How To Plan The Perfect Office Move
It sounds like an easy job, doesn’t it? Moving office..
You just throw the desks in the back of a van and take them back out again at the new place, don’t you? In reality, carrying out the perfect office move is anything but easy...unless you plan everything meticulously.
There are lots of unexpected things which can crop up and throw a spanner in the works. Whether you are relocating to new office premises or just reorganising work spaces within your existing building, there are just so many things you need to think about.
Making an office move run smoothly takes a whole lot of organisation - but luckily we are here with some top tips to help you plan the perfect office move.
Start Planning Early!
It’s an old adage but it’s so true in relation to an office move. Fail to prepare, prepare to fail.
Start planning the office move way in advance of the day you actually intend to carry out the move. Depending on the scale of the office move, that could mean weeks or even months before the planned date. You certainly shouldn’t be counting in days.
Draw up floor plans of where everyone will be sitting after the move. Decide who will do what - and when they will do it. Will you need any new equipment? Can everything be done in one working day? Or is it best carried out over a weekend?
Ask yourself all of these questions (and many more) at the very first stage to make sure that everything falls into place further down the line.
Put Someone In Charge Of The Office Move
Office moves are best carried out with one person in overall charge of everything. Of course, they’ll need help to make everything run smoothly so they can, of course, assign subtasks to other members of staff.
But, trust us, with one person feeling like they have ultimate responsibility for getting the office move right, the process is more likely to work out perfectly.
Build An Internal Team Or Get The Professionals In?
Whether to build an internal team under the one person who is now in charge of the office move or get in a team of professionals to carry out the office relocation will depend on your own company’s particular circumstances.
Obviously it will be cheaper to carry out the office move with your own people, but will it disrupt their normal jobs? Do you even have the necessary manpower to carry out all the myriad tasks that you’ll need to do?
If you are moving to other premises, do you have the vehicles to transport everything? If not then you’ll need to compare the cost of hiring vans with the cost of hiring professional office relocators.
Weigh up all of the factors and then decide between your own team or a team of professionals. Like everything else with planning the perfect office move, this is a decision best taken early on in the process.
Whatever you decide about this, it’s a good idea to get the IT team involved at an early stage because they will no doubt have a lot to think about either way.
Ask Employees To Pack Their Own Things Up
Even if you are going to hire a professional team, it’s still best to ask employees to pack their own things up ready for the office move. hey know most about what things are important to them and should be included in the process.
It’s also a good time for everyone in the office to have a ‘clear out’ and get rid of any unnecessary items around their own workspace. It’s a waste of time and effort to relocate any desk paraphernalia and stationery which is surplus to requirements.
Update Stationery, Business Cards, Etc.
It might seem obvious, but it’s surprising how often this gets overlooked. If you are relocating to new premises then you’ll need the new address on all of your stationery, business cards, website etc.
Order all of these items from your supplier early so that the transition to new offices is as seamless as can be.
Who will be looking after your new premises? Are you moving into serviced offices or do you need to organise cleaners, maintenance, security, waste management? With all the logistics of the move, don’t forget to set up all the necessary services at the other end. We of course can help you with many of the FM services you will need.
Good luck with your office relocation!