Moving to a new office space is an exciting thing, but relocation is never an easy task to make. Many businesses have to move to a new office space at least once during their business tenure because of changing needs and preferences. Planning, preparation, and communication are critical objectives for a seamless process while moving into a coworking space or a serviced office. Fragment your plan into a series of simple tasks like any other process. There are several things to consider when moving to a new office location, which is why it’s a smart idea to create a detailed office relocation checklist before you make the big move. Let us discuss the office relocation checklist one by one -
The initial move: Ideally, if you’ve made your mind to move into a new space, then the very first thing you should consider is, planning from 6 months before your move.
- Review your current property lease; if you plan to leave early, it may cost you your deposit. In such a situation, there are chances that you may be considered responsible for any property breakage or damage (e.g. broken light fixtures, carpeting, electrical work or any office equipment, etc.) while making a move to a new office space. You must keep a check on this.
- Make sure you make a planning team, who will be responsible for the delegation of tasks and making a process successful from the initial stage to the end.
- Create a list of office spaces you desire to relocate and fit your budget. Start getting quotes from various companies and compare rates from at least 3-4 companies.
- Check if you need moving insurance for your equipment or machinery because if a single piece of your equipment is broken, it could stop your business operations and may hamper your business performance too.
- Set your moving budget at the initial stage, so you prevent overspending.
Communication: Once you have locked in your moving date, you must tell internal and external parties about the decision of upcoming office relocation.
- Notify your current property manager so you can let them know the lease termination date by giving an official notice.
- Notify all the members of the team about the moving date and new office address.
- Involve your internal team and create an action plan and deadline required while relocating.
- Assign leaders to coordinate the move, so each employee knows their responsibility and plans the tasks accordingly, and before time.
- Make sure that your employee, client and service provider list is up to date.
- It is vital to notify your clients, local partners, suppliers, etc., so they are updated with your new office address and relocating won’t impact project deadlines.
Also See:Furnished or Unfurnished Office Space Will Suit You - How to Decide?
Preparation: At the preparation stage, your focus should be on moving your office equipment from one office space to another.
- Before moving to your new office, get a detailed floor plan of your new office space so you can determine where to place equipment, desks, and furniture.
- If more furniture required, consult the furniture company and place the order.
- Look for power sockets, ethernet, and phone connections to immediately put a few significant items, so you don’t have to shuffle things around later. Arrange a cleaning service at your new office.
- Book parking space and elevators for the moving day.
- Finalise audit keys, access cards, parking passes and security for employees before moving day.
- Finish the pending sign process on any official paperwork, permits and licenses before the moving day.
Discontinue services you are using at your current office like cleaning or security facility, landscaping, etc. Do notify them about your relocation so they can terminate your services after you move.
Also See:Serviced Offices - Features and Benefits
Making a move: Before moving to a new office space, you need to be all set and prepared. Below are a few ways to ensure the moving process goes smoothly -
- Finalise plans with your moving team. Allow a budget of refreshments for the internal representatives and the moving team.
- Ensure that keys, access cards and security information are in place, so you don’t have to hustle at the last movement.
- Make sure you set up internet connection, IT services and phone connection well in advance so that you can get back to business as soon as you move into a new office.
- Make sure that representatives are assigned to take care that all the desks should be at the right places, and there should not be any confusion.
- Take a backup of your essential files and data as anything can be damaged during transportation.
Settling in: Now, it’s time for the final move. Give the final touches to the last few things remaining to be set up, and you’re done.
- Update the company website and new address as well as contact details.
- Create a new phone list and distribute it across all the departments.
- Go for a detailed premise check and report the damages (if any)
- Ensure your insurance has been transferred.
- Do confirm if any deposits are received from the old premises.
- Double-check that your old lease is terminated correctly, and your clients, partners, are notified of your move with the new address.
- Hand over new key cards, passes and keys to the department heads as well as employees.
- Tell your new address by issuing a press release.
- Check all invoices and payments.
If you have relocated successfully without any hassle, then it’s time to celebrate the moment. We hope that our list could help you to get organized. If you’re currently looking for a space to rent, we have perfect workspaces for you at My Workspace. Check it out today!
Also See:Top Things to Check For When You Do a Property Viewing