Tips for a smooth small office move

Moving offices is great for a small businesses’ growth, and can lead to more opportunities, business prospects and access to a bigger network in the new location. However, transporting all the furniture, files and equipment is a big task, and will require meticulous planning, budgeting and coordinating months in advance.

Here are five tips to set you up for success in your new space.

Set a timeline

A great way to streamline your office move is to plan it out visually or in logical consecutive writing, with specific dates. Once you know where you will be relocating to, you can calculate the amount of time leading up to the moving date and split tasks evenly to make it easier. Give yourself about three months to map out every single thing you will be needing and which person is responsible for each task. Spread out tasks over different weeks and give yourself plenty of unravel time in case things go wrong. Make sure you know if everything in your old place can fit comfortably into your new office, with a comprehensive floor plan.

Prepare a floor plan

Having a floor plan is going to help greatly on moving day. If every item has a predetermined destination, you will know what to bring and what to replace. There might be furniture and equipment that don’t quite fit into the new office, and will need alternatives. A floor plan will also allow you to strategically position furniture, equipment and decor, so that it makes for a free flowing experience to walk through. Power sockets should be next to desks and easy to plug cords and cables in, and you can seat departments together. Floor plans allow you to cover both aesthetic and functional purposes.

A chance to revamp the new space

A new office not only means new beginnings for the business, but a chance at a fresh, revamped look. If you don’t want to bring the old vibes of your previous space with you, you can introduce new furniture, decorations, and more advanced equipment into your office. Add in more greenery, like hanging plants, or flowers at the foyer, perhaps take out cubicles and have a more open plan design. Ensure you have gradually sold your old furniture and equipment, or disposed of them responsibly with regard to the environment, weeks in advance before the move, and secured new purchases so they are ready to go on the day.

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Let everyone know you’re moving

Clients are a business’s lifeblood, and are going to need you to let them know early on that you are relocating. The last thing you want is to let people know you’re moving last minute, and for them to show up at the wrong address. You also need to inform your vendors, the bank, office suppliers, and any other party that has dealings with your business. Send out emails, letters and updates specifically detailing how your move could affect them, and apologise for any delays during this time. Make sure to update your stationery, email signatures and websites.

Engage your team to help out

If you want an efficient experience, get your team involved in the logistics of the move. Beyond simply informing them that you are moving to a new address, communicate that they are responsible for the contents of their desk, files and personal belongings. On moving day, make sure each person is assigned to a job and that they have allocated teams to tackle different areas. Lastly, reward your staff and everyone involved with a new office party, with food, drink and balloons. It will set the new space up on a great note, and establish a positive atmosphere.

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