When you’ve outgrown your office premises and want to move somewhere bigger you need to plan your move carefully and well in advance to minimise disruption.
First steps
- consider how much space you will need for at least the next three years. Moving is expensive and disruptive so you want to avoid doing it more often than necessary. Refer to your business plan for projected growth
- consider your budget. You may need a loan to finance buying or leasing new premises. Make an appointment to discuss finances with your bank manager. Ask what figures he will need to see and take these along with you
- who will do the packing and moving, your staff or a professional firm? Although it might seem a saving for a small team to do its own move with the help of a couple of trolleys and a hired van, there are insurance and legal implications. There is also the risk of possible injury for people with no knowledge of the correct lifting techniques for heavy equipment. Before you decide to move yourself, get some advice from insurance and legal experts
- plan the new office – the decoration, layout, wiring and phones, right down to which shelves you will use for what. It makes unpacking and getting going faster
- give your customers plenty of warning about the move and plan how you will handle them during the move itself should an emergency crop up
- have a contingency plan
Expert insurance advice
Your office insurance policy is unlikely to cover you for DIY office moves. You need to arrange, say, a day’s extra cover.
Even if you are using a professional removal firm, check the small print of your office equipment contract agreements to make sure that you are covered for the disconnecting and reconnecting of faxes, photocopiers, printers and PCs. Check too that everything is properly insured.
Legal issues
As an employer, you are legally obliged to ensure a safe place for your employees to work, and that staff receive proper training to do the job in hand.
If you are asking people to lift heavy loads and they have no training in recognised lifting techniques, you are technically in breach of Health and Safety Regulations. Should one of your staff pull a muscle while struggling to manhandle, say, the photocopier, they will be entitled to bring a claim against you.
When you have everything transferred to the new location, your tired staff now have the longer job of getting it all up and running. It can work out substantially cheaper to hire a professional removal firm. Your time will be better spent sorting out the new office, and you will do this more effectively and safely if you are not exhausted from the move.
Call in professionals to do cabling and wiring. Don’t allow staff to do jobs they are not qualified to do.
Professional movers
As always, you get what you pay for
- try local firms first, especially ones that come with a personal recommendation from business colleagues. Small companies are often the most helpful, and may be cheaper than the international big names
- ask for and follow up references, ideally from similar sized businesses to yours
- small firms like to give a personal service. They can help you plan what equipment and manpower will be needed and how long the move will take
- removal firms will supply crates for you to pack documents and books. If you want them to do the packing and/or unpacking, a small company has a more flexible approach and will pack to suit you rather than to the rulebook
Insider hints
It is probably more efficient to do the unpacking yourself – then you can immediately put things where you want them.
Give as much notice as possible. Three weeks is preferable. Avoid Fridays, the most popular day for any removal.
Office alternative
If you are not able to predict your long-term office requirements, another solution is to hire a serviced office.
- serviced offices provide as much or as little space as you want, often in prime locations
- you can increase or decrease the space and terminate the agreement at short notice
- you can move in right away and start work. There is none of the hassle of signing a complicated lease or disruption while you connect up office equipment because the offices are kitted out. They are generally smart and well furnished. Reception, telephone and typing services are provided
The only drawback is that serviced offices are expensive. You are paying for convenience and flexibility.
