7 Stages to Relocation
We’ve identified 7 key phases to an office move that can be mapped onto a timeline. The timeline below works on the assumption that you are planning your move with at least six months to spare.
If you have less time, you’ll still want to account for each of the steps below, you’ll just need to step up the pace!
1. 6 Months + - Immediate Actions
First up, is the where, what, how and why.
- Why are you moving? This isn’t a decision to take lightly, so whether you’ve been forced to move or have seen an opportunity not to be missed, clarify the reasons. The next article may help you see other benefits to relocating.
- What type of property will best fulfil your current and future business needs? Consider the space needed for offices, storage, operational facilities and staff facilities.
- Where are you moving to? So where is the ideal location for your business, considering employees, customers, suppliers and your budget? Is it important to be close to transport links or partner organisations?
- Who will take ultimate responsibility for overseeing the move? It’s time to select a project manager for the move.
With these steps mapped out, you can begin the property search.
2. 5 Months + - Audit
Now is a good time to take stock of everything the business currently owns and everything you need to add to your resources to future-proof the business.
- Audit what you already have. This is also a good time to declutter. If you have office equipment that is no longer required, donate it to charity. Organise clearance of obsolete items and send old documents for shredding.
- Plan how it’s all going to fit into the new office space. Use accurate measurements to design the new work environment.
- Make a list of what you need for the move and the new office space and get it ordered. This might include partitioning, cabling, security equipment, machinery, a VoIP phone system or a new kettle for the kitchen.
- Inform employees and ensure you comply with HR legislation relating to relocation.
3. 3 months + - Logistics
This is the time to arrange all of the specifics. It’s close enough to the move date to lock in prices with suppliers, but not too close that everyone will be booked up. Engage with your IT supplier, movers, insurers and anyone else crucial to getting you on the move.
- Get quotes from removal companies
- Plan IT requirements for the move (incl. telephone and internet)
- Gather insurance quotes
- Inform suppliers
At this stage, you should have a schedule in place and can brief your employees on the plans. Recognise that change is a challenge for all and some may need time to get to grips with it. Be open to answering questions and listening to ideas or concerns that they may raise. The more you involve employees in the process, the easier it will be for everyone to adapt.
4. 1 month + - The Specifics
A month before move day is a milestone. Take it as your final warning to prepare any significant items that haven’t yet been taken care of. Forgotten to agree on details with a supplier? Do it now.
Also, get specific with the new office plan and what will go where. Revisit the itemised list of equipment you created and make sure it does indeed fit into the new space.
- Confirm dates with employees and suppliers
- Give notice to all utility providers
- Map out the new location
- Start boxing up items, remembering to label everything
- Notify the Post Office of change of address and set up mail forwarding
5. 2 weeks prior – Backup
By now, all of the details of the move should be in place. Work with your IT partner to make sure that your data will be stored safely and represents an up-to-date backup of all of your current pieces of work. Then start safely packing the final items to clear the workspace and leave it in the condition stated in your lease or contract.
- Backup all data
- Pack up office furniture
- Clear & clean the space
6. Moving day
On the big day, there’s one job: make sure everyone knows what they should be doing and where they need to be.
- Give clear roles
7. Post-moving day - Checks
Finally, after the move, the work hasn’t finished. It’s time to ensure everything is on track.
- Check that all systems, machinery and equipment are properly set up and operational
- Ensure that important files are accessible
- Check and submit utility readings
- Ask your employees if they have everything they need
In addition, don’t forget to let your contacts know you’ve moved! This includes updating your website contact information and Google My Business, sending out an email to customers and suppliers, changing details on your invoices and maybe a few social posts too.
If you are planning an office move and would like a copy of the complete Office Relocation series, or need support with handling the IT infrastructure we can assist. Contact us today to find out more.
