Your Essential Office Relocation Checklist

Relocating a business is an exciting opportunity to refresh your workspace and set your company up for future success. However, without careful planning, it can also be a daunting and disruptive process.

As one of the leading office removal companies in the UK, we’ve put together an essential office relocation checklist. This step-by-step guide will help you plan every detail of your move, helping you to ensure a smooth transition.

Assess your needs and set clear goals

Before you get into the logistics of moving, you should take some time to evaluate why your business is relocating. Are you looking for a larger space, better facilities or a more convenient location for clients and employees? Once you understand these motivations, you can determine your priorities and ensure the move serves your business objectives.

Once you’ve outlined your reasons, you should figure out what the new space needs to accommodate. Consider practical aspects such as the number of workstations you need, any meeting and breakout areas, storage requirements, IT infrastructure, and specialised equipment. Don’t forget to factor in space for future growth and flexibility to adapt as your business evolves.

Assign a relocation team

A successful office move needs a dedicated team to manage the process efficiently. You should assign key roles and responsibilities to individuals who can oversee different aspects of the relocation. For example, you might want to designate a project manager to coordinate tasks, a facilities lead to handle logistics, and an IT specialist to manage technology needs. Clear delegation such as this will help to avoid confusion and ensure every detail is taken care of. Of course, if you’re moving a small business then you may need to wear all of these hats, so make sure you allow enough time for planning.

You should aim to involve colleagues and suppliers early to ensure everyone is aligned and so you can gather input from across the business. You could include department heads and IT representatives in planning discussions to help identify specific needs and potential challenges.

Create a detailed relocation timeline

A well-structured timeline is essential for keeping your commercial relocation on track. You can start by outlining key milestones, such as when you will finalise the lease on your new premises, the completion of any renovations or fit-outs, and moving day itself. You can break these down into smaller tasks, such as arranging removals, packing, and setting up IT systems, to ensure no detail is overlooked.

When building your schedule, try to set realistic deadlines that can accommodate potential delays, such as the availability of contractors. Consider when your relocation can take place with minimal business disruption – ideally, you’ll be able to schedule the move during quieter periods.

Audit and declutter your current office

Moving to a new site is a good opportunity to conduct a thorough audit of your current assets. You can create an inventory of all furniture, equipment, supplies and documents. This can help you understand what you have and identify items that are essential for the new workplace.

Next, you can decide what to keep, sell, recycle or donate. Decluttering not only streamlines the move but also reduces transport costs and ensures your new office remains organised and efficient. Try to prioritise items that are functional, align with your future office design, or hold significant value to the business. For outdated equipment or furniture, consider selling them to recoup costs, or donating them to local charities. Aim to recycle responsibly wherever possible to minimise waste.

Plan the layout of your new office space

Designing an effective layout for your new workspace is key to creating a productive and comfortable environment. Think about the placement of furniture, workstations, equipment and stock. Use the dimensions of the new space to ensure everything fits well but aim to leave adequate room for movement and accessibility.

When planning your office new layout, factor in ergonomics to support employee wellbeing. Opt for furniture that promotes good posture, ensure there is ample lighting, and position workstations to minimise strain. Additionally, you can optimise the layout for an efficient workflow by grouping departments or teams that regularly collaborate.

Coordinate IT and telecoms relocation

Successfully relocating your IT and telecoms systems is one of the most critical aspects of a business move. Doing it right will ensure your business keeps running smoothly and maintains communication with clients and staff.

You can start by auditing your current technology infrastructure to identify what needs to be relocated, upgraded or replaced. You should back up all data securely to prevent loss during the transition, and also ensure sensitive information is protected throughout the process.

Coordinate with your IT team or service provider to plan the dismantling and reinstallation of hardware, such as servers, computers, phone and payment systems. To avoid downtime, you should confirm internet and phone line installations for the new location are scheduled in advance.

