Moving an office is a big task, whether you’re a small business based in Harlow or a larger expanding company in Essex. You’ll have equipment to pack up, IT systems to transfer, duration of downtime to manage, and many things to think about. Office moves can be stressful, but with proper planning and the help of a reliable man and van service like ASAPvan, they can be a smooth process. To assist you with all of this, we’ve created a step-by-step overview to help in determining what you’ll need to successfully relocate your office premises.
Step 1: Plan your office move ahead of time
The key to an easy office move is to plan! Ideally, planning should start around 2-3 months in advance of your move date. Here’s what to consider:
- Set your date to move – Identify a date that will cause the least possible disruption to your business, i.e. the weekend or outside business hours.
- Set your budget – Detail any associated moving costs (van hire, packaging material, professional mover costs) as part of your moving budget.
- Identify a moving team – Choose your moving team to cover different aspects of moving, i.e IT, furniture, or logistics.
Book a professional man and van moving company – A reputable man and van service like Asapvan will allow for safe and secure moving heavy furniture and sensitive IT equipment.
Step 2: Declutter & Organise Before Packing
Before packing, reduce clutter and eliminate waste in time, space, and money.
- Organise files – Shred any old documents, and digitise as much as possible.
- Look at furniture – Sell, donate, or discard broken furniture and desks, and chairs that are not used.
- Take stock of IT equipment – Label all computers, cables, and accessories for easy future connectivity.
Having less often means that you have fewer things to load, so it typically reduces the number of trips as well as the overall moving costs.
Step 3: Notify Employees, Clients & Service Providers
Having everyone on the same page is important to getting everyone ready for the move:
- Inform all staff – share the moving timeline and assign tasks and responsibilities.
- Update clients and suppliers – notify by email, or any way you can post from your website, and wherever your business appears in the business directory listings.
- Transfer services that you require – Make sure to set up and test internet, phone lines, and utilities before the moving day.
Step 4: Organise Your Packing and Label Everything Properly
There is a difference between disorganised and organised packing and unpacking. You need to:
- Use proper packing materials – good boxes, sturdy packing material in boxes, so that you can mitigate the chances of damage.
- Properly label boxes – Properly label by department and contents (e.g., Finance – Desks 1-3)
- Prepare a “first day” box of items – A first day box of items like keys, chargers, important documents, and basic supplies.
Labeled boxes can have a great impact on the time taken to unpack.
Step 5: Hire a Professional Man & Van Service
Moving an office without professional assistance can lead to damage, delays, or even injury; utilising a professional man and van service, like ASAPvan, will provide several benefits:
- Loading and transporting efficiently- freelance crew members will transport everything from desks to IT systems.
- Insurance coverage- an additional layer of protection for your valuable equipment.
- Save time- professionals can move faster than your employees, which will reduce downtime for your business.
Step 6: Set Up IT & Telecoms First
It is paramount to get your technology set up:
- Be sure to test the internet/phone lines before moving day to eliminate delays.
- Be sure you back up everything essential, you won’t want to lose data during the relocation.
- Consider hiring IT professionals to assist in reconnecting servers, workstations, and networks to minimise relocation mistakes.
This way, your team can start working as soon as possible.
.
Step 7: Unpack & Disorganise the new office
Take a few organised approaches to your office set-up once you arrive:
- Get IT and workstations set up first- get all necessary systems up first.
- Set up furniture- desks, chairs, and storage.
- Give the boxes to their respective departments- implementing a strongly labelled box system can expedite how efficiently you give them out.
Consider your layout much the same way you did in your old office to ensure collaboration and comfort.
Step 8: Update Your Business Address Everywhere
Be sure to update your official and customer-facing records:
- Set up Royal Mail redirection to catch any mail sent to your old address.
- Update HMRC, banks, insurers, and other official records.
- Inform clients and partners via email and social media that you have moved location.
Final Tips to Make Your Move Easy!
Book your moving van in advance – Especially during busy periods.
- Do a trial run – Go over to your new office and check out the sockets, the internet, and workspace layouts.
- Celebrate – A small team event can help to improve morale and help everyone to settle in.
Need Help Moving Office?
At ASAPvan, we are specialists in office moves of any size. Heavy lifting, IT equipment, careful packing and transport of goods, our team takes everything into account to make your move quick, safe, and economical.
Contact ASAPvan today, we will assist you with a free quote and make your office relocation easy.