While moving house is known for being notoriously stressful, there’s no denying that office relocations can be just as daunting. After all, not only do you have to move an entire office worth of computer equipment, desks and documents from A to B, but you also have to prepare your employees and customers to make sure that productivity and profit don’t nosedive.However, as with everything, ample preparation is key to minimising stress levels and making sure everything runs smoothly. Whether this is the first office relocation you’ve been responsible for or the 10th, planning a hassle-free move doesn’t have to be difficult with our top tips and tricks.
Choose the right time to move
Timing is everything, and this is certainly true for office relocations. In fact, one of the simplest yet most effective ways to make sure that your office move runs without a hitch is to choose the right date and time to relocate.
Ideally, you want to make sure that you have enough time to move everything out of your previous property and into the new office space without causing disruption to your employees, which is why moving on a weekend is preferable.
Moving on a weekend will also give you enough time to set up your new office space. This means your employees can come back to work on Monday morning and settle at their desks without having to clear boxes out of the way or struggle with computer wires.
Spend time decluttering
One of the most important steps to take when gearing up for an office relocation is the process of decluttering. Over the years you’re likely to have accumulated lots of junk, from contracts of employees that no longer work for you to cupboards full of broken computer equipment that you’ve kept “just in case”.
Making sure you spend time clearing through this rubbish and disposing of anything you don’t need before you start packing will save you lots of time and money, as otherwise, you’d only be wasting packing supplies on things you don’t need.
While you should dedicate some time going through your office’s cupboards and storage units before the big move, it’s important to ask your employees to lend a hand. Ask them to clear their desks, lockers and cabinets of anything they don’t need before moving day and make sure they take all personal belongings home so you’re not left to deal with them.
Replace old or broken furnishings
Once you’ve finished decluttering, you may find that you’re left with a shortage of desks or furnishings that will need to be replaced before your employees come back to work. To make sure you’re well-equipped to set up your new office without delays and disruptions, it’s a good idea to complete an audit of your office’s equipment and furnishings before you start packing.
From here, you can then replace any old or broken furnishings to make sure your new office looks chic and stylish from the very start!
Create a plan for packing
When it comes to packing up your office, it’s important to have a plan in place to simplify the process and make sure you know where to begin. Without a plan, you may find yourself throwing equipment into boxes without really thinking about it, which could lead to damage, breakages and loss.
To avoid this, it’s recommended that you form a plan, considering:
- How do you plan to pack your office equipment? Do you want to have a separate box for each employees’ belongings?
- Which section of your office should you pack first? Will you need to use your meeting room in the final days before you relocate, or can you begin to pack this up?
- Do you have a filing system for all documentation or are you planning to make digital copies of these before moving?
Having a plan in place will also make the process of unpacking much less stressful, as you’ll know where to look for the equipment and furnishings you need to set up your new office.
Invest in sturdy packing materials
Before you start packing, it’s also important to invest in top-quality packing materials. Otherwise, no matter how efficiently you pack up your belongings, you’re likely to run into problems. For instance, your boxes may break during transportation and damage your company’s expensive computer equipment.
When purchasing packing materials, don’t forget:
- A range of sturdy cardboard boxes
- Packing tape
- Bubble wrap
- Marker pens
Make sure you purchase all packing supplies from a professional moving company, as this is the only way you’ll be able to guarantee that they’re of the highest standard and aren’t going to let you down mid-move.
Let all employees know early
For a successful office move, you’re going to need the collaboration of your employees. After all, you’ll rely on them to pack up their desks and let your clients know that you’ll be ‘out of office’ for a few days, so giving them lots of warning is essential.
It’s also important to let them know that you’re moving offices well in advance in order to give them enough time to prepare. Your relocation may affect their current commute, childcare plans or the gym they attend, so it’s good practice to let all employees know your new address as soon as your relocation has been confirmed.
Let all customers know early
In addition to letting your employees know early, it’s imperative to let your customers know about your office move, too. After all, it won’t look good on your company if your customers can’t get in touch with you as a result of your new address, and this could have a negative effect on your business and its profits.
Make sure you let your customers know as soon as you have a confirmed office space and estimated date of moving, as this will make them feel appreciated and in the loop. This will also give your business partners time to prepare for any changes that may affect them. For instance, if you’re moving abroad, they’ll need to be aware of any taxes that now apply to your service or a change in business hours.
Have a plan of action for move-in day
It’s no secret that move-in day can be overwhelming for home and business owners alike. Not only will you need to move all of your belongings into the new property, but you’ll also need to spend time setting up your new office.
For this reason, it’s a good idea to have a written plan of action that you and anyone else involved in the move can refer to for guidance. This plan can be as simple as a step-by-step guide to moving in, or it may include floor layouts, seating plans and a guide to all the plug sockets in the property.
Make sure you also have the contact details of anyone who might be able to assist you on the day. For instance, if your new office is part of a large building with multiple floors, it’s worth having the number of the building’s caretaker just in case any alarms start sounding as you enter.
Hire professional office movers
There’s no denying that the most important step you can take towards a successful office relocation is hiring professional office movers. Remember – for trusted removal companies, taking care of packing and transporting office equipment is their job, so they’ll have the knowledge and experience necessary to complete the job as quickly, efficiently and easily as possible.
In addition to supplying high-quality packing supplies, they’ll also be able to load and unload your company’s belongings, transport them from A to B, and make sure that your equipment, furnishings and more arrive at your chosen destination without a hitch.
There are many reasons to hire a removals company to help you out with your office relocation, however perhaps one of the most compelling is the fact that they’ll do everything by the book. You’ll be able to rest assured that your office’s equipment will arrive in the same condition as it was when it was packed, so you won’t have to worry about dealing with costly repairs and replacements before getting back to work.
Additionally, unless you want to personally pack and unpack every item yourself, it’s always best to call the removalists. It’s simply not professional to ask your employees to help out with the move – this isn’t what you pay them to do, and it’ll also cause disruption to their working day.
However, when you hire trusted removalists, such as Arrowpak International, you’ll have the assistance of a team of professionals willing to go above and beyond to complete your office relocation to the highest of standards.
Arrowpak International: One of the UK’s leading removal companies
Whether you’re preparing for a house move or an office relocation, look no further than Arrowpak International for a moving company you can rely on. With over 40 years of experience in helping individuals, families and businesses move throughout the UK and across the world, we’re a top choice of removalists no matter what your requirements.
Based in East Anglia and Brandon, we’re proud to specialise in a range of moving services. From European and International removals to military relocations and car transportation, we have the experience and the resources to suit you – and all at highly affordable rates.
For more information about our range of moving services or to request a free, initial quote, please don’t hesitate to get in touch with us at Arrowpak International today.