to finish off the job.
Your choice of office furniture is crucial, as it will represent your brand and be the main focal point of your new workspace. A workplace that genuinely represents and serves your organisation may be created by taking the time to carefully evaluate and choose seats, desks, and collaboration furniture.
Start Looking For an Office Relocation Company.
Here are some tips on how to research office relocation companies and compare office relocation firms if you're moving locally (a move is considered local if you're moving within 50 miles).
Getting recommendations, reading reviews, and checking professional accreditation are important steps in picking a relocation service, whether you're relocating locally or across the country.
The office moving companies in Kent or London provide a coordinator who has experience with commercial moving companies and will often be assigned to you and will work with you to organize your office relocation.
Companies providing commercial moving services also often have greater flexibility with dates and hours and will try their best to move your office, for instance, over the weekend, to avoid disrupting your company's operations.
Some commercial moving companies even provide personalised office relocation services that suit individuals’ requirements before the move.
From planning to packing to delivering your stuff at the required destination, their qualified crew assists with office relocation services at every step of the moving van business process.
Whether it's a small-scale relocation or a large-scale move, conducting surveys to determine the kind of vehicle and the number of people needed for your move is also a part of the commercial moving services that are provided by an office moving company.
Get a free quote from commercial movers in your area who can manage your commercial move and office relocation services. You can get free online moving quotes from commercial moving companies in London at Van and Hands.
A Checklist of Things to Do Before Moving
Before an office move, it is important to keep tagging furniture, equipment, and office supplies.
Check-in with your moving team; confirm the move date; order keys and access cards; back up data.
Coordinate moving truck departure and arrival.
Get a handle on the rules of the place you relocating to if any.
Simplify moving day by taking over items like plants and bulk office supplies.
The most important details to consider when planning to move to a new office space include
Assigning everyone the task of packing up their own desk.
Providing a heads-up on when they'll need to have their desks packed up and encouraging them to do a little bit at a time.
Update the company website, financial accounts, social media accounts, subscriptions, and business listings with the new office address before moving.
The moving day schedule should be reviewed with the moving team, and employees should be finishing up clearing their desks and cubicles of office supplies and personal belongings. Lastly, all of your technicians should be connected to ensure that everything is in order.
Check these off so as to not miss anything and finish off your office move efficiently.
The Dos and Don’ts of Commercial Move:
Don't try and do the move; instead, delegate and hire a trustworthy removals company to help with the heavy lifting. Don't underestimate how extensive an office move project can be, and make sure to share the load.
It's important to consider the budget when making an office move, as it may be expensive. Treat your team to a little extra to help them celebrate their new work environment.
Moving offices is a stressful life event that requires significant stress and can be difficult to manage. It is important to plan ahead and not cram in logistics at the end of the transition, as this can make the day less stressful.
Share plans and let staff know how they can contribute to employee morale and build customer relations. Communication early on and letting customers know about the office move can help strengthen customer relations in the long run.
Make sure to brainstorm with your project team and make a list of general supplies to ensure you have thought of all the finer details.
After the Office Move
After the office move, unpack and test equipment, check address change updates, make sure all employees have been notified of the office move, and meet with the team after the move to see if everything is working well.
Employees should also be recognised for their efforts, and there should be time off to celebrate the move.
We hope these office relocation tips and office move checklist have helped you better understand the office moving process.
Searching for an office relocation company that provides office furniture removals along with office moving services in Kent is now easy. Your search ends here! Get free quotes instantly at Vans and Hands.
We provide office moving services in Kent and London and are more than happy to do so across the country.