Posted on: 24 May 2016
If you’re preparing to move your office, then there may be a few things that you have yet to consider. As part of Premierline’s moving premises guide, the commercial removals professionals at comparemymove.com have written a guest post to explain how to move your office with as little stress and disruption as possible.
As many of us have experienced, moving house can be notoriously stressful, but moving business can be a whole lot worse. When you move house you can take a few days off work to make it easier, but when moving office... you can’t take a few days off work and it’s very hard to shut the business for a few days too.
We’ve put together ten things you do not want to forget when relocating your office, from things that may be quite obvious to those things that have completely slipped your mind... as well as those nice added touches that make the office relocation easier for everyone.
Take the time to talk to employees
Your employees and members of your team will have got used to the daily commute to and from work, they’ll be used to getting lunch round the corner or the special parking spot that they feel belongs to them so you need to make sure you discuss the move with your employees. It may affect some workers more than others as it could add to their commute that may already a long journey so it’s important that you take in the views and opinions of others.
Check Your Tenancy Contract
Before moving office, check the tenancy agreements that are in place. This contract will tell you when you can move out and if you have to stay for a set period. It will also tell you how you need to leave the property. There may be an itinerary of the items in the property so you may have to leave those cups, saucers and the office plant there to ensure you get your deposit back. When you get to your new property make sure you go through the documents there too, to ensure its all in hand and you have everything you should have.
Create a schedule showing how long the move will take, when the office removals company will arrive to load your items and when the items need to be packed by. Make sure that the staff are aware of what you expect from them and ensure that the move will not affect any tight deadlines they have to work with. Ideally you want minimal down time for your business, aim to finish all important projects before you move out and don’t take on any until you are fully settled in the new office.
Think About The Techie Side
Speak to suppliers about phone lines for the new office and how you would like them set up; make sure you have enough phone lines into the business. You need to make sure you have the internet set up in time for your move too. Think about the layout of the office and where desks will go and if phone cables and plug sockets can reach. Maybe get a qualified electrician to view the office and offer advice and guidance.
Research Office Removals Companies
Choosing the right office removals company can make a huge difference to your office move. They will view your office and see what you have that needs moving so they can ensure they have the right sized vehicle to help move your items. Some removal companies will even help package your items for you, or work out of hours to provide a stress free office move for your business.
Cancel Those Recurring Bills
Think about the monthly direct debits like water or electricity, the ones that come out automatically – they need to be cancelled before you move or you’ll be paying for the next tenant’s electric and water and they certainly won’t complain about that.
Redirect Your Mail
Speak to Royal Mail about redirecting your mail and tell all your customers and suppliers that you are moving. A standard group email can do this quite easily, but you will always have someone that forgets you have moved or doesn’t see your email, so make sure you set up a mail redirection service with Royal Mail which they can offer for a small fee and will save you a lot of ‘lost mail’ stress.
Other things you might forget
Don’t Forget The Left Over Lunch
Make sure you check the fridges, cupboards in the kitchen, and the desk drawers for left-over lunch. The last thing you want is to turn off the fridge in your old property and bad smells to linger. You don’t want to take that old mouldy tuna sandwich that’s been in the fridge for weeks to the new office, so grab a bin bag and throw away all the left-over lunches and snacks that haven’t been eaten.
Make A Song and Dance Of It
We don’t actually mean that you should make up a song and dance about your move, but instead use it as publicity. Moving to a bigger office or an office nearer town is an excellent reason to celebrate, so why not write a blog about it, send an article or press release to local newspapers and business magazines too. Make your office move big news.
Please The Neighbours
This is a two-sided coin but it’s a brilliant one. Take sweets to your new neighbours, ideally branded sweets or some sweets with your business details. When you take them round you’re saying that you’re sorry for the noise as you move in, explaining it shouldn’t take long and to let you know if there are any issues. At the same time, you’re making a good impression by saying you are the friendly neighbours and can introduce your business... would they like to be your newest client?
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