Moving home is one of life's most stressful events, so imagine how those put in charge of an office relocation must feel! With a huge number of aspects to think about and juggle, business and employee disruption can easily rear its malevolent head; potentially causing harm to the company.

As we're (hopefully) moving towards the latter end of the Coronavirus pandemic, there has been a knock-on effect of companies looking to relocate their workplaces. This may be due to them evaluating their current space and deciding that a move would be of benefit, or it could be the case that they have found better lease terms elsewhere.Whatever the reason, having a move plan in place is vital in ensuring that disruption is kept to an absolute minimum.

If you're considering a relocation in the near future, let's take a look at some things to consider before committing to a move.

How to plan for a successful office relocation

Set the right budget

It sounds obvious but costs can quickly spiral out of control if you're planning an office move for the first time, so setting the right budget is an absolute necessity. Make concessions for a flexible budget but take care to ensure that no major costs are omitted. Aside from the physical move itself, costs can include things like storage, the moving of specialist equipment, repairs to the existing space, interior design and consultancy fees.

You should create a budget at the outset to give you a great degree of control over the project; this will help to ensure that nothing is missed and the costs of the project are kept accountable. With good planning, it isn't uncommon for office relocation projects to be delivered under the planned budget.

Think about project management

Any office move, regardless of its size,will need strong project management. This will ensure that nothing is missed and that each aspect of the project is kept accountable. Many companies take advantage of workplace relocation specialists to manage their project; as professionals, they will be suitably versed in the size of the task at hand and how each aspect can be managed and delivered to budget. Project management is extremely time-consuming and will need at least one dedicated staff member,which many firms simply can't stretch to.

Consider how you communicate

Having clear, consistent communication is the cornerstone of any successful office relocation project. How will you communicate the move to your employees? Do they have any say in the project? How would you deal with any questions or complaints that may pop up?Also, do you have clients that need to be informed of your move? How are you going to achieve that?

The key to clear communication is bringing your employees in to understand the project, their role in it and how it will affect them. Don't just tell them what is happening, make them a part of it. As the people who are ultimately going to make your company a success, it is in your interest to create an environment that responds to how they would like to work.

Collating all the key information can be done in the form of company-wide surveys or one-to-one chats with individuals;it all shows that you care about the employee experience and will go a long way to make them feel involved with the move.

As for your clients, they can be updated on your move through mailouts, your website or social media. You can even utilise these to showcase your new office as it takes shape; it will reinforce your proactiveness, innovation and ambition – all things that clients want to see in someone they're entrusting their time and money with.

Choose the right office furniture

As you move into a new office, it may seem a simple choice between choosing to move your existing furniture or buying brand-new pieces, but it's also worth considering refurbishing furniture to lower costs and improve sustainability. You could potentially save thousands on your office relocation by using refurbished desktops and screens instead of buying new ones – often, refurbished items will look every inch as good as new ones.

A great way to decide which items to move,refurbish or buy new, is by performing an audit of your existing stock. You should look at every piece, evaluate their condition and its potential for long-term use.

Understand employees' IT requirements

Moving your IT equipment goes hand-in-hand with employee communication. Everyone has their own desk set-up; whether that's a preferred monitor, keyboard and mouse, down to how each item is positioned. By carrying out a personal audit for each employee, you will understand what items they need and how they can be set up. When they move to their new desk,they'll be hitting the ground running.

Ultimately, a seamless transition from the old office to the new is what you're aiming for; getting the IT right will be a big help in boosting employee happiness and productivity.


Know what you need to store and dispose of

After you've performed your audits, you may find that you have furniture or IT equipment that you don't need; having a plan in place for recycling will ensure that 'disposal' is done easily and nothing is sent to landfill.

Even if you don't intend to keep certain items, they can still be refurbished and passed on – either sold or donated to a good cause. Working with an office relocation company that has a sustainability ethos at their core will help to ensure that any items you no longer require, are put to good use.

If you decide to keep some items in storage (in case of an office expansion in the future, or they're particularly valuable items that you wish to preserve), they should be managed through a register so you will know exactly what you have and are able to request them at any time.

Make a plan for files and personal effects

You don't want to lose files or get them mixed up during your move – it's the last thing you want! Think about how you will label and track your files and make considerations for particularly sensitive documents.

Aside from their IT set-ups mentioned above, employees may have personal belongings in the office that they'll need returned or have moved to the new office. They may choose to transport their effects themselves, but if they don't, you should plan how to store and track each item. Again, an audit is always best.

Managing and delivering your move

On the big day, any partners, service providers and consultants should be on the same page; fully briefed so everything moves seamlessly.

After the relocation is completed, there should be post-move support that starts immediately – ensuring that you're able to settle into the new space. This service will help to reassure staff, address any issues they may want to raise and minimise the impact on the business.


Enjoy a seamless transition into your new office, with Oaktree

Moving offices is a massive undertaking,but it can be accomplished seamlessly with expert planning. Here at Oaktree Interiors, we are experts in office relocation and can support you in every aspect of your move. Right from the initial planning stages, the audits,the move and through to the aftercare. We can even source new furniture and even design your new space for you.

Interested in learning more? Then why not get in touch with us today by calling 0345 21 86955 or by sending an e-mail to hello@oaktreeoffice.com
Leave a Comment