Moving house is said to be one of the most stressful events in a lifetime. The same is probably true of moving offices. We don't have to learn by our mistakes, as with a little planning and attention to detail, the move can be, if not perfect, at least a smooth and virtually worry free operation.
There's no 'right time' to start planning. Some actions may be taken very early on in the proceedings. You can't plan 'too far ahead'. Involve your staff. A trusted member will be invaluable as co-ordinator for the office move and almost all employees will be willing to help however they can. It's in their best interests to aid the smooth transition from one office to another.
Who needs to know that you are moving?
Make a list including any reference or account numbers and contact 'phone numbers.
Utilities - water, gas, electricity and 'phone
Banks and Insurance companies
Suppliers of goods and/or services ie couriers
Local government bodies/councils regarding local taxes, rates etc
National government regarding income tax, national insurance etc
The list may be added to as necessary and a template produced in readiness for when the moving date has been confirmed, when letters or emails with the new address details may be sent out to the appropriate recipients.
Communications:
Is the move a good time to consider upgrading your hardware and/or your software?
You could trade in the old fax machine for a super duper multi functioning piece of equipment and lose clunky monitors in favour of more modern flat screen varieties.
Laptops may be used as an interim measure should there be any delay in your new office computers being commissioned.
Check out the new premises to consider how the communications systems will be applied.
Space planning:
Are you taking your old office furniture to the new location? It may be time to consider the purchase of new office desks, chairs and storage systems.
You may need a reception counter at the new office with soft seating and low tables.
Partitioning and office screens are also a consideration.
Measure your space in advance for a painless transition.
When you have your moving date:
Send out letters and emails previously mentioned.
Book your removals company and ask for packing materials
When packing the office 'belongings', label them carefully, along with larger unboxed items with their new office location ie which floor or for who's attention etc
Ensure that access to the new premises is good on moving day. Consider parking restrictions, use of goods lifts etc.
Finalise delivery of any new office furniture, computers and communication systems.
Familiarise your staff with the new premises, issuing any instructions, keys or codes
Finally, when moving day arrives, and all runs to plan but energy levels are low - make sure someone knows where the kettle and tea making things are!
Andrew Spencer
http://www.londonofficefurniture.co.uk
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