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From A to B, Easily - Abbey’s Office Move Survival Guide

19/06/2009

From A to B, Easily - Abbey’s Office Move Survival Guide

Over the last 10 years we have managed hundreds of office moves giving us a unique insight into how to ensure they run smoothly – and more importantly how to avoid potentially costly delays.
Here are our top tips on how to survive an office move.

One month before the move

  • Decide upon and communicate the date of the move to everyone who will be affected. Ensure that you have enough staff on the day to help out. Also remember to clear your diary of meetings or other work deadlines.
  • Get three competitive quotes for the cost of removal and any storage required. Don’t forget to check insurance levels.
  • Sign your business up to a mail and telephone forwarding package to deal with any customers who may contact your old premises once you have departed.
  • Order stationery with your new business address incorporated.
  • Notify all customers, suppliers and other associates of the change in contact details.
  • Nominate one person to act as Office Move Manager to oversee the transition. They should be the main point of contact for all queries and problems.

Few days before the move

  • Complete the inventory before you depart and hand a copy to landlord for checking. Remember to take photographs of the state of your old office as these may come in handy if you have to pay dilapidation fees.
  • Use this opportunity to de-clutter. Dispose of all items which you do not need or use. There is no point paying to transport items which will just end up in the bin at the other end.
  • Start packing any non-essential items – This will save you some time on the actual moving day. Keep all employees belongings separate to avoid confusion and mark all boxes with what is contained inside.
  • Arrange contents insurance for your equipment when it is in transit.
  • Ensure you have a floor plan of your new office space for your records.
  • Provide the management team at your new location with a list of employee names so security access can be pre-arranged. This will potentially save a lot of hassle on the move in day.

Day of the move – Departing your old premises

  • Hand all keys and access cards back to the landlord to avoid unnecessary charges.
  • Pack all remaining items and follow the same steps for keeping belongings separate as seen previously.
  • Ensure all telephone and internet services, along with utilities, have been switched off or readings taken.
  • Give the office one last tidy up.
  • Is the removal van parked in a location that is easily accessible for everyone? Is it parked in a dedicated parking bay so you avoid paying unnecessary fines?

Day of the move – Arrival at your new premises

  • A time to have the move in completed by should be agreed beforehand. This will ensure you spend as little time as possible away from your desks.
  • Do you have IT support staff on-site to assist getting everyone back up and running? Whilst some jobs can be completed by your employees, some work may require the expertise of a trained technician.
  • Ensure that you have the correct number of desks and chairs in the room and that they are laid out correctly. Make any changes prior to people unpacking.
  • Arrange the office to your specification and needs – if a cupboard is too close to the door or if a desk is facing the wrong way then move them.
  • Introduce yourself and the team to any new neighbours in the building.
  • and finally... familiarise yourself with the shared facilities that are available to you. 


Looking for your perfect serviced office space?
Our experienced office sales team would be more than happy to assist you in your search. Call us today on 0800 634 6346 or find out how much space you need and get a fully-costed office proposal online.