Like moving house, an office move is a big project involving lots of people, paperwork and deadlines. We should know; we’re relocating on 1st January 2017 and there’s still a lot to do!
If, like us, you’re planning an office relocation in the New Year, here are some things we’ve learned during the process that, we hope, will help you with your move.
Why do you need to relocate? Are you a growing company that needs more room or are you looking to save money by downsizing? Do you want to be in a better location or do you need better facilities than you have currently? The answers to these questions will help you work out the next stage…
Instruct a local property agent to help find your new office. Be clear about your requirements and what you are, and are not, willing to compromise on – size, location, facilities, parking, lease terms, etc.
We recommend allowing at least 12 weeks to properly plan and organise your relocation. We also recommend moving over a weekend, if possible, to minimise disruption to your business. Once you’ve decided on a move-in date, work backwards from that to create a timeline with key tasks and deadlines.
Appoint a project manager – someone in overall charge of the move. Their job will be to follow the timeline and ensure all the tasks are completed and all the deadlines met. To do this, they will need to contact and work with everyone that needs to be involved in the move, for example:
- the landlord or property agent of your current office
- your firm’s solicitor
- your suppliers
- the utility companies
- your IT and/or Facilities team
- an office removals company
- an office fit-out company
- Give notice to the current landlord/agent.
- Set a budget for the relocation.
- Get quotes from a number of office removals companies, and book one.
- Appoint an office fit-out company to design your new office layout.
- Check that your new office is connected to all utilities (water, electricity, phone lines, internet connection). If not, contact the relevant utility companies.
- Make sure the IT team is confident to reconnect the servers, PCs, printers, telephones, etc in your new office.
- Make sure your current (old) office is in a good state of repair and all dilapidations have been completed.
- Label all furniture and equipment so the movers know where to put them in the new office.
- Tell staff if they need to pack up their own workstations and/or files.
- Inform all your contacts and customers of your new address.
Here at About Time Solutions Ltd, we have the knowledge, experience and expertise to complete your office fit-out project on time and within budget. To speak to one of our experts about your relocation project, please contact us.