One of the most stressful things you can do, or so they say. But, really all you need for a successful move is organisation and a willingness to adapt. The stress comes from the process slipping into chaos. So, the answer is to keep control of the situation by planning every detail and allowing for flexibility if things occur that are out of your control. Trust me, we know we’ve just been through it!
So, in order to pass on the benefit of our wisdom this blog is a check list of things you need to think about when you are moving premises. The list can apply to any move of premises, home or office. It’s comprehensive, but you still may have items to add or delete depending on the size and type of business you have.
Where to begin?
First decide who will be in charge of the move. It is best to have at least two people who know all the essential details, contact names and numbers, move dates and so on. It’s also a good idea, depending on the size of your company, to have a regular meetings with your staff to let them know where you are up to in the moving process and what is required of them.
Decisions
Make the big decisions early:
• where are you moving to?
• when do you want to be in your new premises by?
• how much is the budget for the move?
Timetable
To ensure that everything is co-ordinated it is best to draw up a time table. This should include completion times for each task – taking into account lead times for transferring services, packing etc and the estimated time taken to complete each task. Items to consider will be:
• discussion with external companies, such as utilities, about completion times for transfer of services
• how long is required for overlap between the two offices as services are transferred and the physical move is completed
• time needed for completion of exchange of leases and other legal aspects as needed
• what date you wish to move
• when preparation for the move should begin
• when you need to be operational in your new premises
Budget
There are several factors you need to consider when thinking about the budget for your move:
• rent or mortgage payments
• service charges for the building and any taxes that may need paying
• deposit amount
• professional fees for legal issues or consultation
• removals
• updating business details on website, letterheads, new signage and so on
• relocation of IT and telecoms
• decoration and furnishing
• relocation or possible redundancy of personnel
Premises Criteria
Your new office will have to meet specific criteria. You need to think long and hard about what you require from your new premises. Depending on your budget you can either locate possible new premises yourself or you can employ a commercial property consultant to do the searching for you. Whatever method you choose you’ll have to take the following into account:
• location
• security
• size
• length of lease
• budget for purchasing or rent
• type of building
• car parking
• closeness to amenities
• health and safety issues
• access to public transport
Office Floor Plan
Once you’ve located suitable premises you need to decide what goes where. Getting this right can create happy staff and a successful business. Again, depending on your budget, you can do this yourself or employ a company to design and fit the office for you. You’d need to consider:
• how many private offices, board rooms you need
• location of staff working areas, desks or other equipment needed
• location and size of toilets, kitchen, store rooms and so on as per your requirements
• what refurbishment is required such as carpets, heaters, blinds, lighting, smoke detectors and extinguishers, kitchen equipment, air conditioning, water coolers and so on
• any wall or partitions needed
• storage space
• location of security systems and alarm
• location of printers, faxes, photocopiers and scanners
• location of computer servers
Installation Plan
Make sure you know what services and utilities need to be installed in what order, consider:
• internet connections
• computers, servers and networks
• gas, water, electricity
• security
• fire safety equipment
• cabling
• telephones points
IT and Telecoms
Working IT and telecoms are essential to the smooth running of any business. So, it’s vital that the phones, computers and any other necessary equipment is working on the day you move into the office. You’ll need to know:
• locations of and number of telephone points required
• locations of and number of power outlets for computers, printers, scanners
• cabling, hardware, software, licence, networking, installation and testing requirements
Notification
Tell everyone that needs to know about your re-location well in advance, such as your:
• utility companies
• bank, inland revenue, companies house, insurance companies
• telecoms provider – making sure you put a divert on the number for a designated time
• internet provider
• cleaning company
• post office – making sure you put a divert on the address for designated time
• suppliers and buyers
• equipment or car hire companies
Removals
No matter how big or small your business is, it’s best to budget for a firm of professional movers to carry out the relocation. There are a number of advantages to doing this, the main one being they have experience. The removals company may also supply you with packing materials and boxes or crates, advise you how to best label boxes, what to pack with what, how to safeguard delicate items so on. They should also be able to advise on how long they think the physical moving will take. You can then agree on start times, access to the premises and so on. You should provide them with:
• a floor plan
• detailed lists of furniture that needs moving
• clear address, entry and parking details for the new premises
• telephone and email details of their contact at the old and new premises
On Arrival
When you arrive at you new office there are a number of things you should do. You should:
• ensure the internal and external aspects of the premises are in the condition you expected, if not take photographs to record any problems
• check utilities, telecoms and IT are working
• have a member of staff present to ensure the removals company delivers items to the correct areas.
• have a member of staff check for and note any damage to items
• ensure there are some essentials available, such as tea, coffee, a kettle, hot water and toilet facilities
Use The Move
Use the move to your advantage:
• send emails or letters to all your customers advising them of your new contact details and why you think the move will be good for your business and good for them
• call your key customers and advise them that it will be business as usual during the move
• invite suppliers, contacts and customers to view your new premises
