When it comes to moving offices, whether you’re in need of more space for your expanding workforce or are looking for more suitable premises, there are a number of things to consider before, during and after the move.
Moving offices is not like moving home – there is much more to consider, not least the impact the move will have on both your business and your employees, as well as how much downtime you can afford.
As a result, it’s vital that the transportation and relocation of your business is smooth and that it causes as little disruption as possible. Of course, all furniture, stock and equipment, as well as files and data, should be transported as safely and securely as possible, and you should ensure that the company you choose is able to provide their services as cost effectively as possible.
With this in mind, here are some top tips to consider when you’re looking to move offices or commercial premises:
Planning
Thoroughly planning your move is essential. Your moving strategy should include a floor plan for the new office, so that the removers know the exact destination of each piece of furniture and equipment, and all employees should be made fully aware of their responsibilities before, during and after the move. Depending on the size of your business, you should be planning your move at least 3 months in advance, if not before.
Not only does this allow you to properly catalogue and prepare all items of furniture and equipment for the move, it also means that your staff will be fully prepared for the moving day. Plus, it allows you to complete any work so that no major deadlines fall during the transitional period.
Most removal companies will arrange to relocate your office at a time that’s convenient for you – often at a weekend – so that any negative impact on your staff and revenue is kept to an absolute minimum.
Relocation Team
Any move can be a stressful experience, and commercial removals are no different. It’s always a good idea to organise a relocation team, made up of your employees, who are there to provide help and guidance to both the removal company and your other members of staff during the move.
Ideally, the relocation team should be headed up by someone with responsibility, but who has the time to devote to the removals project. This person should be supported by other people from across the company, so that you have a team of people ‘on the inside’ (so to speak!) who can deal with all aspects of the move.
Back-up Data
This seems obvious, but it’s essential that all data and important documents, whether electronic or otherwise, are safely and securely backed up and filed away. All old, unwanted or out-of-date information should be shredded and disposed of in a secure way.
All hard drives, computer disks and other electronic equipment should be transported in a safe and secure way so as to avoid any damage. When discussing your move with a removals company, ensure that you mention any sensitive or important data or equipment you need to transport. They will be happy to help.
Also ensure that your clients and suppliers are informed of where and when you’ll be moving, and that they have an up-to-date address and phone number for when the move is complete.
Office Relocation Checklist
Making a list is often the best way to keep track of just what’s needed and when, and it’s particularly useful during a move. It can allow you to catalogue all of your essential equipment and files, as well as what should be happening when, and it’s something you, your staff and the removal company can refer to.
Above all though, a office relocation checklist can simply provide you with a means of making sure you don’t forget anything!
Use a Removal Company
It can be tempting, particularly if you have a small office, to undertake the move yourself – or with the help of friends and employees – but this isn’t advised. Not only could it cause health and safety issues, it could also cause you to lose valuable time.
Using a professional and knowledgeable company with experience in all aspects of commercial removals can help you save time, enable you to get everything done within a set time scale and with the minimum of disruption, and can be value for money.
At Barnes of Lincoln, we provide commercial removals and business relocation throughout Lincolnshire and Newark, as well as the rest of the UK and Europe, and offer a wide range of affordable options that are suitable for all sizes of business and types of property.
All of our staff are fully trained by The Movers Institute, so you can be sure that we have what it takes to move your business safely and with the absolute minimum of downtime. Plus, all of our services are customised around your requirements, your business needs and your location, so you get the price, time and vehicles that are most suitable for your needs.
So if you’re planning an office relocation anywhere in the UK or Europe, please don’t hesitate to get in touch with the team at Barnes of Lincoln
