Our way of working has forever changed, and more businesses are thinking about moving into a different type of workspace or accommodating hybrid or remote teams. Whenever you prepare for office relocation, you’ll want to ensure minimal disruption during the move. Whether you’re moving to a co-working space or a serviced office, planning, preparation, and communication are important. It can be challenging to move offices, but there are steps you can take to make sure everything runs smoothly. Check out our handy guide to make the move as seamless and stress-free as possible.

  1. Plan
  2. Communicate
  3. Prepare
  4. Make The Move
  5. Settle In

Step One – Let’s Get Started

Start taking the first steps as soon as you have decided to move. It is ideal to start doing this 12 – 18 months before you move.

  1. Take a look at the lease for your commercial property. You might lose your deposit if you leave early. Any breaks or damage to the space that might occur during the move may also be your responsibility. So make sure you’re informed.
  2. Be mindful of the sustainability and growth needs of your business when selecting a new space. Think about workspace design and technological requirements, as well as how these will benefit your employees.
  3. COVID-friendly safety protocols should be considered. Can the new space accommodate social distancing and additional hygiene/ sanitation measures?
  4. Establish a moving team that can delegate tasks and be responsible for the whole process of moving
  5. Get quotes from several moving companies so you can find the most affordable and effective service
  6. If you plan to move machinery or equipment that is important, look into moving insurance
  7. To avoid overspending, set a budget for your move
  8. You should inform your IT department about the move and what technology is needed for the day
  9. Plan your new space with a detailed floor plan
  10. Measure the new office space and decide how to arrange the space

Step Two – Communication

Once you have confirmed your relocation date, it is important to inform internal and external parties as soon as possible.

  1. Give your current landlord or property manager official notice of your departure
  2. Make sure all team members are aware of the move date and new address. Additionally, you may want to explain the reason for the move, the benefits, and how it may affect the daily routine of your team member
  3. Make a list of all the people you need to notify of a change of address
  4. Ensure that everyone knows what their responsibilities are before the event
  5. Book your move with your chosen moving company
  6. Make your change of address and contact information known to all local partners, affiliates, and suppliers, especially those who will be impacted.

The following people should be notified of a change of address:

  • Clients and business partners
  • Suppliers and service providers
  • Any professional organisations you are a part of
  • Governmental bodies
  • Accounting departments
  • Provider of your Internet service
  • Financial institutions and banks
  • Companies that provide insurance
  • Companies that provide telephone services
  • Providers of food or bottled water
  • Services related to stationery
  • Photocopiers and printers service companies
  • Additional services that your company utilises

Step Three – Preparation

It’s now time to think about the logistics of moving all your office equipment.

  1. Create a list of existing office furniture
  2. If you need new furniture, consult a furniture company
  3. Order new furniture and stationery if necessary
  4. If needed, arrange external storage facilities
  5. Each department should be assigned a colour code. Prepare a detailed floor plan and assign colour-coded stickers to each department
  6. Each employee should be assigned a number, and the corresponding number should be placed on their desk and equipment
  7. Plan your new floor plan by clearly defining and naming communal areas
  8. Sign any official documents, permits, or licenses
  9. If necessary, reserve parking permits, local licenses, and elevators for the move day
  10. Organise cleaning services for your current and new offices
  11. Finalise the access code and security measures for the new facility
  12. Provide your movers with a detailed floor plan, or arrange a meeting at the new location if necessary
  13. Make sure your staff follows a detailed moving day plan
  14. Ensure everyone involved in the move has all the emergency contact numbers, as well as the elevator maintenance and building management.

At this stage, what should your planning team focus on?

  • A member from each team should be assigned to oversee the packing process within their department
  • Establish packing procedures and layout
  • Detailed directions to the new location, including parking instructions and information about public transportation should be drawn up
  • Provide each staff member with a “moving pack” containing their desk number, colour codes, and information about their new location
  • Establish a standardised way to label laptops, screens, hard drives, keyboards, etc., and make sure all staff members are aware of it
  • Make sure everyone takes their belongings and devices home
  • Make a decision about which representatives will remain at the current location until the last moving truck leaves and who will be going to the new location to supervise
  • Make sure each department gets its filing cabinets cleaned out and packed or sealed
  • In the new space, colour-coded signs and desk numbers must be clearly displayed and marked
  • Make sure that keys, access codes, and security information are readily available

Step Four – The Move

Moving day should come with you feeling well-prepared. Take a look at these additional steps to make the process go smoothly.

  1. Access to fast Internet/Wi-Fi should be a top priority. Establish a date when telephone lines and systems will be operational.
  2. Plan the installation of new IT systems
  3. Assure that representatives are available to help coordinate the placement of all the colour-coded items and the placement of all desks and boxes in the right place.
  4. A budget should be set aside for refreshments for the moving team and internal representatives
  5. Consider turning on the air conditioning during the move if necessary
  6. You should keep a list of emergency numbers handy, either as a printout or stored on your mobile device
  7. Form a planning committee to organise the office-warming party.

Step Five – Get Settled

Moving day is over! Now it’s time to set up the last few things so you can get back to working as soon as possible.

  1. Clearly define and demarcate all areas for your staff
  2. Install all computers and tech equipment
  3. Configure phone lines and systems
  4. Add new contact information to the company’s website
  5. Set up a new list of internal contacts, if necessary
  6. Distribute a new list of internal contacts and department locations
  7. Make a thorough inspection of the premises, and notify the moving company of any damage
  8. Verify that your insurance has been transferred
  9. Make sure all old leases have been terminated
  10. Verify that any deposits from the old premises have been received
  11. Make sure all passes, key cards, and keys for the old premises are returned
  12. Distribute new office keys, keycards, and passes
  13. Make sure all invoices and payments are up to date
  14. Make a press release announcing your move
  15. Give your team members a special welcome by putting a welcome package on their desks, with their name, job title, a note and some treats to get them through the day.

You did it! Congratulations!

It’s time to pause and celebrate if you’ve survived an office relocation without too much stress. We hope our list has helped you get organised.

You shouldn’t be concerned if this makes you nervous about moving. Bambisana does ALL of this and much more. Contact us today and we will take care of your big move for you.