Relocating an office can be a challenging task for a business of any size. From choosing what equipment you will need to take with you or invest in, packing what needs to be moved, and communicating the relocation to various stake holders.
This is why we have put together this 10 point list to explain how to relocate smoothly and efficiently without complication and interrupting your business.
1 Agree on your budget
Agree on a preliminary budget that takes in to account all the factors involved in the move. Ask yourself:
- Do you need to upgrade your equipment or fit out the new premises?
- Do you need to hire new staff or make redundancies?
- Will there be any sales loss during the move?
Factor all these points into your budget as well as rent and running costs.
2 Put together a logistics team
All successful transitions rely on careful planning and consideration. Putting together a project team that will take responsibility for the organisational and logistical aspects of the move will help the transition go smoothly. This team should run the relocation in the same way as any other internal and external project, with a nominated project manager.
3 Take all considerations for what you’ll need to move
There are a number of things that this project team need to take into consideration. The project manager should consider creating a check list of points for areas to cover. This should include:
- Space planning
- Purchasing additional furniture or putting excess in long term storage
- Organising telephone lines to be disconnected and connected
- Health and safety considerations
- Changing stationery and directory entries
- Booking an office removals company
- Informing customers and suppliers etc
- Drawing up a detailed configuration plan for your telephone and IT systems, working out where you will need power outlets etc
- Arranging for utilities to be disconnected
- Arranging for new utilities to be connected.
You should also consider business and archive storage options should you need to save space or de-clutter the new office.
4 Set a time frame
Once you have a budget and a handle of what the move will involve, you can create a realistic time frame for the project. Try to plan your move during a quiet time for the business such as January or the summer holidays, when people may be less likely to require your services. Bear in mind that gas and heating could take up to 20 days to switch over and you could end up paying the last occupants’ bills on a non-contract rate, which could be twice the normal rate.
5 Hire a commercial removals company
A Commercial Removals Company will have experienced staff and the necessary transportation that can ensure that your relocation is carried out in a professional, organised and timely manner. If you choose to hire professional movers, make sure that you receive a detailed quotation and references before committing to one provider. Once you have decided on a company, organise survey visits to the new and current premises and arrange parking and access rights for the day.
6 Inform customers/clients
Clients and customers will need to be informed where you are moving to as they may need to get in contact. If you have a mailing list, consider sending letters or emails to the clients. It would also be beneficial to update your website with the information and update your social networking channels to ensure that you give your customers the maximum opportunity to receive the communication.
7 Inform your suppliers
Equally important is informing your suppliers of the move. To ensure that there are no mishaps after the move, make sure to give at least two weeks of notice. You will need to inform them of:
- The date you are planning your move
- The new address
- New phone number
- New fax number
8 Inform bank and utilities suppliers
The last group of people you will want to inform is your bank and utilities suppliers. This includes your bank, building societies and insurers.
It is important to have a member of team responsible for all communications. They will be in charge of ensuring that all communications are received, and are on hand to explain the move should stake holders ask. Because of this they should have excellent written and spoken communication skills as well as being well organised.
9 Make it easier on the day
There are certain things that can be done to help the move go well on the day.
- Enlist willing staff to help on the day of the relocation
- Colour code boxes to show what it carries
- Draw up a floor plan to show what goes where
- Develop a time table to ensure everyone arrives where they should when they should
- If staff are involved they should be given a detailed map to show where they are going
10 Re inform clients and suppliers to ensure the message has gone through
Once the move is completed you will have to communicate the successful relocation with certain stake holders, including clients and suppliers to ensure that the message has gone through. Once again this can be done through printed letters or email marketing.
How can we help you move office?
House and Carriage are an office removals company based in Oxford. Our experienced staff form a friendly and highly organised team who are always happy to help. Since 2005 we have been delivering a highly professional service to businesses around Oxfordshire.
If you are a business in Oxfordshire who are looking for a commercial removals company and you like to hear how we can help you, please do contact us.We are always happy to hear from you if you have any questions →