Moving office? Top tips to ensure a smooth move

Maybe you have adopted hybrid working and need to use your space differently, or maybe your organisation has grown and you have decided to move to a bigger office. Whatever the reason for your move, organisation is key and here we look at what you need to consider.

Step 1: Planning

Planning a move is your key first step. Making sure you have the move date in mind and plan out what steps you need to take to get to that point. You will want your day-to-day operations unaffected, so planning how this can be done whilst everything is packed up is vital. A spreadsheet with key elements of the move and timings will definitely help.

Step 2: Setting a Budget

If you are relocating your entire office, it can eat into the most carefully planned budget as there are many things to consider. A reputable relocation team will support and advise you on what a realistic budget is for your move and more importantly, help you keep within it!

Some costs to consider include:

• Insurance premiums
• Fire assessments
• Fit out expenses
• Cabling and IT relocation charges
• New furniture installation as well no-longer-needed furniture disposal fees
• If you have specialist equipment or high value items, moving them can add handling costs which need to be included in the budget. Do you have building access issues? This is something to consider as it may increase costs if there isn’t access to lifts and all items need to be taken down flights of stairs

Tips:

• When budgeting, it’s always best to have a contingency amount added in just in case something is left out of the planning stage. An additional 15% should be enough of a buffer
• Is there a cost of refurbishing the space you are leaving? Check through your tenancy agreement and check first
• Check your vacating deadlines, is there a specific date you need to leave by? If there is make sure you plan to leave a day or two before this, again leaving some breathing space on your move

Step 3: Have a move champion

Most office moves are complicated and there are often logistical challenges that may get forgotten. By nominating a move champion, that one person will remain a constant point of contact for the office teams from planning to completion. If there are any questions your move champion can help support and communicate to those moving. Your move champion may also want to have someone to support with the packing and office de-cluttering. For larger moves it may be appropriate to appoint a number of move champions, one per department for instance. 

Step 4: Communicate

Communication is critical with any move project, so make sure you have a comms plan in place to keep everyone informed of what is happening and when. A shared calendar will help all teams know key dates and when they will be on the move. A move newsletter or area on your intranet homepage will also go a long way to help keep the whole organisation in the know and what they can expect at each step. Remember this will also be key when you have moved into your new office and how that space can be used going forward.

Step 5: Planning your new space

You will want to get the most out of the space you are moving into, ensuring that your new office works as best as it can for your teams. Ensuring you have the right move partner is key as they will work with you every step of the way and help you get the best out of your new building. They will also be able to advise and plan your new layout and get you the best configuration.

Step 6: Your IT move

IT relocation can be one of the most complex areas of an office move. Each colleague in your organisation will have their own specifications which need to be replicated in your new space. This takes a lot of planning and your move partner will be able to take the stress out of this for you.

If you are undertaking a small or large move, your first action needs to be finding your professional relocation partner who will be able to project plan your entire move for you. They will advise you on how to approach it, timescales and costs involved, they will also have the knowledge and expertise to make sure you keep to deadlines and budgets.

If you have any questions or would like to know more about our Removals, Recycling, Storage & Associated Services framework and how can YPO can help, please get in touch with the team!