Moving offices timetable

Follow this moving offices timetable to make your office move as straightforward and stress-free as possible.

Moving into a new office can be the start of an exciting new phase in your business’s development. However, over three-quarters (78%) of business owners and managers delay moving to new premises because of the potential pitfalls, according to research carried out by energy company E.ON.*

Like moving to a new home, moving offices can be stressful but, with effective planning and implementation, it doesn’t have to be.

3-6 months before moving offices day

Decide how you will move

If you’re moving from a home office to a rented office, you’ll probably be able to transport all your business-related files, equipment and materials to your new office by car or van.

If, however, you’re moving from one office to another and have a lot of furniture, computers, printers and other large items to transport, it makes sense to hire an office removal or relocation company to manage your move.

Obtain quotes from at least three companies before deciding which company to hire.

Fix the moving date and assign responsibilities

Decide on the moving date in conjunction with your removal company.

Agree who will be accountable for planning and organizing the move. As the business owner, will you be solely responsible, or will you take on most of the responsibility with one or more employees helping you? Alternatively, you could delegate responsibility to your office manager or another member of staff.

Ensure that each person involved is aware of their exact duties and the timescale involved.

2-5 months before moving offices day

Plan your new office

Measure your new office, make a floor plan and decide how you can make best use of all the space.

Will all or some of your current office furniture and equipment fit into the new space? If so, where will each item be placed? Mark its location on the floor plan.

Decide which pieces of furniture, equipment and supplies you’ll take with you and which items you’ll dispose of or sell before moving.

Discard unwanted items safely

Arrange for large items that you don’t need to take with you, such as outdated computers and printers, to be recycled, donated or safely disposed of.

Order new furniture, equipment and supplies

If you’ll need to buy new furniture, equipment and/or supplies for your new office, write a list of everything you’ll need.

Before ordering, ensure that the supplier(s) can deliver the item(s) on or before your moving date.

Organize utilities and services

If you’ll need to arrange for utilities to be connected and services, such as telephone lines and broadband connections, to be installed at your new office, gather quotes from various suppliers and decide which companies will be your service providers.

Arrange appointments for the new utilities and services to be installed and connected. Make sure the appointments aren’t too close to your moving date. If a supplier has to postpone an appointment, the utilities or services may not be fully in place when you move in. Give notice on the contracts for the utilities and services at your current business address.

Set up an IT relocation plan

Discuss with your IT department or outsourced provider how networking infrastructure can be installed in your new office, and how your systems can be disconnected at your old office and reconnected as quickly and as seamlessly as possible in your new office.

Agree an IT relocation plan in writing.

Plan to move non-standard items safely

Discuss with your office removal company how fragile, expensive or bulky items will be packed and moved safely.

3-4 weeks before moving offices day

Disseminate new contact information

Inform your clients, suppliers and everyone else you deal with of:

  • your forthcoming office move
  • the date of the move
  • your new address
  • your new telephone number (unless you’re transferring your current telephone number).

Provide alternative contact details, such as mobile phone numbers, so that your clients or suppliers can get in touch with you during the move, if they need to.

Update online contact details

Update your website with your moving date, new address and any other new contact details.

Your profiles on other online platforms, such as Google business listings, business directories and social media, also need to be revised.

Order new printed materials

If you have printed stationery and marketing materials, order new supplies that display your business’s new contact details.

Set up a business mail redirection

Arrange for your business’s mail to be redirected from your old address to your new one. You can download an application form from Royal Mail’s website.

Buy extra packaging materials

If you’re managing the move yourself or if you’ll need extra packaging materials, buy moving boxes, bubble wrap, packing tape and anything else you’ll need before moving day.

2-3 weeks before moving offices day

Sort, shred and archive

Sort through all paperwork. Shred and dispose of anything you don’t need to keep.

If necessary, set aside some older files for archiving or secure off-site storage.

Start packing

Begin packing items you don’t use on a daily basis. Ask your employees to do the same.

The day before moving day

Finish packing

Pack up everything that’s used daily. Aim to finish packing in the afternoon or evening of the day before moving day, except for large or bulky items that will be packed securely by the office removal company on the day of the move.

Ensure all boxes and cartons are labelled, sealed and ready to be collected on moving day.

Prepare for moving day

Will some employees need to help with packing equipment at the old office or will it make more sense for all or most of the staff to go the new office and start unpacking as soon as everything has arrived?

Let each person know where they should go in the morning.

Moving day – at your old office

Supervise packing and loading

Supervise the packing of bulky or fragile items. Make sure that your pre-agreed instructions are followed.

Ensure everything that you’re taking with you is loaded into the removal van.

Arrange office cleaning

Arrange for cleaners to give your office a thorough clean. Inspect afterwards to make sure everything is as clean and tidy as it should be when vacating an office.

Moving day – at your new office

Arrange furniture according to the floor plan

Make sure all desks, chairs and other furniture are placed in the correct positions according to your floor plan.

Set up and connect office equipment

Ask your IT person or outsourced provider to set up the servers and other IT equipment in their new locations in accordance with your pre-arranged plan.

Connect computers, printers, photocopiers, phones and other items of office equipment.

Unpack and add finishing touches

Unpack boxes and cartons. If necessary, find new homes for stationery and other items that are stored centrally.

Add finishing touches to your new office to fit in with your business’s image:

  • place your logo in the entrance or reception area
  • hang artwork on the walls in the boardroom
  • install a water cooler in a central location
  • ensure the kitchen is equipped with a kettle, fridge and microwave, and supplied with tea and coffee.

Plan your move to minimise downtime and disruption

Use this timetable to plan your own office move. Having a detailed plan in place minimises downtime and disruption, ensuring that your business moves offices as efficiently and smoothly as possible.

Reference

* http://www.fmj.co.uk/moving-premises-the-second-most-stressful-work-task/

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