If you're moving office, you will have a brilliant Interior Designer on board so that your amazing new office space is guaranteed. But what do you need to organise as part of the big move? Our ultimate office relocation checklist is designed to assist your business during the relocation process. Follow these 10 steps to ensure your transition is as seamless as possible.
The Ultimate 10 Step Office Relocation Checklist
1. Communicate When Moving Office
When you're moving office, communication is vital to ensure that everyone concerned knows exactly what’s happening.
Communicate Your Plans to Staff
A newsletter to staff with relevant information and the office move date can be a real winner, helping them to feel informed and part of the process.
Co-ordinate Staff Holidays
This will ensure that key people are available for the move and/or to organise packing of their belongings.
Communicate Your Plans to Customers
When you're moving office, you can inform customers of your plans via an email and/or direct mail campaign. An announcement can also be made on your email signatures months in advance to let regular clients know that changes are happening.
2. Establish Services
Establishing a power connection at your new site is the responsibility of an authorised representative of your business. Before contacting your provider, you will require the following details:
- Address of new premises
- Address of existing premises
- Anticipated date for relocation
The relocation of your telecommunication services is the responsibility of an authorised representative of your business. Before contacting your provider, you will require the following details:
- Address of new premises
- Address of existing premises
- Anticipated date for relocation
- Existing telephone number
Generally, telecommunication providers are unable to maintain a connection at your existing premises once relocation of the telecommunication service has begun. Some questions that you may need to resolve include:
Does the new site have an inactive telecommunication line available?
Confirm this with your telecommunications provider. In the event that there is not an inactive telecommunication line available, your consultant will detail the next steps.
Can you retain your existing telephone number?
If you are relocating within a 50km radius of your existing physical address you may be able to maintain your existing telephone number. Beyond this distance the number will be determined by your telecommunications provider. In this case, a redirection service can be arranged by your telecommunications provider.
Do you require multiple telephone lines?
Your telecommunications provider can assess the capacity of the new premises for the connection of multiple telephone lines. Your telecommunications provider will assist in organising the relevant technicians to upgrade services if required.
Your telecommunication provider can also assist your business with the relocation of internet services.
Assess Your Belongings
Determine which items need to be relocated and what needs to be disposed of. Moving office is the perfect time for a real clean out so take this opportunity to streamline some processes, minimise filing and get rid of some outdated or unused junk.
Organise Quotes from Removal Companies
There are multiple options available for businesses regarding the move from one premises to another. Most removal companies offer an hourly rate service, flat rate service or the ability to hire or rent a removal vehicle. Some questions to ask yourself include:
- Will your business or a removal company be responsible for packing your office and personal items?
- Will your business or a removal company be responsible for dismantling office furniture?
- Are there any wall mounted items that you wish take with you to your new premises? This could include televisions, whiteboards, artwork, air-conditioning units, signage etc
- Are there any existing items that need to be relocated to your new premises prior to the completion of your new fit-out? This could include comms racks, items that need to be fixed to the walls etc
Pack Personal Items
If your business decides to pack the contents of the premises rather than using professionals, we recommend the following:
- Create a list of items you no longer want or need
- Order removal boxes and packing materials
- Backup computer hard drives
- Label all boxes by room name with reference to the new premises
- Write the contents of each box as packed
- When dismantling large furniture items put all bolts, brackets, screws etc. in a labelled sealed bag, attached this bag to the underside of a drawer of which the items belong
- Organise a rubbish removal service
- Book an elevator for the day of removal if necessary
Confirm Details with the Removal Company
Speak to your removals company to confirm all timings are aligned, how they will access both premises and where they can park.
Provide your chosen removal company with a labelled plan of both your existing and new premises. The labelling of contents can then be co-ordinated with these plans to ensure that everything is delivered and placed in the correct position at the new premises.
Organise Relocation of Leased Items
As a guide, removal companies will not assist in the removal of leased items as this can interfere with the product warranty. Arrangements for the relocation or removal of these items needs to be made with the lease company. This could include items such as photocopier, printer, indoor plants, sanitary products or water cooler.
Confirm that your new office is secure and open to take all deliveries prior to moving in.
4. Audio-Visual Equipment
Decide if you are going to relocate existing or purchase new audio-visual equipment. Audio-visual equipment is typically not specified by services consultants. Your Interior Designer will ensure that appropriate power and data is provided, but the equipment itself should be sourced by your business.
Organise Relocation or Purchase New Equipment
Organise Installation at New Premises
5. Mail & Stationery
Organise Relocation of Mail
This can be arranged via Australia Post if necessary. You may also need to organise a new PO Box for your business if you are moving to a new area.
Organise Printing of New Stationery
Make sure you double check that everything has the correct contact details.
Organise Your IT Set-Up
Your IT expertise should purchase and/or relocate and set up telecommunications devices and computers. It is vital to ensure that all IT equipment is delivered, installed and tested in advance of the office move.
Organise Update of Web Site
Specifically, this includes updating contact details on your web site and entire internet presence. This could include face book, google and any sites you are registered with.
Organise Update of Email Signatures
Your IT department will usually update all email signatures with correct contact details.
7. Make Good
You need to organise the make good of your existing premises if this is required as part of your lease agreement. If you do not need to make good any items in your existing premises, organise for the final clean to be carried out.
8. New Disposables
Order Sanitary Supplies
When moving office, you may require different sanitary supplies to suit your new bathroom amenities. These may include paper towels toilet paper rolls, soap and sanitary bins. Ensure you obtain all the necessary details of the new fixtures and fittings prior to ordering these items, so that everything fits.
Order Kitchen Products
You may require different kitchen products to suit your new kitchen equipment. These may include paper towels, rubbish bags, coffee and any drinks or snacks to suit dispensers. Ensure you obtain all the necessary details of the new fixtures and fittings prior to ordering these items.
9. Lead In To Move Day
As your new new office move day approaches, the focus should be on ensuring that everything is ready and working for when staff arrive.
Work closely with your Interior Designer to identify potential issues and importantly to come up with solutions in a timely manner. All of your furniture should now be installed, and IT and AV systems tested and working properly. This includes computers, meeting room screens, access cards, WiFi access and speed and more.
Communicate Location Details
Ensure that everybody knows how to get to the new office and what parking, or transport is available. This includes staff, customers and associated businesses such as cleaners.
Issue Access Cards
Ensure that all staff and associated business obtain appropriate access cards and keys. This could include cleaners, security, service providers and so on.
Organise Evacuation Diagrams
A good Interior Designer will organise building approval for your fit-out but you are also required to provide evacuation diagrams to meet statutory requirements for fire egress. We get this organised as part of our signage package, but many designers don’t organise this as part of their service. In Brisbane, the Athogroup can prepare evacuation diagrams for you as well as look after all of your needs in terms of operational compliance systems.
Organise Office Tours
Arrange an induction morning on office move in day to show staff the new office or arrange tours in advance of the move. This is an opportunity to highlight the benefits of the move to staff. Show staff where they will be sitting (if they have assigned desks) as well as the features and amenities found within the new premises.
10. Settling In to Your New Office
Nominate someone in your office to make a note of any defects in materials or workmanship that are noticed and need to be rectified. These should be highlighted to your Interior Designer promptly.
Enjoy Your New Space
A good Interior Designer can carry out a Post Occupancy Evaluation to see how everyone is settling into their space and to see if any modifications could be made to improve workflow, teamwork or general usage of the space. They can then provide recommendations or find solutions to resolve any teething problems.
After following our ultimate office relocation checklist, we hope moving office has been simplified. You can now sit back and enjoy the results of months of design and planning.