Are you thinking of making a fresh start in a new office? For the purposes of upsizing, downsizing or finding a more productive workspace, many businesses have to go through this. Here are 6 tips for when you decide to take the plunge and relocate your office.
Tip 1 – Create a schedule
Last minute rushing around can be stressful, counter-productive and may affect both the efficiency of the move and your ability to get work done around it. Decide on the date that you want to relocate and arrange a schedule working back from that date. If you are moving into a serviced office, you can move in the following day. But moving into a conventional office is a more arduous process and will take longer. Make lists of what you need to do, rally your staff to help and assign tasks to each of them, and if necessary, place one of them in charge to coordinate the move.
Tip 2 – Check your existing contract
You need to ensure that you are giving enough notice when vacating your existing office, so check your contract. You also need to make sure you abide by any break clauses. If necessary, contact your solicitor, because you want to avoid any unnecessary costs.
Tip 3 – Write a list of what you need
It sounds obvious, but things will get forgotten if you do not do basic organisation like writing lists. Make sure you know exactly what you’ll need at the new office so the transition is smooth. You don’t want to turn up to discover that you need more phone lines or cabling or internet connections. You want your new office ready to go as soon as you move in to avoid missed work and minimise lost billable hours.
Tip 4 – Overlap where possible
It’s very helpful if you can overlap the leases, if only by a few days, as it reduces a significant amount of pressure. With conventional leases, trying to move in seamlessly, with every desk built, every phone line connected and every computer set up on the same day, is a tough ask. Don’t add unnecessary stress to the move by trying to do everything at once. If you can spread the move over a few days in a cost-efficient way, you are more likely to cope with unforeseen problems – or avoid them altogether.
Tip 5 – Leave your existing office as you are expected to leave it
Most leases require that you restore the property to the condition it was in when you moved in, bar wear and tear. This could mean that you will have to have it professionally cleaned. Have a look at your existing contract, ascertain what needs to be done and work the tasks into your moving schedule. That way you avoid any nasty costs.
Tip 6 – Bits and pieces
There are some vital bits and pieces that you ought not to forget if you want to avoid disruption in the move. Make a list. These bits and pieces include checking your access to the new building, making sure keys work, that you know the alarm codes and that you can get in and out. You don’t want to miss any work, so arrange for call diversion and post redirection. Update your email signatures and order stationary in advance so you are not without anything when you arrive at the new office.
The process of moving offices is unlikely to be anyone’s favourite thing to do. But hopefully these tips will set you on a good path towards a smooth transition. Of course, the process becomes even easier if you elect to move into a serviced office rather than a conventional one. With serviced offices, everything is already set up, including your phones, IT, desks, chairs and other furniture, and all you need to move is your laptop and paperwork. This makes overlapping your leases by a few days less necessary, hence you keep your overheads low.
As well as being physically easier, the process of moving into a serviced office is financially easier too. As stated above, you’ll probably save yourself time and money in the move itself. Furthermore, some serviced office providers, including Send Business Centre, have all-inclusive monthly fees. With conventional leases, you’ll need to check your finances and make sure you can afford the business rates, service charges, internet and phone charges, utilities and equipment costs before you move in.
For more information about the serviced offices offered by Send Business Centre, call 01483 225617.