A Stress-Free Guide to Moving Offices

The prospect of moving into a brand-new office space can be daunting, from costings and admin to removals and furnishings, there is a lot to consider prior to moving day. However, with the correct planning and preparations, you can undergo stress free office relocation. Discover our guide to ensuring your move is made as easy as possible from the get-go.

Choose the perfect office space for your business

The first step to securing your perfect office space is to reevaluate the needs of the business. You should consider:

• Office size – Are you looking to downsize to a small office space, or to rent out a bigger office with room to grow your business?
• Ideal location – Considering factors such as accessibility and transport links, is your office more suited to the city or a countryside location?
• Budget – How much are you willing to spend per month, given profit and business size?
• Facilities – Take into account the facilities that are included in your service package and your individual criteria. Is it important for you to have parking spaces? Do you need meeting rooms?

Explore our guide for further insight into finding the appropriate office space for your small business.

7 top tips for a stress-free office move

Now that you have secured the perfect office space, it’s time to prepare for the move. We have collated our top 7 tips for stress-free office relocation.

1. Review your current tenancy agreements

Before signing a new lease, be sure to review your current tenancy agreements. Breach of your contract could result in eviction or a hefty fine. Consider how long is left on your lease and then begin negotiations with the property owner accordingly. In most cases, tenants must wait until a break clause or the end of a contract prior to relocation.

2. Plan your new office space ahead of the move

Start planning your new office space ahead of time to reduce stress down the line, whilst helping to minimise disruption to day-to-day operations. Consider your new space and the layout that works best for you as a business, this will save time come moving day as you will know exactly where everything is going to go.

If you are upsizing, you will need to buy new office furniture to fill the empty space and planning your office early on will help you to decipher exactly what you need. Whereas, if you are downsizing, you may need to consider which items are no longer needed, and even go on to sell them.

3. Involve your team

Your team is there for a reason – utilise them!

Establish the roles your internal staff will be taking in the move. This can be anything from organising transportation and key collection to packing up boxes and unloading. If your company is open that day, consider who will be covering the phones, and make necessary coverage arrangements. 

Involving your employees in different aspects of the move will not only help to take some of the pressure off you but will also help them to feel involved as an integral part of the team.

4. Decide on a moving date

Choose a moving date as far in advance as you can. This will give you time to make necessary preparations, and a goal for the team to work towards. Once your date is set, you can establish a timeline to help the process run more smoothly.

Where possible, try and avoid dates when your employees are at their busiest, or on annual leave. With this in mind, you can ensure as many people are around as possible to assist with the move, whilst also covering external client commitments.

5. Book a moving company in advance of your moving date

Once you have established your moving date, it’s time to find a moving company. It is recommended that you book a removal company at least eight weeks prior to moving in as this will not only give you access to the best pricing, but will also ensure you have access to the best company for the job. 

6. Ensure your internet is set up ahead of the moving date

Prioritise getting your internet set up ahead of the moving date. Getting networks and individual workstations set up correctly can be time consuming, so doing this in advance will mean that you have time to troubleshoot as necessary, and staff members can begin working as soon as possible once you have moved in, with little disruption to business operations.

7. Inform your stakeholders

Notifying your clients, partners and suppliers of the move is essential. Relocating to a new office space is likely to effect logistics such as deliveries, meetings and production, so be sure to send out your new address with any necessary details, prior to moving.

In addition, don’t forget to update your online information. This includes your listings on search engines, social media channels and website.