Moving, whether it is to a new office or home, can be quite a stressful process. In fact, so stressful is the experience of moving that it makes it onto the list of the top 10 things you have to do in life that cause the most stress.
There are a number of reasons why you may be moving office. Perhaps you are downsizing, expanding or just need a working area that will improve productivity and fit in with your business needs better. If you have already started the process or are facing the prospect of planning an office move though, you can avoid a lot of the stress and extra costs. You can do this with forethought and appropriate planning and preparation. To give you some help with this, we have put together a list of some great tips to make moving smoother and easier for all involved.
Draw Up A Timetable or Schedule
There is no point in leaving everything connected to your office relocation until last minute. Not only is it counter-productive, but it could actually increase the stressfulness of the situation. It may even be detrimental to the productivity and effectiveness of your office during the move.
The best way is to decide on the day and time you plan to move office and work out a schedule from that date backwards. Although you will be able to move into a serviced office almost immediately, moving into a traditional office is a longer and more drawn out process. Write lists of everything you need to do and when, delegate tasks to your team members and you may even find it useful to give one of them the responsibility of overseeing the move. Speak to a moving company, such as www.securemoveservices.co.uk to ensure you have the correct removal vehicles and personnel for your big move day.
Check The Contract On Your Current Office
If you are moving from one office to another, it is important to check the contract for your current workspace to make sure you give sufficient notice for vacating it. It is also wise to ensure you are following the correct procedure for any break clauses in the contract. Speak to your solicitor if you are unsure, to avoid any avoidable charges that could make the move even more expensive.
Make A List Of Everything You Need
This might sound like fairly common sense, but you’d be amazed at how many things you can easily forger when you are stressed and running a business while relocating. Figure out everything you will need to make the move to your new office as easily as possible. The last thing you want is to turn up to your new office space only to discover on move day that there is not sufficient enough internet, cabling or phone connections. The idea is to make sure your new office can be up and running as soon as possible to avoid losing billable hours and missing out on work.
If Possible, Overlap Leases
It can be helpful and a real stress-buster if you can overlap the current office lease with the new office lease. Even if it’s only for a few days, it will help take the heat off a little. Trying to move office so that everything is set up and relocated all on the same day is a lot to ask, so lighten your load a little. If it is possible to complete the move over a few days without it costing more, then it sensible to do it – your heart and blood pressure will thank you!
Make sure you liaise effectively with the removal company to ensure they will be available on all the days you need to move stuff from one location to the other. It may even be worth leaving the removal of the larger items to one specific day, so it can all be handled at the same time.
Leave Your Current Office In the Condition Outlined By Your Lease
Apart from natural wear and tear, most office leases outline that the space be restored to its original condition when you leave it. It may mean hiring a professional cleaner or cleaning company. Look closely at the contract and work out exactly what needs to be done and add these tasks into your schedule for moving. By due diligence in this aspect of your move you can help reduce and eliminate the possibility of being landed with unexpected charges that could so easily be avoided.
Remember the Smaller Things
When moving, particularly into a new office, there are always crucial, but little things that you can easily forget. However, when you go forget them, these smaller things can cause major disruptions when you try to get things up and running at your new work space. Make sure you have working keys for the building for instance and that you know how to de-arm and arm the security systems. Remember too to organise for your mail to be redirected and any calls you might get through on your old phone numbers diverted to the new ones.
You should aim to do as much as you can in the run up to the big move day. Don’t leave it all to the last minute. It may even be wise to ask your team to contribute to lists and schedules, because the more minds you have focused on the task, the better you will leave no stone unturned. All this will ensure there is as little downtime for your business as possible.
Moving office is never going to be the most enjoyable experience. However, by following the tips above and with a lot of forethought and planning – it can be less stressful and costly than it would be without proper preparation. When you take the time out to make the appropriate plans and make lists, you can relocate your workforce and business to its new premises without too many issues.