How to productively plan an office move

Relocating offices can be an exciting time and its common practice to get lost in choosing a location and the design while completely forgetting to plan the rest of it. It’s no surprise though, as planning for an office relocation can be stressful. So how do you plan for one effectively and not lose your mind in the process? Firstly, you need to consider a structure; decide on clear goals and develop a timeline for your move.  Breaking down what needs to be done will make it easier to get everything in order,

Plan a time ahead of time 

It’s important to set the big date way into the future to ensure you have ample time to get everything ready. After you’re done with the planning phase, you can always change the moving date so you can move sooner.  A meeting should be designed to deliver clear information to those involved in the office relocation process, without a cohesive structure, your move will just consist of headaches and costly pitfalls.

Picking a project champion 

A project champion can act as the main point of contact for members involved in the move. It can be anyone, an existing employee, an outsourced relocation company or yourself. The person spearheading the move will be responsible for making sure that the project stays on track and on time, they will need to know every aspect of the timeline and the office relocation. They will also be responsible for liaising with contractors, landlords and other sourced companies that may be involved. By appointing someone reliable to oversee the moving project, you can minimise delays or hiccups and will be able to identify any risks along the way, allowing you the opportunity to take action.

Checking the locales 

It’s easy to fall in love with an office; it could look great and have all the interior requirements you need for your business. But if the location isn’t right, then you’ll have to let go and find somewhere else to set up shop.  There are several elements you should consider before picking a business location. Assess whether there are good links to public transport, how easy is it for clients to visit you and vice versa? How will commuting be for you employees? They are the heart of your business after all. Will you have a better target market and less competition? And if you need to hire new talent, do you have access to the best talent pool? These are all important aspects of an office relocation.

I.T. systems and maintenance 

It is absolutely vital to assess your I.T. kit before the move, so that you can identify any systems that you may need to update or take with you. Hire an engineer to provide additional support if you are moving I.T. and telecom systems. A workplace design consultancy will most likely be able to assess your systems requirements and inform you on which direction to take.

Sustainability in your new office 

Do an audit of the building you will be moving into, you may want to consider a BREEAM rating for your environmental rating system. If you’re not moving into an environmentally friendly office, what can you do to overcome this problem? In your office interior design stage, choose fixtures and fittings that are able to be recycled. Using low toxin paint can also minimise the damage you can do to the environment. Consider the windows of the building and whether your office will have good access to natural light, if not, then you could find yourself spending more money on high energy consumption.

A close look at the building and its location can save you thousands in the long run. You can hire an relocation and fit out company to run a survey of your new space for you, they will also be able to provide you with the design draw up so that you will have a better estimate of the costs and timescales of your office relocation project.