How to ensure a smooth office move

Relocation, relocation
Businesses often grow too large for their existing space resulting in the need for additional space or even a complete office move. Either way, it falls upon the Facilities Manager or Office Manager to plan every detail in order to ensure everything runs smoothly with the least disruption to everyday business, clients and employees.
Planning
An office relocation requires more time for planning than a regular house move simply because of the number of people involved, the quantity of furniture and equipment, which, together with the logistics of organising removal companies, IT requirements (and even sometimes building schedules), can prove a daunting prospect.
In an ideal world, it is always preferable to plan a large move for the least busy time of year for the business.  Moves towards the end of the week are also popular when employees are typically less stressed and winding down a bit.
Communication is key
The key to a successful move is communication, communication, communication.   Advise your employees early on that you will be moving as some of them may decide to leave depending on whether or not their journey to work will be impacted.  You will possibly need to work with the HR department to ensure that hiring processes are in place and new people recruited well in time for the move to your new location.

Skip and Re-Cycle
Your next task should be to decide what should stay and what should go.  A move is a great opportunity to get rid of accumulated junk and to dispose of any out of date or unwanted items and to re-cycle as much as possible.  Ask each department to produce an inventory of all their equipment and supplies so that you know what you will be left with to move to the new location.  You can then calculate approximately how many removal crates you will need and ask for removal quotes.
Furniture
Think about furniture requirements as well.  Ask yourself whether your existing furniture is going to fit well into your new space and if not, remember that decisions will need to be made early on regarding new orders.  Lead times for new furniture can be as long as 8 weeks!  You may also need to accommodate additional staff and, if so, they will typically need desks, chairs, computers, printers, phones, pedestals and filing storage units.
Computer Equipment
Work with your IT department early on to ensure they back up all computers, plan for them to be de-commissioned and re-commissioned immediately after the furniture has been installed.  It may be that you need a specialist IT removal company to do this depending on how much IT kit you have.
Suppliers
Don’t forget to order new stationery and to advise all your clients and liaise with your suppliers well in advance to avoid any contract penalty clauses if they won’t be supplying you in your new business premises.
Crates
Employees should be given clear instructions to pack the contents of their desks and to name their crates, not forgetting their filing storage units if they use them.   Ensure that the floorplan for the new office is clearly marked so that your removal companies will know exactly where they need to put everything upon arrival.
An office relocation is a major upheaval, but,  if planned properly without interference along the way, there is no reason why yours shouldn’t go according to plan.

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