Moving to a new office is an inevitable part of a business’s lifecycle. One study found that, of the companies surveyed, 30% had relocated at least once during the last five and half years, with 6% relocating during the previous twelve months.
Whether the goal is to find a larger space to accommodate growth, a smaller space to cut back on costs, or a relocation to be closer to your client base, a fresh office is an exciting new chapter for your company.
Unfortunately, however, it can be just as stressful as it is exciting. There’s a lot to consider, and it’s understandable to feel overwhelmed. But don’t worry, we’re here to help. Our ultimate workplace relocation checklist will ensure you have everything covered and reassure you about the process.
Stage 1: Initial steps
Some of the main things to consider in the initial stages of moving office are:
Review your existing lease
Review your existing lease to see if there are any charges for leaving early (like losing your deposit) and whether you’re responsible for any damage to the property.
Find your new office space
Finding a new office is no mean feat, and you need to take into account a whole host of factors. These include everything from the location and price to the facilities and layout.
It’s important to consider your future growth plans too and whether a prospective office fits them. You may also want to consult with employees to see what they want from a new workspace.
Put together a planning team
Once you’ve found the perfect office, signed the contract, and got a moving date, we recommend creating a planning team to help orchestrate the move. This should include an office relocation manager who will keep an eye on the moving schedule and budget to ensure everything is going ahead efficiently.
Stage 2: Communication
The next stage is all about updating internal and external parties about the relocation.
Give your landlord notice
You must let your landlord know in advance that you’re ending your tenancy — this is called giving notice. This needs to be done in the right way so you avoid issues like paying rent and bills after you leave. Check out this guide to giving notice for more information.
Notify your staff
Make sure all your employees know the new office address and moving date. You might also want to explain why exactly you’re relocating, the advantages it will bring, and what it means for their day-to-day routine.
Send a change of address notice
When it comes to notifying external parties about your relocation, it’s a good idea to send a change of address notice. Some of the main people and businesses you need to contact include:
- Clients
- Service providers, including telephone, insurance, and internet service providers
- Banks and financial institutions
- Any professional bodies you’re a member of
- Statutory bodies (such as HMRC and Companies House)
Stage 3: Preparation
Things are moving quickly now, and it’s time to get everything in order ahead of the relocation.
Assess office equipment and facilities
You need to evaluate both your existing office’s and your new office’s equipment and facilities and see if there’s anything you either need to buy or get rid of. For example, perhaps you need more furniture for the new office, or maybe it comes with lots of storage equipment, meaning you no longer require yours.
Hire moving and cleaning companies
As well as hiring a moving company to help you move your stuff, you’ll also need to enlist a cleaning business to perform an end-of-tenancy clean to ensure you leave your old office in tip-top condition.
As cleaning company NuServe explains: “A professional cleaning service will also give peace of mind that your deposit will be returned, and minimize conflict with the landlord.”
Communicate moving responsibilities
It’s time to mobilize your planning team, and each member needs to know their responsibilities when it comes to things like packing and labeling. There should also be a detailed moving plan to follow on the day itself.
Stage 4: Settling in
Congratulations — you’ve finally moved office, and it’s now time to get settled in.
Get the new office ready
From unpacking your belongings and getting everything set up (including the internet and telephone lines), you need to make sure the office is ready for action. It’s also a good idea to check the space for any damage to report to the landlord, and remember to hand out new passes, keycards, and keys to employees on their first day.
Spread the good news
While you may have notified others about your office move ahead of time, now’s the time to update your company website with your new address, issue a press release, and shout about your relocation on social media.
Celebrate
And breathe! Everything is sorted, so it’s time to celebrate. Break the new office in with a warming party, and bask in the glory of your successful relocation — you’ve earned it!
