3 December 2019/ rent_office_guide

The Step-by-Step Office Moving Checklist

Moving to a new office can be a stressful experience; it’s never just about hiring removal workers to transport your furniture and equipment. From booking an office cleaning service to notifying clients, setting up utilities to reserving temporary storage space, there are many tasks to complete as you prepare to make the move.

If you want to make sure the process runs as smoothly as possible, you’ll need to be on top of your move schedule and make sure no elements are missed off. That’s where we come in; we’ve created this checklist and split it into timeframes to help you organise your move.

4-6 weeks before:

  • Decide on a date for the move, making sure no key players are on annual leave
  • Discuss the move with your team and give them the chance to contribute ideas and voice concerns
  • Get quotes from a number of removal companies and choose one that offers good value for money
  • Create a detailed floorplan of the new office and work out where everything will go
  • Send your completed floorplan to your movers
  • Work out whether you’ll need any extra furniture or equipment
  • Work out whether you’ll need to book space in a temporary storage facility during the move
  • Think about how you’ll renovate and/or furnish the new office by creating mood boards and picking a colour scheme that reflects the business and promotes productivity
  • Consider making sustainable choices here. From using energy efficient lighting and non-toxic paint to recycling points and furniture made with high proportions of recycled material, there are plenty of ways to reduce your environmental impact.
  • Take the decisions you’ve already made to create your budget for the office move
  • As well as the removal fees, remember to factor in the cost of rent, deposits, service charges, taxes, insurance, utilities, property maintenance, the office fit-out, new equipment, furniture assembly, temporary storage, waste disposal, restoring the old office, mail redirection website updates.

2-4 weeks before:

  • Let your current landlord or property manager know the exact date you’ll be moving out
  • Sort the paperwork and obtain any permits, licences or insurance you need
  • Sort utilities and other arrangements like phone lines, business rates and IT installations
  • Compare the costs of new furniture and supplies from different retailers and order new items
  • Book temporary storage space if you need it

3 weeks before:

  • Create a new office seating plan and hand it out to the team
  • Create an employee information sheet covering essential details such as the move date and new office address
  • Notify other relevant individuals
  • You may need to contact clients, business partners, suppliers, banks, insurance firms, accounts departments, food service companies, broadband and telephone providers, and any other organisations you work with.
  • Get in touch with your IT company and make preparations for the move day

2 weeks before:

  • Create a comprehensive plan for the day and assemble a team who can oversee the move and delegate tasks, and appoint leaders who can supervise groups of employees
  • Decide which team members will supervise activity at the old office and which ones will travel to the new one
  • Make sure the removal company has confirmed it’ll be there on the day and they know where to park
  • Book parking spaces outside both offices (if necessary and possible)
  • Arrange for mail and phone calls to be forwarded to the new office

1 week before:

  • Buy moving insurance to cover valuable furniture or equipment
  • Start collecting keys for your current office and make sure you have all the security information ready to give back to the landlord or property manager
  • Get the keys to the new office and get any security codes
  • Arrange some form of security for both offices on the move day
  • Arrange an office cleaning service for after the move
  • Create a moving pack with directions to the new office and information about public transport, parking spaces and how to get into the building
  • Create a list of emergency contact phone numbers for key people
  • Donate any furniture, equipment or other supplies you don’t want/need
  • Get rid of unwanted files and paperwork by scanning them onto computers and/or shredding them
  • Set up categorised bins and recycling points so people can responsibly dispose of any extra rubbish on the day
  • Work out how you’ll catalogue and pack everything from computers to paperwork to kitchen supplies
  • Book a food delivery service for the move day with vital supplies like milk, coffee and tea
  • Put together a team to organise an office-warming party once you’ve settled in the new space

On the day:

  • Make sure your phones and laptops are charged and working
  • Make sure you and key team members have the list of emergency phone numbers at all times
  • Make sure the air conditioning is on in both offices if it’s hot weather
  • Make a note of gas, electricity and water metre readings to send to the utility providers for your final bills. You should do the same for the new premises to ensure you are not overcharged for utilities.

After the move:

  • Make sure you’ve sent all keys back to the old landlord or property manager
  • Make sure you’ve received your deposit back from your old landlord or property manager
  • Check your utilities and any other contracts have been terminated
  • Check your insurance has been transferred to the new property
  • Distribute keys to the new office among your employees
  • Check over the property closely and make a note of any damage to give to the landlord, property manager or removal company
  • Get in contact with your IT team to solve any computer/phone line issues
  • Update your list of office phone numbers and hand it out to the team
  • Update the business website to replace your old contact details
  • Publish a press release with details of your office move and new contact information
  • Give each employee a welcome pack with any other important information and a few treats to thank them for their help and patience during the move

By working through this checklist, you can make sure the day runs without a hitch. There’s no getting away from the fact that moving to a new office is a huge undertaking and can be very stressful. But, by outlining your tasks clearly at the start of the process and ticking them off methodically, you’ll put yourself in the best possible position.

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