Moving into a new office

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Moving offices can be really stressful, time consuming and expensive. Small businesses don’t have much of a budget or time to be wasting so here’s a bunch of tips to help make moving into a new office easier.

So it doesn’t matter if you’re taking your home business into a new office, expanding because you’re hiring more staff or if the lease ran out out on your current office but you’ll still have the same problems when it comes to finding a new office.

New Office

Finding a new premise

Finding a new premise can be quite difficult. We all have different needs so I’d recommend spending at least leaving three to four months to find one. The important thing is setting a deadline though, this gives you something to aim for and makes sure things don’t drag on forever.

Don’t be fussy about how your office looks – you’re a small business on a budget so no one expects you to look like google. Try go for a flexible lease as this will let you leave on short notice. this is perfect for small startups. Going for a non flexible lease can mean up to three months in negotiation time before you sign the contract.

When looking at new office spaces ask yourself these questions –
— Can I afford it?
— Is it big enough?
— Is the office serviced?
— What’s the security like?
— Who is responsible for maintenance?
— Will you get 24/7 access?
— What is transport and parking like?
— Is there a kitchen you can use?
— will there be enough space for future employees?

Start planning now

When moving you really want it over before it’s started. Get a checklist done and start planning your move. The quicker it’s done the quicker you can get back to work. I recommend getting started three months before you move so you can check you’re getting everything done right. If you’re a bigger office I’d give yourself at least 6-8 months.

When planning your move try get as much information on the new space as you can. Try and get floor layouts or blueprints so you can identify key areas like wall sockets, storage space and you’ll be able to plan a general layout too. If there are areas in your current workspace that just aren’t working consider how you can fix them with the move. I’d also make a list of potential problems that may come with the new place and see how you can go about fixing them.

Here’s a small list of everything you need to do:

  • Measure new office
  • Order furniture
  • Plan security for the new office
  • Get removal quotes
  • Sort out insurance, business rates, IT, electronics, phones and phone lines.
  • Change your address (website, companies house, internet providers etc)
  • Inform everyone who will need to know your new location.

Regular meetings

Talk to your staff, keep everyone in the loop. You would be surprised at how quick things can get out of hand, especially if you’re distracted with the move. Remember moving is stressful for everyone involved.

Get the right furniture and maximize space

Choose your supplier carefully. Don’t spend a fortune if this is your first office move. Consider used furniture, places like Gazelle furniture offer really good second hand furniture that looks great. If money isn’t an issue you might prefer to buy brand new.

One big recommendation I have though is, get your employees a good chair! Getting a proper, comfy chair will improve staff morale and increase productivity. Don’t go cheap, you don’t want your employees having a bad back.

Rectangular Desks are also the most space efficient but sometimes wave desks can look nicer. If noise is on your mind, consider getting carpet tiles and lots of soft furnishings! Wallpaper also helps absorb noise. You might want to consider getting a company in to plan your office space.

Packing up and moving

You can definitely move everything yourself but I guess it just depends on what you’re moving and how much of it but if it’s just a couple of computers and a desk then you might be okay. Remember to pack things properly though, you don’t want to wasting time trying to find essentials in the new office.

If you have a lot of stuff I’d consider getting a professional removal company in too like Ablemove. Remember it’s not always about getting the cheapest, you want a company that will do it right. So hire a company with a good amount of reviews.

If you do get a removal company, make sure you give them a full inventory of everything you have so they have the right insurance.

Final tips

If you can, it’s always a good idea to give yourself an overlap between the old office and the new office. As this can take pressure off quite a bit.

Also always have someone overseeing the removals team so they can make sure nothing’s missing.

 

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