Relocating a business is not a simple process and can take months of meticulous planning to ensure disruption is kept to an absolute minimum.
This checklist can help ease the transition into your new space.
- Set a moving budget, accounting for all moving/transitioning services, potential updates to the new location, lost revenue due to interruption and any insurance needs.
- Select a new facility based on budget, the number of employees etc.
- Communicate moving plans to your employees well in advance. If appropriate, include reasons for the planned move and the ways your employees will be impacted. Address any concerns they may have.
- Negotiate with your current landlord and identify a move-out date.
- Negotiate the lease at your new facility and choose a move-in date. Consider the timing and avoid moving during a busy period for the business.
- Hire a qualified removals company and order any packing materials.
- Create an internal move committee and hold meetings to discuss action items. This group will also help you keep track of receipts, invoices, contracts and other important documentation.
- Determine whether or not the move warrants hiring a move-management consultant.
- Determine whether or not you will need a temporary storage unit for any furniture, equipment and appliances before the move. Consult with your removals company to see what options are available.
- Draw up a floor plan for your new space.
- Determine whether or not the new location needs any facility improvements or new construction. If so, obtain the proper permits to start contracting.
- Take an inventory of connectivity requirements, scheduling the removal of technology from the current facility and installation at the new facility. Make several backup copies of important data.
- Survey your phone system and request any new phone numbers.
- Take an inventory of furniture and office equipment, noting whether a specialist mover is required for the transition of certain equipment. Make a note of any potentially hazardous materials.
- Revise your insurance policies, identifying any additional insurance needs in preparation for the move. Ensure that your cover does not lapse during the relocation and that it is transferred to your new space.
- Walk through your current space and take photos of equipment, assessing pre-move conditions in the event that items are damaged during the move.
- Contact your electricity and gas supplier to schedule the transition of services.
- Contact clients, suppliers, financial institutions and other contacts to alert them of your address change.
- Order new stationery, business cards and marketing materials to account for your change in address. In addition, you will need to update your website and any electronic signatures that include your old address.
- Hire a signage supplier and order signage for the new location, if necessary, or, plan for how you will move signage from your previous location.
- File a change of address through Companies House. Set up mail forwarding through Royal Mail.
- Update any internal and client-facing documents that have your old address.
- Finalise the move schedule.
- Create move packets for employees, complete with parking instructions, building information, seating charts, packing materials, expectations and the finalised move schedule.
- Pack up the common areas (kitchens, reception areas, hallways and conference rooms).
- Have employees pack up their individual workspaces.
- Collect old security keys, IDs, etc and distribute new ones.
- Coordinate moving day help.
- Identify someone who will handle any questions from on-site help during the move.
- Confirm that any help you have hired to assist with move-in day has arrived.
- Coordinate with the new building manager to have air conditioning or heat on in the building during the move, depending on outside conditions.
- Reserve the lift at the old and new locations, if possible.
- Walk through the old space one last time to ensure that no items have been left behind.
- Make sure all address updates on your website and social media accounts are now live.
- Test all appliances and technology at the new location.
- Remind employees to unpack, and provide instructions on where to stack boxes and moving materials, if applicable.
- Walk through the new space and confirm that your employees have had no issues during the move.
- Welcome employees and hold training on any new systems.
- Compare any moving-related invoices against original contracts to ensure that the pricing is accurate.
- Collect any deposits held by your previous landlord and confirm that old leases and contracts have been terminated.
- Confirm that all change-of-address corrections have been made.
- Confirm that any applicable insurance has been transferred.
- File warranty information for any new furniture or equipment.
- Submit claims of any damage that was discovered post-move.
- Celebrate your new location. You can use press releases and email to inform clients and the public of your move. An open day is a great way to create excitement.
For more information and to speak to an insurance expert, please get in touch with your nearest A-Plan Commercial branch.