We've compiled the most thorough list of everything you need to know when moving your business. From packing essentials to budgeting and insurance, this article has it all.
This office relocation checklist has been put together after years of experience in the field and covers everything from planning and preparation to the actual moving day itself. Our team has coordinated and carried out many office relocations and we've pulled together this insightful office relocation checklist giving away all of the truces.
It includes important considerations such as:
- Office space requirements
- The budget
- The team including the project and move managers
An office relocation is a big project and the moving process can be daunting, but breaking it down into manageable tasks will make it feel much less daunting. When using this office move checklist the planning process seems far more straightforward, however, we always recommend hiring a professional team of experts to help you with moving offices. This may include a project manager and a move manager. A project manager will help you from start to finish with the whole process, whereas a move manager will be on site on the day of the move to make sure it all goes smoothly.
We've put this checklist together so you can use it as a tool during your own office move. Feel free to share it with your team and add to it as you see fit. If you have any questions or would like some help with your office move, please get in touch. We're always happy to help!
One year from the move
1. Pick your team
Choose one person in your organisation to lead the move - this will be their full-time job for the next year! When moving office, a moving team of committed staff is highly recommendable. You should assign responsibilities for multiple parts of the move including marketing, IT and general admin.
2. Start budgeting
Start an office relocation budget for the project and allocate funds - you may need to hire a project manager to help with this. We recommend using a project manager for more complex moves as they will be able to guide you through the whole process from start to finish. A project manager will be invaluable in helping to coordinate different teams and service providers. Your project manager may also bring in a number of other consultants such as a quantity surveyor to help with budgeting and a move manager to start planning the physical office relocation.
An office relocation project can be costly, it's critical that a complete office budget is created. This should include everything from external consultant fees, to fit-out, physical relocation fees and storage. We have created a template budget you can use to plan your office moving budget here.
Create a high-level project schedule and timeline for the office move - this is essential in ensuring that everyone knows what needs to be done and when. Office moves generally take between 3 to 12 months to complete, depending on the size of your business.
4. Engage senior leadership and stakeholders
Get the board or senior management team on board with the office relocation - they need to be aware of the costs, timescales, and any potential disruptions to the business.
5. Appoint commercial real estate agent and start office search
Begin looking for a new office location - consider your current and future needs, as well as your budget. We always recommend hiring a commercial real estate agent who specialises in tenant representation and finding businesses a new office. You can read our guide on hiring a commercial real estate agent here.
Eight months from the move
1. Appoint project manager begin fit-out discussions
Depending on the size and the complexity of your new office requirements, you may need to bring on an architect or space planner to help with the planning of the space. Start planning for any office renovations or fit-outs required - again, your project manager will be able to help coordinate this and bring in the necessary people together. A typical fit-out of 10,000 ft² of new space may take around 16 weeks to complete on site. The procurement and however may take this timeframe to around 24 weeks. The more time you give yourself with an office fit-out, the better. As they say, the devil is in the detail.
2. Give notice to existing landlord
Notify your current landlord of your intention to move out of your old office - give them as much notice as possible in accordance with your current lease agreement. Make sure your agent advises you on the right time to do this. Timing is everything when giving notice.
3. Research office removals companies
Research moving companies and get quotes - be sure to get references and check reviews. A good place to start is the British Association of Removers (BAR). BAR has more than 450 members—many of them experienced commercial movers. BAR’s Code of Practice has also been approved by Trading Standards, providing another layer of security and peace of mind.
4. Secure licenses for new office location
Secure any permits or licences required for your new office location - your commercial real estate agent and project manager should be able to help with this.
Start planning the physical move - using the newly created floor plans of your office you can map out where everything will go.
6. Create office inventory
Create a thorough inventory of all your office furniture and equipment. What will you need to bring to your new office and what will need to be disposed of? Bear in mind, that when you leave your current office space it will usually need to be left completely clear. This may require photographic evidence that your commercial real estate agent can take care of.
7. Get to know the new building
Take some time to review the new building policies and procedures. Usually, there will be a building manager or a building handbook that will be able to give you this information. We always recommend arranging a meeting with the new building team. A good relationship with front of house, management and security in any new building is critical. Things to consider include:
Office opening hours
Parking
Recycling
Building access and egress
Security procedures
Three months from the move
1. External communication is key
Notify your clients, suppliers, and other important business contacts of your upcoming move.