Communicate with employees and clients

Effective communication is vital to a successful office relocation. Aim to keep employees informed throughout the entire process. This could involve sharing regular updates about the moving timeline, any changes to workflows, and also what is expected from the team during the move. You should encourage feedback and address any concerns that are raised to maintain morale and engagement.

Aim to notify clients, suppliers and other stakeholders of your upcoming move well in advance. This communication should include your new address, updated contact details and the date from which they’ll be effective. Utilise multiple channels such as email, your website, and social media to ensure the information reaches everyone.

Book a reliable office removals company

A professional office removals company can help to ensure a smooth and efficient relocation. A trustworthy commercial removals company, such as Britannia, will manage the logistics of transporting your belongings, allowing you to focus on other aspects of the move while minimising disruption to your business operations. We have extensive experience in company moves both large and small, and will work with you to create a moving plan that suits your specific needs and timeline.

When you’re looking for someone to manage your move, start by researching companies that offer the services you need, and check reviews and recommendations to ensure they are reliable and capable of handling your requirements. Before you book, ask them questions about their services, such as whether they offer packing and unpacking, insurance coverage and the handling of sensitive or heavy equipment. You should also check that they’ll have availability to fit in with your schedule.

Prepare for moving day

Getting organised ahead of your moving day will help to ensure you have a stress-free experience. Pack items systematically and label each box clearly with its contents and designated location in the new building. This will make unpacking more efficient and help your team settle in quickly. For office moves we usually recommend the use of large plastic crates, which we can deliver in advance. They are strong, stackable, easily labelled, and they can be cleaned and reused, so they are great for the environment as well.

Make sure roles and responsibilities are assigned and understood, such as disconnecting utilities at the old location, ensuring the removals team has access, and securing important documents and valuables for safe transport. You should also arrange for cleaning services if required, so the space is ready for handover. On the day of your move, have a point of contact available to coordinate with the removals team and address any last-minute issues.

Pay attention to health and safety

When planning an office relocation, prioritising health and safety should be at the forefront of your preparations. Any contractors or office removal companies hired to assist with your move should adhere to strict health and safety guidelines to protect both their team and your employees during the process.

One of the first things you should ensure is that any contractor involved in the move carries out a comprehensive risk assessment. A risk assessment will help to identify any potential hazards associated with the office relocation, such as heavy lifting and navigating busy office spaces, and will outline measures to mitigate those risks.

Alongside the risk assessment, you can request a method statement from your contractors. This document will provide a detailed plan on how the move will be conducted, highlighting the specific steps and precautions that will be taken to ensure safety and efficiency. The method statement will outline things such as the types of equipment used, team members involved, and any precautions that will be put in place to prevent accidents or damage.

These documents, collectively referred to as RAMS (Risk Assessment and Method Statement), are vital for minimising risks during the relocation process. As a business, you are entitled to request copies of these documents, and reputable office removals companies will be more than willing to provide them. Never hesitate to ask for this information, as it ensures that all parties are aware of the safety protocols in place.

Settle into your new space

Once the move is complete, you can focus on settling your team into the workplace. Start by systematically unpacking, and prioritise essential items like communication equipment and office supplies. Test all systems and technology to ensure everything is working as it should be, so you can address any issues promptly.

Take the time to arrange furniture and equipment according to your planned layout – remember, you may need to make adjustments to improve comfort and efficiency once you see the layout in situ. Once everything is in place, take your employees on a guided tour of the new space, highlighting key areas like meeting rooms, breakout zones and emergency exits.

Professional office removals from Britannia

Relocating an office can be a complex process, but with Britannia, you’re in expert hands. Our professional office removals service is designed to take the stress out of your move, handling every detail with care and precision. From packing and transporting your equipment to ensuring minimal downtime, our experienced team works closely with you to deliver a seamless relocation experience.

With Britannia, you can trust that your office move will be completed efficiently, securely and on schedule, with health and safety taken care of, and all of this with no hidden fees. Find your nearest Britannia office to speak to your local team or get a commercial removals quote today.