Moving offices is extremely exciting, however, the panic can set in when you realise you have to figure out how to prepare for the move and have to organise everything into your new office. You will need to consider moving all of the physical items but also your employee’s happiness, transition, workflow, any adjustment periods and more. Quicksilver has created a list to get you ready for your office move on time and on budget.
Phase 1: Planning (A Year/6 Months Before Move)
First, you need the planning phase, which is arguably the most important. Centralise all of this information so you don’t end up pulling your hair out later on in the process. We would recommend creating a Google Drive to keep all of this information together.
Phase 1: Organise All Key Documents
Once you have established how you will organise everything, the next phase is to organise all important documents including contracts, agreements, insurance and all other important documents. If you don’t have a set of these documents, we would recommend leaving space for this if you need them in the future.
Phase 1: Inform Employees
Plan an email, a segment in a newsletter or a meeting to tell your employees about the big move. The announcement should be concise and the communication needs to tell employees everything they need to know.
You could create a to-do list for them to complete for a deadline to make sure everyone is ready for the move. Here is a quick list of what you should including in your announcement:
- The office name and address
- Any key dates
- New office features
- Why you have chosen to move
- Next steps for employees
- Any future announcements the employees should expect to receive.
Keep in communication with your employees throughout. Ask them for feedback too about what they would like to see in the new office, any equipment they need, seating changed, work style preferences and much more. You can ask them face to face, create an anonymous survey or ask via emails.
Once you have these answers you can then create a plan to implement these.
Phase 1: Create Workflow Strategies
Juggling work while moving is extremely hard. Encourage your department heads to create plans for managing workflow throughout the moving process. This will be especially important if the move is over any critical deadlines.
Phase 1: Booking A Moving Company
Don’t try and do the move alone! When you look to move to a new office you will want to make sure that a team of specialists takes care of the moving process for you. Quicksilver has a highly trained team of commercial movers who are BAR trained and follow our high standards to ensure that every move is successful. A moving company will pick out the moving boxes for you, secure moving vehicles and do everything for you.
Phase 2: Preparation (6 Months/3 Months Before Move)
Once you have a moving company secured, you will then want to book a cleaning service, this could be for your old office before handing back the keys or for the new office to give it a spruce up before moving in. You could even have a cleaner come in weekly to keep on top of any mess.
Phase 2: Packing
We would recommend starting the packing process early to avoid any unnecessary stress. Divide your items into three piles, the early bird pile of things you need to do immediately and not miss, then you have your to-do pile, which is needed but not now and the necessities, which will need to be packed the day before the move or even on the day of.
Phase 2: Create Seating Plan
You will want a detailed floor plan before you carry this out. Use the employee feedback you gathered from previous stages to draw up your seating plan.
Phase 3: Moving and Organising (3 Months/0 Months Before Move)
Make sure you label all of your boxes to make sure they all go to the correct place. Make sure this is crystal clear to make everything as easy as possible when you arrive at your new office. You could give every team a colour and every employee a number again to make things extremely easy at the new office.
Phase 3: Connect All Utilities
Connect all phone lines, electricity, internet and water and disconnect these in the old office.
Phase 3: MOVE!
Unpack in order of how you have organised your move above, get everyone involved and enjoy creating a new space for your business and your employees.
Phase 4: Time To Celebrate
You will probably be extremely tired from moving, but it is important to celebrate your successes! Get some snacks in, champagne in and celebrate with the team.
Commercial Removal Solutions
For a smooth transition when moving office space it can be extremely helpful to use a professional moving company. Quicksilver can arrange Commercial moves in Newcastle from the complete wrapping, packing, shipping and unpacking of your belongings, taking the stress away from the moving process, allowing you to concentrate on settling in. Get in touch with a member of the team today for more information on 0191 264 6677.
Kian is the content writer for Quicksilver and updates our blog every month. He enjoys helping out our customers with moving tips and advice.