Office relocation

Planning an office move is often a sign that your company has grown, or that your business needs have changed. It can be exciting – but it comes with a number of questions and concerns that are best tackled by having a clear office move project plan.

How to plan an office move

Before you get started with the move itself, you need to lay out everything your office relocation will involve.

That includes reviewing your existing lease to make sure end dates and conditions match your expectations, to avoid incurring any additional costs by moving too early or late, as well as getting quotes from moving companies and looking into moving insurance to protect your technology and any equipment.

It may also be valuable to put together an office move risk assessment to protect your employees and property.

It’s not just the move itself that you need to think about. Your new office will need kitting out, design, and maybe even new furniture and features. 

Exploring (or researching) potential fit-out partners can not only provide design input and the fit-out itself, but also help guide your move, assist with plans, and provide support with what you’ll need in your office relocation. A good fit-out company will have contacts who can get you great deals on the move! 

How to prepare for an office move

Before you get the moving date in the diary, you need to plan your actions for the office move itself. There are a few steps to take:

  1. Contact your fit-out partners or the new space for a plan of the office layout, if you don’t have one already.
  2. Decide on the layout and contents of the new office, based on the plan.
  3. Create an inventory of your current office.
  4. Coordinate with your fit-out partner or appropriate employees to determine what new furniture or items you’ll need in the new location.
  5. Place orders for any new supplies – taking care to order them to the right location!
  6. Get quotes and make payment for any storage facilities required if there’s a delay between your move out and your new move in.
  7. Get quotes for any cleaning services at your current office after you move out, and for the new premises prior to your employees moving in.
  8. Contact the new location to secure any access cards or fobs and any information your employees will need to use the facilities.
  9. Create a project plan for the move day, including emergency numbers and timings.
  10. Add in details about maintenance / day two works– and link to our maintenance / client focus page

How to communicate an office relocation

Once you’ve got your office move project plan in place, it’s important to communicate it to a number of parties.

The first step is giving notice to your current space to clarify your leaving date so there are no last-second mix-ups that might incur costs.

Once the date is confirmed, you should contact your team, the moving company, and any suppliers or partners who need to know about your new address to provide them with details on the move and the new information they need to continue with normal work.

What you need to do after an office move

Once you’ve successfully set up your new office space, your fit-out partners have completed any build work, and you’ve moved in, there are a few more steps to complete before you’re fully settled.

You need to take an inventory of the new space and make a note of any damage to report to the moving company, the fit-out partner, or the property manager, so you don’t incur any costs.

You need to make sure that any policies for insurance and contracts for your previous office have been moved over or cancelled.

Double-check all your payments to make sure that the budget is settled.

And most importantly, you need to welcome your team to the new space, providing them with keys, passes, and information that allows them to access the building and use it safely, with full details on emergency exits and safety regulations.

We’ve worked with several businesses on their office relocations, including The White Company in White City and XTX Markets in King’s Cross.