Moving to a new office can go from exciting to daunting all too quickly. Whether you’re scaling up or downsizing for efficiency, moving in or out of the city, there are a lot of components to take care of. So if you find yourself in the position of coordinating the office relocation, follow these tips to make the process go as smoothly as possible. Its important that you evaluate all costs before making the decision. Most leases have service charges, Utilities & Business rates on top of the lease rents.
1. Plan well in Advance
Start planning your move 4-6 months before you actually want to make transition. Evaluate what needs to be moved and decide what you can throw away or donate. Otherwise, you may find yourself scrambling at the last minute. You will also need to give notice if to your current landlord.
2. Assign a Project Manager
Organised and efficient project manager who can facilitate and follow up on each step to ensure that things are progressing. It can be your administrative assistant or stick to one trustworthy member of staff and make sure they have capacity to dedicate their time to the office move.
3. Be ready if things go wrong
Disaster plans are never fun to think about, but couldn’t be more important when making a change as big as moving. Make multiple backups (preferably hard copies as well as in the cloud) to ensure your data is protected and ready to be restored if necessary.
4. Get help moving your IT
IT interruptions equals business interruption, enlisting specialized assistance, as far in advance as possible is definitely worth it. An IT specialist can determine what is needed at your new office and develop a step-by-step- procedure for moving day.
5. Research to find the Best moving company
Searching and getting quotes from at least three or more professional moving companies before making your move. Ask around for recommendations of moving companies that have experience with office relocation and make sure you only hire a company with a proven track record of success.
6. Make a list of online address changes
Notified your vendors and clients of your new address, make sure you also have a plan to update your online presence, including:
• Website’s Contacts and ‘about us’ pages- if you have privacy policy and terms & conditions pages, be sure to change the address as well.
• Social Media profiles- Plan to update Facebook, Google +, Instagram, Twitter, and any other social media sites.
• Domain registration information- This behind-the-scenes website Info is often overlooked in a move, and must be updated through your domain registrar.
7. Tell HM Revenue and Customs /Companies House about any changes in your business
You must inform HMRC if certain things about your business has changed. This includes the following:
• Changes on your Business’s registered address
• Changes to a Partnership
• Employing staff
• Changes for Vat
• Appointing someone to handle your tax affairs
8. Create your New Office Floor Plan
It is important to create a floor plan before your office move to avoid unnecessary commotion on moving day. Check the arrangement for desk and assign each team to one of these desks so they can go straight into the office.
9. Make All the Necessary Test and Checks
• Check with High Street Centre support team that all the telecoms and IT equipment’s is up and running prior to your arrival.
• Schedule Parking and Unloading
10. Order new Equipment & Furniture in Advance
Whether it’s new Laptops, computer, printers, stationary or general office accessories, make sure you have everything you need before you move offices. Place any orders for new equipment 1 month in advance so that they are ready for you to unpack and configure.
11. Celebrate your new Office
Moving into your new offices can be stressful on everyone, including your employee’s, as a “Thank you” for everyone’s cooperation, celebrate your new workspace with a midday lunch break or drinks after work.
At High Street Centre we offer our tenants support in every step of the way dealing with IT, HMRC (yes, we do!!!) and assurance that they are always in good hands. Our offices also come with all the furniture and IT
Written by Jackie Turkel