2. Notify insurers and check policies
Notify your insurers of your upcoming move and update your insurance policy to include cover for the move itself.
3. Finalise move quotes
Request final quotes from the office removals companies you researched earlier in the project. Check their capacity and that the dates still work with your project timeline.
If you have any equipment on lease, notify the suppliers of the relocation so that they can make the necessary arrangements.
5. Utilities
Set up new accounts for utilities at your new location. This includes electricity, water and gas if required.
6. Is your IT team ready to go?
Check your IT department has liaised with the project manager and office removals company. It's critical that the teams are communicating here to ensure limited business downtime.
One month from the move
1. Communications
Start internal and external communications - you will need to let all your employees know about the upcoming move and what it means for them. This may include updating their contact details, setting up new email addresses, and giving them a map of the new office location.
You should also start promoting your new office address to clients, suppliers, and other important business contacts.
2. Start packing
Pack up all non-essential items in the office and put them into storage if required. Arrange for the collection of any un-wanted office equipment or office furniture.
3. Clear labelling solves a lot of problems
Label all remaining items clearly, so they can be easily unpacked and set up in the new office.
4. Deep clean existing office
Do a final deep clean of your old office space - this is important to get your deposit back from the landlord.
Make sure you've cancelled or transferred any current subscriptions to your new office address. This includes things like the Internet, phone lines and any office cleaning services.
6. Day 1 preparation
We like to recommend that you order something small for each staffers’ desk as a “Welcome to your new space” gift. While this can be as small as a packet of chocolates or a branded water bottle, it will help to lift spirits during the transition
7. Healthy and safety and risk assessments
Arrange with your health and safety coordinator (or whoever looks after this) to do a final health and safety check of the old space before you leave. Ask them also to plan for any specific health and safety concerns in the new office. In the UK, employers are legally required to do a risk assessment of their workplace and a fire risk assessment. A fire risk assessment should be carried out by a specialist company that will check fire escape signage and provide the required fire extinguishers.
Two weeks from the move
1. Finish packing
Pack up all remaining items in the office and have them ready to go on moving day.
2. Clear desks and clearly mark what furniture is to be relocated
Arrange for any furniture or equipment that needs to be disassembled/reassembled by the movers.
3. Arrange arrival details for movers
To assist with the office moving assess the parking and security needs at the new premises. Do you need to book loading bays or request parking passes for the removals companies? In London and other cities, office removal companies will charge back any parking fines they get.
4. Final walk-throughs
Conduct a final walk-through of your old office space with the landlord or their representative.
Do a final walk-through of your new office space with the project manager and move manager to ensure that everything is on track.
One week before the move
1. Be prepared
Make sure you have a copy of your project directory with the key team members' details. Make sure you have a copy of your office inventory and a copy of this office relocation checklist.
2. Finalise move plans
Confirm the details of the move with the moving company. This will include the agreed moving date, and a detailed floor plan detailing what goes where and who will be on hand during the move to assist with queries.
Send staff a reminder about the move. Ensure that all employees have updated their contact details and have access to essential files and documents they will need on moving day. Make sure staff have removed all personal belongings from the entire office.
4. Update website
Update your website and social media channels with your new address and contact details.
5. Final meter readings
Arrange for final meter readings and close off any final accounts for utilities at your old office. You don't want to be paying for any services you're not using.
On the big move day
1. Communication and coordination is key
Coordinate with the movers and make sure everything goes according to plan. Delegate tasks on moving day. It's impossible to be everywhere at once, so make sure you have someone responsible for each area of the move. This might include supervising the packers, liaising with the movers, checking that all staff have arrived safely, and unpacking key items in the new office.
2. Ensure IT have everything they need
Check that your IT department has everything it needs and that IT equipment and phone systems are back up and running as a priority for minimal disruption to your business.
Get ready to welcome your employees to their new office space!
Now that you have the perfect office space for your business, it's time to start planning your grand opening. Your planning team and employees deserve to celebrate the successful office move project. It's great to include local partners, employees, clients and suppliers to an office opening event. Check out our blog for some tips on how to make sure your grand opening is a success.
As you can see, there is a lot that goes in to a successful office relocation. XIX are experts at both finding and securing office space and managing complex office builds and moves. We can be with you from the very start, to cutting the ribbon.
For a PDF version of this office relocation checklist click here.
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