Five tips for moving offices

As a small business, a change of scenery could be an important step in rejuvenating or improving your workplace. However, office relocation can also affect your business much more than it would a larger sized company. The costs of relocation combined with the loss of productivity caused by the disruption may cost your business more than just on moving day. That's why it's important to prepare as much as possible so that when the time to move comes, it'll go smoothly, and allow you to settle into the new office in no time.

What furniture, facilities and equipment could make your office better, and what could your employees go without?

Planning the future office space

After you've secured the new workplace and the contracts have been signed, it's time to consider how the new office will look. This involves planning out the office space according to staff needs and assessing what the most practical desk and office arrangement will be. Other factors to consider are where the IT station with the office printer and photocopier should be located, as well as the kitchen and storage areas. Consult with your staff to ensure that all needs are met before making final decisions.

Out with the old, in with the new!

Take this time to conduct inventory of your office. What furniture, facilities and equipment could make your office better, and what could your employees go without? Packing takes longer than moving, so if there’s things you don’t use it can be easier to leave them behindi.

If you're thinking of making the switch to new furniture or equipment, you should consider how you will responsibly and cheaply dispose of your existing items. E-waste and furniture disposal services may be provided for free from your local council, as long as you organise a pick-up day in advance. When ordering new furniture and equipment, be sure to ask for it to be delivered straight to the new address.

Preparation is key in ensuring a smooth transition to the new workplace.

Keeping clients happy

Another important consideration before moving is to notify your clients about the move and any potential impacts upon businessii. You should let them know of the change of address, any delays that might occur because of the move, and how they can contact you during that time. This will prevent any needless confusion or frustration if they're unable to reach you during the move. Consider relocating on a Friday or during the weekend to minimise the inconvenience to your clients: by Monday morning, it should be business as usual.

Aside from clients, there are other key agencies that should be notified about the changes. Your bank, insurance company, government agencies, office suppliers and vendors should be given sufficient notice about your change of address so as to avoid issues down the track. Contact your local post office to organise the forwarding of all mail to the new address. While you're at it, remember to update your business cards and contact information on letterheads, email footers, directories, invoice templates, mailing lists etc.

Boxing it all up

Another important consideration before moving is to notify your clients about the move and any potential impacts upon businessii. You should let them know of the change of address, any delays that might occur because of the move, and how they can contact you during that time. This will prevent any needless confusion or frustration if they're unable to reach you during the move. Consider relocating on a Friday or during the weekend to minimise the inconvenience to your clients: by Monday morning, it should be business as usual.

Aside from clients, there are other key agencies that should be notified about the changes. Your bank, insurance company, government agencies, office suppliers and vendors should be given sufficient notice about your change of address so as to avoid issues down the track. Contact your local post office to organise the forwarding of all mail to the new address. While you're at it, remember to update your business cards and contact information on letterheads, email footers, directories, invoice templates, mailing lists etc.


iMini Movers, Office Relocation Hints, viewed 27 February 2018

iiThe Spruce, Checklist of Who to Notify When Moving an Office or Business, viewed 27 February 2018