The Step-by-Step Office Relocation Checklist

How we work has changed and potentially changed for the better as more businesses become more open to different ways of working. Whether relocating to different workspaces or accommodating a hybrid workforce, you and your business must be well-prepared for the move. So, if you’re considering moving to a serviced office or coworking space – remember two things, communication and preparation are key.

Some people may be excited about moving back into the office, whilst some may find the change a daunting process, but that’s okay because there are a few steps you can take to keep things moving as smoothly as possible.

And that’s where we’re here to help – discover our handy guide to help you make a move without unnecessary stress.

Step One – First Things First

Once you’ve decided to make a move, start taking care of the first steps and doing this 12 to 18 months before your moving date would be best.

1. Review your commercial property lease. If you are planning to leave early, it may cost you your deposit. You may also be responsible for any breakages or damage to the space that might occur during the move. Make sure you’re in the know.
2. When choosing a new space, consider your business’ sustainability and growth needs. This includes workspace design and tech requirements and how these will benefit your people
3. IT, data, computers, and connections- consider how you will relocate your electrical equipment and IT without affecting and slowing down the workflow.
4. Put together a planning team who Agen Baccarat Online can delegate tasks and be responsible for the moving process
5. Start getting quotes from a variety of moving companies to find the best available service and value for money
6. Find out whether you need moving insurance for necessary equipment and machinery
7. Set your moving budget to help prevent overspending
8. Get a detailed floor plan for your new space
9. Measure the new office space and plan how you are going to lay things out
10. Office relocation plan – do you have the resources to pull off a seamless move? Whether you’re moving into a coworking or new office space, having a structured program is essential to prevent any disruption to the business.

Step Two – Communication

Once you’ve confirmed your moving date, you must let internal and external parties know about your upcoming relocation.

1. Notify your current landlord and property manager, and give official notice
2. Notify all your team members of the moving date and new office address. You may also want to explain the reason for the move, the benefits to your team member and the changes it may bring about in their day-to-day routine
3. Start a master list of people you need to send a change of address to
4. Make sure all team members know what their responsibilities will be ahead of time
5. Make a reservation with your chosen moving company
6. Notify local partners, affiliates, and suppliers about the upcoming move, especially those who will be affected by your change of address and contact information

Who to send a change of address notice to:

• Clients and partners
• Service providers and suppliers
• Any professional organisations you belong to
• Statutory bodies (such as HMRC, Companies House etc.)
• Any accounts departments
• Your Internet service provider
• Banks and financial institutions
• Insurance companies
• Telephone company
• Foodservice or bottled water providers
• Stationery services
• Service companies for photocopiers or printers
• Any additional benefits your company makes use of

Step Three – Preparation

Now it’s time to consider the logistics of moving all your office equipment from one space to another.

1. Create an inventory of existing office furniture
2. Consult with a furniture company for any new furniture you might need
3. Place orders for new furniture and stationery if needed
4. Arrange external storage facilities if needed
5. Assign colour codes to each department. Work on a detailed floor plan and allocate colour-coded stickers to each department section
6. Assign each team member a number, and add that corresponding number to their desk and equipment
7. Clearly define and name communal spaces on your new floor plan
8. Sign any official paperwork, permits and licenses
9. Book parking space permits, local licences and elevators for the moving day if needed
10. Arrange for cleaning services at your current office and the new premises
11. Finalise access codes and security for the new premises
12. Send a detailed floor plan to your movers, or arrange a meeting at the new premises if needed
13. Create a detailed moving day plan for your staff to follow
14. Draft a list of emergency contact numbers for everyone involved in the move, elevator maintenance, and building management.

What should your planning team focus on at this stage?

• Assign a member of each team to oversee their department’s packing responsibilities
• Decide on packing procedures and layout
• Draft directions to the new location, including instructions on parking, public transport etc
• Put together a “moving pack” for each staff member, including their allocated desk number, colour code, and information about the new location
• Determine a standardised way to label laptops, screens, hard drives, keyboards etc. and make sure all staff are informed
• Ensure that everyone takes home personal belongings and devices
• Decide which representatives will stay at the current location until the last moving truck has left and who will be going to the new place to supervise
• Arrange for each department to empty and pack or seal their filing cabinets etc
• Ensure that colour-coded signs and desk numbers are laid out and marked in the new space
• Ensure that keys, access codes or tags and security information are all available

Step Four – Making the Move

Once moving day arrives, you should be feeling well-prepared. Here are some more ways to ensure everything goes smoothly on the big day

1. Speedy Internet/Wi-Fi access should be a top priority. Book a date for telephone lines and systems to become operational
2. Arrange for the installation of new IT systems
3. Ensure that representatives are available to ensure all the colour-coded items are placed in suitable locations, and all desks are in the right places along with their numbered boxes.
4. Allow a budget for refreshments for the moving team and internal representatives
5. If needed, arrange to have the air conditioning on during the move
6. Keep your emergency numbers close at hand, either as a printout or a list stored on your mobile phone
7. Set up a planning committee to put together an office-warming party.

Step Five – Settling In

The big move is over! Now it’s time to get the final few things set up, so you can get back down to business as soon as possible.

1. Ensure that all areas are clearly defined and demarcated for staff to see
2. Set up all computers and tech equipment
3. Set up telephone lines and systems
4. Update the company website with new contact information
5. If needed, create a new internal contact list
6. Distribute new internal contact lists and department locations
7. Perform a detailed check of the premises, and report any damage to the moving company if needed
8. Make sure your insurance has been transferred
9. Ensure that any old leases have been wrapped up
10. Confirm that any deposits have been received from the old premises
11. Collect all passes, key cards and keys for the old premises and make sure they are returned
12. Hand out new passes, key cards, and keys for the new office
13. Check all invoices and payments
14. Issue a press release about your change of address
15. Add a special touch by leaving a “welcome pack” on each team member’s desk, with their name, job title, a welcome note, and some treats to get them through a busy day.

Congratulations, you did it!

If you’ve made it through an office relocation without too much stress, it’s time to pause and celebrate. We hope our list helps you get organised. If you’re currently searching for office space for rent, our Instant Offices experts are on hand to help you weigh up all the pros and cons of various areas, from serviced offices to shared spaces worldwide.