Office Relocation Preparation Guide

Stage 1

• Inform your internet and telephone service providers of your move to ensure they can transfer your services on time. The majority of delayed office relocations are due to communications services not being up and running at the new premises
• Contact all other supply contracts, leases, and service providers (including your utility providers) to inform them of your move
• Speak with both your current and future landlord or building manager to find out about restrictions for the move, such as usage of lifts, if there are any restrictions on what times the moves can be conducted, etc
• Prepare an inventory of the items to be moved. Now is also a good time to look at your furniture, photocopier, document storage, etc. and decide if you want to move them or if you’ll be replacing them at your new premises
• Contact a specialised office removal company as soon as possible. The sooner you choose your removal company, the more likely you’ll be able to move on the day(s) you need to. Their advice about how to proceed with the move can be invaluable, as it is their field of expertise. Ideally, you should contact them two to three months before your move

Stage 3

This is the stage when everything is finalised and final preparations are made.

• Confirm crate delivery dates with your relocation consultant
• Allocate specific jobs to individual employees who are helping with the move and brief them about their responsibilities
• Check with your staff to confirm they’ve cleared all unwanted and unnecessary documents - have a central shredding deposit location so you can have your unwanted paperwork shredded when you move
• Confirm with your current and future landlord or building manager any policies or procedures which may affect the relocation schedule on your move date
• Inform neighbouring businesses in both your current and new premises of the move, allowing them to prepare for any disruption the move may cause (such as access for the removal trucks, lift requirements, etc)
• Inform your suppliers, customers and contacts of your new address, and arrange for your website to be updated with the new address at the time of your move
• Organise employees to take responsibility for communal areas
• Collate emergency telephone numbers and points of contact for all vendors associated with your old and new premises (such as utilities, building management company), along with everyone associated with the move
• Designate an area at your new premises for the placement of un-labelled crates and equipment
• Determine which employees will not be in work at the time of relocation, and arrange for someone else to take responsibility for the correct relocation of the absent employee’s belongings and work materials

Moving day

The big day has arrived – just a few more steps to go until you’re settled into your new business location.

• Ensure all employees are undertaking their assigned tasks and provide assistance if necessary
• Have a complete and thorough inspection of your old site with the move manager to ensure all labelled items have been relocated
• Visit your new business location and ensure everything has been delivered and placed as you'd like
• Ensure all utilities, telephone, and internet broadband services are working correctly
• Have a well-earned cup of tea, and start to unpack

Questions?

Our team is happy to answer your questions and help you with preparing for your relocation. Take advantage of our expertise and have the best office relocation possible. Contact us today or ring 0845 077 2825 - we're here to help.