Moving Office Guide

The Ultimate Guide to Moving Office

Written by Owain Banfield
Written by Owain Banfield
24th January 2018 (Last updated on Tuesday 26th March 2019)

Looking to move office? If you're a start-up with a couple of team members or a corporation with hundreds of staff, moving office can be a daunting prospect. Whether you're looking to upscale, downscale, or simply need a more fitting environment, we're here to take the complexities out of your office move.

Compare My Move have a verified and accredited network of professional commercial movers at your fingertips to arrange your office removals. In this guide, we cover everything you need to know when preparing for your office move.

Preparing your Office Move

When you’re moving your whole business from point to point, there’s a huge amount of issues to consider. The designated moving manager from a professional office removal company will deal with many of the difficult logistics of your move, but here are a few points you can prepare yourself to solve common office moving headaches.

Office Removal Timeline and Budget

Develop a clear and realistic office moving schedule and budget. It's best developed in the planning stage with input from a range of decision makers in your business. Here you can highlight the core reasons for your office move and what you expect from it.

Office Layout

Start by viewing your current and new office floor plans and start measuring items. Power points and desk placements are issues that will need to be considered and planned well in advance. Make a clear inventory well ahead of office removal day, so you know what furniture or desks you’ll need to replace or get rid of. Preparation makes the whole office moving experience much easier.

Staff During an Office Move

An aspect of office moving that may be overlooked in the hubbub of desks and monitor moving is your staff. This is one of the most important aspects to consider, as your role is to manage your staff through the move. Communication is key, so make sure you keep all staff in the loop throughout the process to encourage involvement. You’ll be changing the office environment and structure, and any uncertainties may affect staff moral and general disarray.

Remember to hold a meeting with your staff at your new premises, thank them for their patience, and frame it as a fresh start (and maybe buy lunch).

Consult the Office Removal Specialists

Consult IT and Telecoms providers to ensure the networks and servers are up to scratch at your new premises. Discuss the logistics of your move with your choice of office removal companies.

Working Around your Office Removal

You don’t want your office move to be a disruption to your business, especially as the main reason for moving office might be to increase efficiency or to upscale. So you’ll want to adopt a ‘business as usual’ approach to your office move.

Keep Your Office Connected

Any technological disruption will be one of the biggest issues to any office move. Warn IT and telephone providers well in advance about your office move to ensure a seamless crossover of service. Transferring the actual equipment takes time too, so make sure all is planned to maximise productivity.

Moving Out of Office Hours

With a professional commercial removal company, your office move should work like clockwork. But ensure the bulk of the removal is done out of office hours to minimise disruption. You know your own operations better than anyone, so highlight the best window for your office move out of your normal business hours.

Business During your Office Move

One of the main concerns of the removals process is the effect it will have on your staff's productivity, their morale and their abilities to carry on with their day to day operations. The best way to combat this is to adopt a ‘business as usual' approach. If you are organised (and if you are using a move manager), you will have more chance of carrying on with work right up until the move.

Moving Office Storage

Your office removal can make good use out of office storage companies between your moves, a point which all office removal companies will help you with.

Moving Office Tips

Here’s the vital points to keep in mind when moving your office.

Office Removal Access

Consider access and parking for your new and old office, with the removal company in mind. This is especially important with shared business premises!

Let Customers Know Your Office is Moving

Tell the world about your change of address: email a notification to everyone who needs to know, and leave a 'We've Moved' sign at your old address. Remember to change you address on your business cards, stationary, advertisements and website!

Office Mover Tests and Checks

Let your IT team or IT Relocation Specialist to check all servers and equipment at your new office. Check all amenities are functioning including toilets and taps.

Boxes for Office Staff

The bulk of your move will be done by the specialist commercial removal company, but remember to provide boxes to staff who will want to pack up their own desks or offices. Remember the labels.

Moving Office Checklist

A checklist for when you're moving office:

  • Designate a moving manager and map out your new office floor plan.
  • Notify your IT providers about your move and shut utility bills before setting up new accounts at your new location.
  • Change your registered address, remember to update on your website, online, in advertisements, and over email.
  • All desks to be cleared and boxed up, label furniture to show its position in new office.
  • Check all cupboards, drawers, cabinets and any other storage space. (Tip – Keep all cupboard and cabinet doors open so at a glance you can see that you have everything).
  • Leave electrical or valuable equipment to the removal company specialists
  • Tour your new office before moving in to check it Is as promised.
  • Test phone-lines, internet connection, and all IT equipment once set up.
  • Treat your patient staff to a free 'new office lunch'.

Cost of Moving Office

Moving office can be a costly affair, though will be entirely worth it if you gain the right environment and space to grow your business.

Whether you're buying your first office or upgrading to a larger work environment, buying commercial property is a big, expensive commitment.

Before you set your heart on your new location for your empire, it's vital that you understand all costs involved and check that you have the necessary funds to keep your business in the black. Here's the rundown on the average costs involved with buying and moving to a new office:

  • Commercial Mortgage: Needed to secure the property if you’re not purchasing outright. Arrangement fees vary, but expect to pay between 0.5% and 1.5% of loan value.
  • Surveyor Fees: An acquisition surveyor will be around 0.5% to 3% of the cost of the property purchased.
  • Solicitors Fees: Fees will range between 0.5% and 1.25% of the property value.
  • Stamp Duty: Payable for most commercial properties, varying from 1% of property value though can rise to 4% if property cost more than £500,000.
  • Office Removals: Hiring a professional commercial removal company is essential to ensure your office is moved correctly. Prices will vary depending on the size of your office, and amount of staff and workstations, and extra specialised services such as IT Relocation.
  • Business Costs: In addition to these fees, you’ll need to calculate the total cost of your business being out of operation during the move.

Choosing the Best Office Movers

Regardless of business size, moving an office requires careful planning and logistics. This is why you need to deal with only the best commercial moving professionals, companies that will guide you through every step of the way.

A professional office removal company will limit any disruption to your business by generally offering a 24/7 service. You’ll usually be allocated a removal manager who will design a tailor-made office removal plan, including a full inventory and floorplan.

Use Compare My Move to get connected with verified and accredited office moving specialists and compare office removal quotes. It’s best to choose the removal company that provides the specialist service you require, whether that be white glove removal or specialist IT Relocation. 

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