Minimising Stress in the Run-up to an Office Move

The best advice for a small business preparing for an office move is to do as much in advance as possible. That includes getting quotes from removal companies and actually booking one, preparing floor plans and layouts of the new premises showing where equipment and people will be located, informing utilities companies, phone companies and Internet Service Providers, and also having a backup plan to keep your business running if vital services are not available on the day of the move.

Assuming you have done everything possible in advance there are still many tasks that have to be completed fairly last minute. Some of these tasks can be done in the week leading up to the move such as:

1. Labelling large furniture items and equipment that cannot be packed with clear labels indicating their new location. Don’t be tempted to use a colour-coding or other typeof coding system as removals staff will not necessarily take note of your code – it is easier for them (and ultimately you) if the labels simply state where the item is to be located. Such as "corner office – 1st floor" rather than, say a red label or "Manager's Office".
2. Label items such as storage cupboards, shelves etc that belong to the old premises and do not need to be moved. You do not want to be faced with a bill to replace items moved that did not belong to you or to have to cover the cost – and the hassle – of moving them back on top of all the other stress of moving office. Again label them clearly with "DO NOT MOVE" or something similar.
3. Ensure all employees know what their own responsibilities are, and are not, both for the moving out of the old premises and into the new. For instance they might be expected to pack and then unpack the contents of their own desks and cupboards but not be responsible for any computer equipment and small electrical items, all of which may be the responsibility of the IT department, if there is one.
4. If the company does not have internal IT staff then it may be necessary to arrange for an IT specialist to handle the disconnection and re-connection of all computer hardware and networking equipment. Check insurance conditions regarding computer equipment if you are using unskilled staff in the event ofdamage or a problem with re-connection.
5. Agree which employees will man phones, email etc from the old premises for as long as possible during the actual move and which employees will be prepared to take over at the new premises as soon as they can. Consider which employees, if any, could work from home on the moving day.
6. Inform clients and suppliers formally of the move (you may have discussed it with them informally already) by providing the new postal address and phone numbers by email and by letter.
7. Inform staff of any car parking facilities and allocate parking spaces in advance.

On the actual day of the move there are some key factors to take into account if the move is to proceed smoothly for all concerned. These are:

1. Make health and safety of all employees your main concern – never cut corners to save time or money.

2. Make sure functioning kitchen and toilet facilities are available at both the old and new premises for the whole of the moving day.

1. Assist the removals company in whatever way you can – which might simply mean keeping out of their way or providing plenty of tea and biscuits.
2. Thank everyone for their help and celebrate thisnew start for your business.

The author has written and published articles on a wide range of topics including Small Business Advice, Tax and Accounting, Interior Design, House Renovation and Project Management.