We know that moving offices is a big job. It can be an overwhelming process that involves juggling budget and expectations, meeting deadlines and trying to keep everyone happy.
So many steps need to take place to complete your office relocation. To make the process easier for you, we’ve developed the ultimate office relocation guide to ensure you don’t miss a thing.
Making the Decision to Move
What is your reason for moving? Perhaps it’s time to improve your company’s image. Maybe you need a bigger space to fit more staff. Or the location you’re currently at may no longer be ideal. Whatever it may be, understanding the reason behind your decision to move can help you prioritise when picking a new office.
Is moving office the right option for you? In some cases, moving offices may not be necessary. If there’s not enough room for your staff at your current office or if it just doesn’t look modern enough, you may be surprised to see how a brand-new fitout designed and installed by professionals at your current premises can help optimise the space.
Be aware that the moving process can take up to eight months, depending on how large your office is, so once the decision to move has been made, start planning early!
Picking the Right Office Space
Once you’ve decided to move offices, the next step is to find the right premises for your business. These are a few questions that you should be asking yourself once you’ve decided that moving is the best choice for your company:
Where should the new office be located? With your budget in mind, consider the proximity of your new location from the CBD and your competition. Also, consider how easy it is for your employees and clients to travel to your new office and if parking or public transport options are available to them.
Should you buy or lease? This choice is far more complicated than choosing to rent or buy a house. Ultimately, this decision comes down to what’s best for your business, the amount of financial outlay you’re willing to part with and the long-term potential.
Where do you want your business to be in 5 years’ time? Keep the future growth of your company in mind and make sure there’s enough room available to expand, especially if you plan to stay there in the foreseeable future.
What office layout is best for your business? If possible, get blueprints or a floor layout of your potential new office so you can easily see how your workplace can be laid out once you move in. During this process, make a note of any areas that could use improvement. Whether it be a room that’s too small or the removal of excess storage, get advice from your fitout project manager on how any potential problems can be overcome.
Months Before the Move
So, you’ve signed a new lease! Time to start planning your move. Make the moving process as smooth and pain-free as possible by getting these necessary tasks out of the way well in advance.
Keep Staff Informed - Start by organising a team who is coordinating the move and schedule a meeting to get everyone on board. It’s important that the entire staff are informed, so they’re prepared by the time moving day rolls around.
Let Clients and Relevant Services Know About Your Move - Inform your clients, investors, vendors, delivery services, utilities and affiliates of your intention to move offices and confirm the new address and moving date with them. Remember also to cancel subscriptions and update your billing and delivery address with service providers.
Put Together a Move Kit - This moving kit should include:
- A tenancy plan with team members’ names written in their new spots and names of rooms (these names and room names are then written on boxes, furniture and equipment so that things can be easily placed in the new tenancy).
- A contact list for all people/contractors involved in the move.
- A program of when things need to happen (especially if it’s a large project with staged moves).
- A box, furniture and equipment register, so that everything is accounted for.
- Moving essentials including packing boxes, wrapping tape, bubble wrap or newspaper, name tag/room name sticker and permanent markers.
Book a Removalist - Removalists are invaluable as they can pack if needed, are flexible with hours and are experts with moving. Rather than trying to move yourself, it really pays to have professionals to help you with the moving process. Make sure you also get a rundown on the relocation protocol from the removalist and discuss any specific preparations with them beforehand so the move is as smooth as possible on the day.
Timing Your Move - Make sure moving day isn’t aligned with an important event or key company milestone that could be disruptive to the moving process. Try timing your move during a slow period for your business if possible, so there’s as little disruption as possible.
Minimise Down Time - Try to coordinate as much out-of-hours relocation as possible (e.g. with removalists, IT & phone transfers) to minimise disruptions and downtime for your business.
Speak with Your Fitout Project Manager - You may also want to consider getting a new office fitout completed before your staff move into the new space. If this isn’t possible, you may need to arrange for the fitout to be completed outside of work hours.
Spend some time liaising with your fitout project manager to determine the ideal space planning for your office. To do this, consider the departments or teams that need to sit in close proximity to each other and get some input from your employees to make sure they’ll be happy with the new layout.
Weeks & Days Before the Move
Clean and De-Clutter Your Office - Spring clean the office and scale down on unwanted items. Start with common areas first and leave the day to day office essentials until last. The big clean out project should be a team effort. Staff members should go through their desks, drawers, cupboards, fridge and pantry and empty them all out. Any items that should be kept but don’t need to be accessed before moving day should be set aside or placed into moving boxes.
Keys - New keys and key cards should be distributed to staff members who will be opening and locking up the new premises.
IT and Phones - Arrange to have your IT and phone lines transferred to the new premises so your phones, computers and internet are set up and ready to go by the time your staff are settled into the new office.
On Moving Day
Account for Unexpected Delays - On moving day, make sure you always over-allow time for the move as unexpected delays often arise.
Removalist Instructions - Make sure your removalist has clear instructions on where things should be placed in your new office. Someone from your business should always be contactable on moving day so that if the removalist has any questions or issues, they will have access to someone who can help with these queries and overcome them ASAP.
Change of Address - Change your address details on your website, social media, business cards and promotional materials.
After the Move
Once your employees and all the office furniture and equipment is fully relocated to your new destination, you may need to start the process of de-fitting your old premises. If you’ve made any changes to your previous residence while occupying it, you may need to revert it back to its original state before handing back the keys to ensure you get your bond back.
Make the Move Worthwhile with a Brand-New Office Fitout
Make the most of your new office by enlisting the help of our fitout experts. We know exactly how to make the most of your new premises.
At Future Fitouts, we deliver leading-edge commercial and retail fitouts for our clients across Brisbane, and by doing this, we empower businesses to achieve by transforming workspaces into inspiring environments.
Contact us today on 1300 368 461 to find out more.