Moving offices can be an exciting yet overwhelming experience, which is why we have created the ultimate guide and checklist for your next office move. This blog will explore everything you need to know when relocating your business after a potential fit-out project or after a new workplace design.
1. Office Move Plan
Consider an office re-fit
Before deciding to move into a different office, it is worth assessing the state of your current workplace so you can consider an office re-fit to redesign your workplace. HE Interiors will assess your needs and work to meet your business objectives and you can choose to have the project managed from start to finish. An office re-fit means you can transform your current office and HE Interiors will create the perfect office environment for your business.
Establish your business needs
First things first, it is important to identify exactly what your business needs are and how the new office space will accommodate this. Factors to take into consideration are employee growth and how much space you will need. The type of working style will impact the amount of space you need, this depends if it’s office-only, hybrid, or remote. Lastly, it is important to pick a floor plan that works for your team. This could be an open-planned office, cubicles, or a more collaborative setup.
Review your current office lease terms
It’s essential to review the lease terms to understand the specific notice period allowing a hassle-free exit from the office space. Typically, lease agreements or rental contracts state the required notice duration from 30 to 90 days. The exact notice period will help inform the office move checklist timeline.
Set a timeline
Setting a definitive timeline is crucial. Identifying the current office notice period will inform the moving date. The timeline should clearly state all the essential tasks and when they need to be completed, allowing ample time for unforeseen circumstances.
Select a Moving committee
We recommend designating a dedicated team or committee to oversee the move. Assign specific responsibilities and roles to ensure a coordinated effort, and appoint a central point of contact for communication and logistics.
Agree on a budget
Allocate funds for the move, covering expenses such as packing materials, transportation, potential renovations such as new office design, and unforeseen costs. Obtain quotes from moving companies if outsourcing the relocation. It is worth looking into insurance to ensure you are covered against anything.
Announce the move
Communicate the upcoming move to employees, clients, vendors, and relevant stakeholders well in advance. Update contact information across all platforms and notify service providers of the address change.
Assess the new space
Thoroughly evaluate the new office layout and dimensions. Measure spaces to plan furniture arrangements, and department allocations, and identify any necessary renovations or modifications before the move. Contact HE Interiors for more information about renovations or modifications for your next office space.
Create a detailed floor plan
After assessing the space, the next step as part of the office move checklist is creating a detailed draft floor plan. It should indicate the placement of furniture, workstations, and equipment. Use this plan as a guide for seamless setup at the new location.
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2. Prepare for the move
Confirm the moving logistics
This is a vital part of the office move checklist. You should coordinate with the chosen moving company or internal moving team. Confirm logistical details, including the schedule, keys or codes to access both locations, and any special requirements.
Prepare your employees
Keep employees informed and engaged throughout the process. Provide a moving guide or checklist, and encourage them to pack personal items and label their belongings.
Coordinate IT and utilities
Ensure a smooth transition of IT systems by coordinating with the IT department or service providers. Arrange for the transfer or installation of internet, phone lines, and other utilities at the new office so everything is ready to use when you move in.
Declutter and organise
Streamline the moving process by decluttering unnecessary items. Donating office equipment is an excellent way to give back to the community and Pickfords is a Bristol-based company helping businesses donate unwanted items.
Lastly, it is good to encourage employees to sort through their belongings, labelling items for packing systematically. Agreeing on a colour-coded packing system will help keep track of all the items and which department they belong to.
Back up essential data
This step is an important part of the office move checklist. It is vital to make sure data is backed up. You should ensure data is securely stored and easily accessible during and after the move for a seamless experience.
3. After the Move
Follow the floor plan
The floor plan serves as a blueprint for the planned arrangement of furniture, workstations, and departments. This ensures efficient workflow and utilisation of the new space. By following the floor plan during the move-in process, teams can seamlessly set up in designated areas and the office should come together as planned.
Set up the IT
Moving into a new office space involves a critical phase of setting up the IT infrastructure to ensure seamless operations. The IT setup includes networks, servers, computers, and communication systems. During the transition, the IT team or service provider must meticulously configure and install equipment based on the floor plan and network requirements.
Organise a final clean-up
Plan for post-move logistics, including cleaning services for the old office and scheduling any necessary maintenance or repairs at the new location. Don’t forget to add this step to the office move checklist!
Enjoy your new office space!
The hard work is done, and now it is time to enjoy your new office space.
We are experienced interior specialists and would love to be a part of your next office move. Contact HE Interiors today with any questions related to office interiors.
