How Do You Plan An Office Relocation?

Universal Commercial Relocation has been a trusted name in office relocation since 1978. Whether you’re planning to move to a new location or would like to make some changes to your existing internal spaces, we can help you optimise your time and effort, as well as making the move itself a seamless and stress-free transition.

Perhaps the most labour-intensive part of any successful office relocation is the sheer amount of planning that must go into it. This is why a significant part of our moving services involves helping you plan effectively for the change.

How to Plan an Office Relocation

Here at Universal Commercial Relocation, we do our very best to make sure that there is minimal impact on your day-to-day business when carrying out an office move or relocation. As one of the most trusted office relocation services in London, we ensure that every step along the way is carefully planned.

Here are some of the areas we can help you with to make certain your move goes smoothly.

Planning the space

What’s the size difference between your old and new locations? Is the new space shaped the same way as the old one? Will it require a different layout? It’s essential to think ahead, especially if the old and new locations vary significantly in terms of their dimensions.

If the new space is smaller, you may not be able to bring everything you currently own. That means decisions have to be made about what needs to be disposed of and what should be retained.

If the new space is more extensive, then it is likely you will be able to bring everything. But just because you can doesn’t mean that you should. An office move is a perfect time to take stock of your assets and make decisions on what you will want or need moving forward. It may be better or more cost-effective over the longer term, for example, to replace certain items or equipment. Bringing that with you during the move would only be a waste of time, space and energy if your plan is to dispose of it anyway.

Devising a floor plan for the new office space before the move takes place will make the process more efficient. Furniture and other items can be positioned by your moving team right away, rather than leaving you to shift things around countless times at a later date while trying to figure out the best position for everything. Having this plan also ensures that business can resume as quickly as possible, rather than prolonging the hiatus.

Deployment of new furniture and filing systems

Whether you’re looking for more space-efficient furniture or need additional fixtures and fittings to enhance the space you have, it’s crucial to consider exactly what new or replacement furniture you will require. Reviewing this at an early stage gives you time to order and plan delivery at your new location, given that there is usually a lead time between placing any order and receipt of your items. Remember, these new items must also be accounted for in the floor plan.

Your new office’s requirements for additional furniture and filing systems must also be built into the move budget.

Reviewing the IT and telecoms infrastructure

One of the most problematic aspects of an office move is often the IT and telecommunications infrastructure. That’s why we make sure that our clients are well-guided in this area as well.

Find out whether you’ll be able to detach and move all your current wiring or whether you will need to arrange for a new layout of wiring. It’s also essential to check what current setup the new location has. Are there provisions for servers and the other equipment you will need that require specific conditions?

Taking stock of all aspects related to IT beforehand will help you plan for any additional considerations you need to cater for, such as an extra room for your servers or a command centre.

Ensuring proper communication with staff and moving partners

Everyone involved in the move, directly or tangentially, will need to be well-briefed. Lack of preparation can cause delays and wasted time and effort.

For employees moving to the new location, you should devise guidelines to help them prepare for the transition properly. They too need to know what will be transported and what will be left behind, as well as details such as whether they are required to pack their own belonging and when, for instance.

It’s essential to maintain open communication with your movers as well. As one of the best office relocation companies in London, we make it a point of principle to keep in touch with our clients before, during, and after the move to ensure that every aspect is accounted for and in place. If there’s furniture that needs special handling, please make sure this is communicated to our team. We take pride in the quality of our office relocations, and building a good ongoing working relationship with our clients throughout is a huge part of that.

Planning for the testing processes on the new set-up

Once you’re in the new location, it’s important to factor in time to conduct testing, especially if you have unique systems and workflows in place. This will allow you to adjust whatever is needed.

Think about the old and new layout and look at potential problem areas. Draw up a detailed timeline for the testing period, allowing time to make alternate plans if the new set-up doesn’t work as anticipated.

Throughout the entire planning process, we provide recommendations and suggest specific services based on our own experience that will best suit your needs to ensure a smooth move.

Working with trusted office relocators

Office relocations are inevitably a complicated process, so you need the right partners to make sure the move goes smoothly. Remember that it’s not just about moving boxes, furniture, and equipment from one place to another. Office relocation services involve much more than that.

Experience plays a huge role if you want the move to be done right. Experienced movers have efficient moving processes that have been tried and tested, making sure that minimal time is wasted. That experience also allows them to properly assess each client’s unique requirements right from the very outset.

This means that whatever crops up during the process, every eventuality is anticipated and solutions are in place beforehand.

where to find an office relocation company

We have over 35 years of experience of helping businesses, large and small, to relocate to new premises. This gives us the skills, knowledge, and wisdom to make sure everything is done right the very first time. We ensure that no damage befalls your belongings or the premises throughout. Our staff are fully trained in all aspects of moving and manual handling so we can ensure the process is carried out with minimal risk.

If you’re planning a move, contact the team here at Universal Commercial Relocation at an early stage with the details of your relocation. Our expert office relocation specialists can help you plan and execute a seamless move, creating a bespoke and comprehensive package for you and your office’s unique needs. Call us on 0208 575 1133 or send us an email to info@ucr.uk.com.

FREQUENTLY ASKED QUESTIONS

What do relocation services do?

Services for office relocation in London cover many aspects of the moving process. As the relocation process can be complex, these providers offer various services to smooth the transition. These might include packing and unpacking, dismantling, moving and reassembling pieces of furniture, transportation to your new site, disposal of unwanted items, long-term or interim storage facilities if required, and more.

How do you relocate a business?

Relocating your business can be complex, so is best broken down into clearly defined phases. As well as researching office relocation companies in London, you should also:

  • Establish a budget for the move.
  • Research suitable locations.
  • Negotiate the best terms for your new space.
  • Create and follow a timeline.
  • Draw up an inventory of what is to be moved.

How much does it cost to move office?

The cost of an office move is dependant on a variety of factors, not least the voulme of items and number of people to be moved and whether it is to be done during office hours or outside office hours. Prior to your move, Universal will undertake a comprehensive and free survey ensuring our office relocation solution is as cost effective as possible. Appointing a Quality assured relocation specialist will save you money in the long term as they support you through the move process.

How do you announce a new office location?

Once you’ve decided on an office removal, first tell your employees, explaining the reasons for the move and engaging them in the process. List all clients and other business contacts such as suppliers, customers, creditors, and so on, and inform them of your plans. