Office Move Checklist Discussed by Ashington’s Removals & Storage
Running your business efficiently is critical at any time and still needs to continue when you are moving location. We have put together a step by step Office Move Checklist for you, which will help you plan and organise your move so it goes smoothly and without impacting your business, your customers and your bottom line.
There are lots of reasons why you might be moving your office, you might be expanding, you might have found a better location, your lease may be expiring and much more. Whatever your reason, a smooth and efficient move is what you and your team will need to ensure it doesn’t impact the day to day running of your business, as well as staff morale.
Organisation, communication and planning are key to a successful office move. Ashington’s Removals and Storage have over 10 years of experience in the removal industry and we will assign a dedicated office move manager to support you with all of your move planning. Our bespoke onsite self-storage facilities can be part of your move if you need to store anything, including documents both in the long or short term. We have varying storage unit sizes that can be flexed to suit your needs, whether that’s increasing or decreasing in size, as well as offering short and long term storage contracts to suit your needs.
When you plan your move as early as possible, you will have a much better chance of everything going as planned on the day.
An absolute must when you are moving office or business is to appoint an internal ‘office move project manager’ and it doesn’t matter how big or small your office is you should always have someone to lead and project manage your move. Your project manager can then work with your office move manager from your removal company to ensure any actions that need to happen before and on move day do, and that your move is a successful one.
Your internal office move project manager should then appoint a person from each team who will lead their department to action things as well as communicate to them which is one of the most important factors when it comes to your move. Team engagement is critical to a successful office or business move.
Your role in your move should be to have weekly updates with your internal project manager to find out how everything is progressing, any concerns they may have, risks they have identified and any mitigating actions you can support them with. These updates should become more frequent as you get closer to your move date.
Project your move date and work backwards to plan what needs to happen and when.
What should be included in your Project Plan?
Decide on the removal company you want to use and book them in for your move date. You may think this is an extra cost to your business, however, it is the best money you will spend. At Ashington’s we provide you with a dedicated move manager who will support you and your team to plan everything so it goes smoothly and efficiently leading up to, on the day and after your move. An unorganised move will cause chaos on the day and after if things are not planned properly.
Communicate your move to your team and ask them to communicate a consistent message and regular updates to their teams. Plan communication updates into your project plan.
- Amend any marketing material and post date everything with your new address and contact details
- Notify the post office of your new address
- Send change of address notices to clients, customers, partners, industry bodies, and media publications of which you are a member or subscriber
- Update your website and social media with your new contact details
- Amend invoice addresses and letterheads with your new contact details
IT & Telecom Tasks
- Advise your telecoms provider of your office move and arrange for any necessary updates and transfer of your phone numbers, phone lines/systems and cabling needs in your new office
- Plan your IT equipment moves, including electric and any TV or aerial points you need. If you have an IT team discuss your IT requirements and equipment needs with them to incorporate into your project plan
- Consider any upcoming IT/Telecoms acquisitions or upgrades and assess whether they can be incorporated at the same time as your move as this will save disruption in the long run
- Discuss and make arrangements for any new IT equipment for your new office space and meeting rooms
- Ask your teams to clear out any unwanted and needed items so you are only moving what you need. Arrange a skip if you need to in the weeks leading up to your move
- Ask them to pack their belongings into individual packing boxes in the week leading up to your move so it’s ready to be loaded on move day
New Office Tasks
- Blueprint your new office space and think about the changes you want to make to your workstations, desk, storage, IT infrastructure, and fixtures.
- Plan your office space including desks, team locations, printers, IT equipment and meeting areas
- Redecorate and brand your new premises
- Establish any security needs for the new office
- Arrange for keys for keyholders for your new office
- Contact your local council and enquire about your business rates
- Consider how your office move will affect any existing projects and plan any mitigating actions you can
- Consider any Health & Safety risks of your move when it comes to colleagues and document your processes to mitigate these
- Update your website, social media, online accounts and Google Business with your new address and contact details
- Review lists of your partners, customers, stakeholders, suppliers, subscriptions, media publications and industry bodies and inform them of your change of address and move date
- Review and update any subscriptions
- Plan your move day with timings for each part. Consider splitting your teams into 2 so half the team can operate at one location b whilst the other is moving and vice versa to minimise downtime in your operation
Assets and Information Protection Move Tasks
- Create an inventory of all of your assets and resources and develop a plan for protecting your information whilst it is in transit if this is a requirement
- Check your IT backup system and iCloud storage if relevant to you
- Create a list of employees and the network access rights they should have
- Detail and update your security policies if necessary before your move day
- Arrange for any external temporary storage where required – Ashingtons can help you with this with their purpose-built onsite storage facilities for furniture or document storage
- Arrange for boxes for staff belongings and equipment to be stored in and labelled
- Create a log identifying IT equipment, furniture and boxes. Each item must be labelled with a unique reference so it can be incorporated into the new office plan. This means boxes and furniture will be moved into the correct area in your new office so you won’t have lots of moving around to do when it first gets unloaded.
- Arrange for a final clean of your office on move day before you hand over the keys
- Arrange for a pre-moving clean for your new office space
Ad Hoc Pre Move Tasks
- Arrange for drinks and snacks for your team throughout your move day, this will keep them engaged and motivated for it all to go well
Move Day Tasks
- Take readings of gas and electricity on your move date to notify your supplier
- Do a final check of your office before you hand over the keys
- Ask that staff update their email signatures with your new address
- Strong and sturdy stackable storage boxes in varying sizes
- Packaging paper and bubble wrap
- Permanent markers and labels
- Air-filled padding
- Referencing system for furniture, belongings, documents and IT equipment
- Appoint an internal office move manager
- Use a reputable and reliable removal company
- Allow plenty of time for the planning process
- Thank your team throughout the project on the day and after your move for all of their commitment and hard work
- Allow plenty of time for preparing for the move in the months and weeks leading up to it (3 months minimum)
- Create a realistic timeframe and stick to it
- Share your plans with your team, customers and suppliers
- Use colour-coded tags to know what is staying, moving and being got rid of
- Don’t try and do the move yourself or just using your team, this will demoralise them and distract them from their everyday roles.
- Don’t underestimate the value of a good and planned office move project
- Don’t ask your team to lift heavy boxes and furniture as this can lead to injuries, ensure your removal team does all of the heavy lifting
- Don’t leave it until the last minute as this will always end up in confusion, disorganisation, low morale which will all impact your operation
- Moving office can be stressful and take a lot of time not only for you but your team as well but if you plan it well you will reap the rewards before, on the day and after your move.
Ashington Removals and Storage have over a decade of experience in office moves and business relocations. We will support you through the process and ensure your move goes smoothly, minimising the potential blocks along the way. and
Contact us today on 01670 704 128 and one of our move team experts can answer any questions you may have about your Office Move or book in your free, no-obligation site survey where we will talk about the different move services we offer, how we can help and give you a quote.