Checklist - office relocation: What should you consider when your company moves to new premises?

Moving an office can be a demanding process. But with the right preparation and a well-thought-out plan, it can be done both easier, smoother and cheaper. We have extensive experience in helping companies with their office moves and know the pitfalls. That's why we've put together a small checklist, which we hope will help you get through the process better.

Three Handymans in shorts and t shirt lifting a large and heavy office plant in front of a moving truck

‍1. Start on time

Office moves can seem harmless on paper. But once the ball is rolling, everything goes very fast and it is not uncommon for you to get into a time crunch. Therefore, make sure to start preparing what can be prepared in good time, so that you can have “all hands on deck” when it is time to move for real. This will greatly facilitate the relocation process.

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2. Plan, plan, plan:

If it was not clear enough from the previous point, planning is therefore a and o when your workplace will change its address. Office moves almost always take longer than you think so make sure to nail a date for the move well ahead on the calendar.

Once the date is fixed, it is important to set up as detailed a schedule as possible. Decide what to do when and in what order. Go through all the office equipment and review what to bring and what you don't need anymore.

We are strong advocates of recycling over throwing away, it is both more sustainable from an environmental point of view and an economic point of view. Most likely, there is someone else who has a use for your old office furniture. When we help companies with their office moves, we always make sure to offer options for different Recycling Solutions also.

In addition to starting planning around furniture and office furnishings, it is also important to start reviewing agreements with existing and new suppliers and setting a timetable around when materials will be moved, delivered and assembled. Even if the timetable cracks during the move, it is always good to have a clear list of priorities for the order in which activities should be coordinated.

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3. Get help from the professionals

The absolute best option when moving an office is to hire an external project manager who is a specialist in moving companies. This will save you time, headaches and, in many cases, money — as a project manager can ensure that the schedule stays on track and makes many savings along the way.

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If you do not have the opportunity to hire an external project manager, it is at least a good idea to take note of your suppliers' knowledge and listen to their input. They know their thing, and are likely to have experience with many more moves than you have, and can therefore contribute valuable insights. At the same time, no one can be a pro at everything. However, by involving your suppliers early in the relocation process, you can gather more knowledge for your project team and thus create better conditions for a successful relocation.

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4. Inform employees in good time

An equally important part of a company move is to make sure to inform the entire company and all employees in good time about the move. Moving is not only a physical move, but it can also mean a mental adjustment for employees, not least for those who will have to adjust their ways of getting to work in the future.

It is also not uncommon for employees to have views on the move and want to get involved in the process. By informing early about the relocation process and schedule, you can reduce the uncertainty of your colleagues. It can also be an advantage to have a reference group as support where each department can express their views in their own forum instead of you being overwhelmed with questions and comments throughout the relocation period.

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Some practical tips for moving to the office:

Don't just plan for the number of jobs today - also think about what your future will look like. If you, like many others, have trouble predicting the future, maybe our Workplace as a Service offer might be interesting. Then you rent the entire workplace, including all ancillary services, with only 6 months notice, which opens up the possibilities to quickly scale up and down.

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Check your archival or storage needs, not just office space or conference room

Review and update your contracts such as telephony, networks, alarm systems and service agreements in a timely manner.

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Check that your insurance is also valid during the move.

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Do not forget to change the address!

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With experience in both large and small business moves, we will help you throughout the process

Our experienced project managers will help you through the entire relocation process

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