Moving offices can be a stressful time and it’s easy to make mistakes. Unfortunately these mistakes can be costly, especially if you’re a small business, so we’ve put together a guide citing some of the key mistakes businesses make when moving and what you can do to rectify them.
Failing to plan
Many businesses underestimate the time and effort that’s needed to move offices and quite often leave things until the last minute. This can cause confusion and extend the process for much longer than it needs to be. It’s important that someone steps up and takes charge of the move making checklists for pre-move and post-move to ensure nothing gets forgotten and everything runs as smoothly as possible. It’s also important to notify suppliers, sort out insurance and contact any relevant IT companies well in advance of your move.
Missing opportunities to de-clutter
It sometimes seems easier just to pack up everything in your office and transport it to your new facilities, but this is often a bit short sited. Many of the documents and equipment that you take with you will end up using valuable storage space and are likely never to be used again. Moving is an excellent time to de-clutter and rid yourself of all the unwanted material which has been crowding your office over the years. Actions such as scanning in documents will allow you to dispose of bulky hard copies and charity and second hand shops also give you the chance to leave unwanted furniture which has seen better days behind.
Forgetting that communication is key
Not informing clients and staff of the details of you move can cause you so much hassle in the long term. It’s vital that you keep necessary parties in the loop and give them a point of contact as it could take you a couple of days to get settled and fully up and running again. It’s also important that you gain the support of staff but not to ask too much of them. Make sure they know where to be and at what time and also anyway in which they could help. Be patient with them though as it could be just as stressful for them as it is for you and they’ll also need time to settle.
A new office can often preoccupy the mind with what goes where and who gets which desk, but these notions are all trivial in the grand scheme of things. Your top priority should be to get your business running and get everyone back into work mode. Setting up phone and email systems should be right at the top of your list and giving staff clear defined roles on what they should be doing in the new space.
Not securing the move
With everything else to consider, security often falls down the list when it comes to planning your move but it certainly shouldn’t be forgotten. With people and valuables moving between sites all day, it’s important that you ensure that premises and possessions are secure at all times. Make sure there are people you trust at both sites who can take charge of the moving from both ends.
We have relocated more than 15,000 employees in the last 12-months alone, and one thing we see time and time again is firms expecting the impossible. Office moves will always bring challenges, so expect there to be a few things that don’t go to plan, try and stay calm and always work as a team.