Moving your business can be a mammoth task. There’s lots to consider, from staff and equipment to informing clients and customers, and it all needs to be done with minimal effect on workflow.
Step-by-step: Moving business premises
Moving your business? Ensure you don’t leave anything behind in the office relocation with our handy guide.
Preparation is key, so here’s a handy guide to ensure your office relocation runs as smoothly as possible.
Before the move
Planning
- Appoint a move coordinator and/or committee
- Assign numbered workspaces in the new premises to employees
- Name communal spaces to help staff navigate the new space
- Ensure all network infrastructure and furniture needs are ready
- Confirm what day you’ll have keys and access to the new space
- Ensure the removal company has adequate insurance and access to the building
- Talk to service providers, especially internet and electricity, to ensure they can meet your new needs
- Ensure new office premises are covered under existing insurance policies
- Organise packing equipment
- Make sure all facilities will be working on move-in day including toilets, fridges and power
Communication
- Send clear instructions to staff about packing processes
- Send staff a map of the new location including work spaces
- Keep a moving schedule in a communal area to update staff
- Provide staff with their allocated moving and desk number
Packing
- Place desktop items such as keyboards and cables into boxes and label with allocated number
- Also label larger electronics and furniture according to the workspace
- Empty, lock or tape all filing cabinets
- Valuable and personal items should be taken home rather than packed
- Assign teams to pack up communal spaces
TIP: Send a representative of each team to the new location to assess the designated work spaces and report any issues prior to the move.
During the move
- Consider having staff work remotely if possible
- Work on one area of the new office at a time
- Connect phones and computers. Prioritise network and internet.
- Test all technology prior to staff arriving
- Keep employees updated about progress
- Ensure any necessary repairs to the outgoing office are completed
- Assign teams to unpack communal spaces
Tip: Have a company representative at both locations, especially if there are multiple removal trucks.
After the move
Logistics
- Ensure both sites are cleaned thoroughly
- For large buildings, create signs so employees know where to go
- Induct staff at new premises
- Appoint fire wardens
Communications
- Update website with new business address and phone number
- Update all staff signatures
- Update all social media pages
- Advise all clients and customers of the new address
- Update any printed materials with address change
- Change your address on Google
Tip: Most things are online nowadays, but remember the snail mail too.
Sustainability
Your environmental footprint
- Change the light bulbs to more energy efficient options such as compact fluorescent lamps or low-energy LEDs
- Install motion detectors or timers to control lighting in less-frequented areas
- Moving is a great time to consider getting rid of the printer and going paperless
- Put air conditioning and heating on timers and pre-program the thermostat
Tip: Use the move to set up more sustainable options for energy consumption.
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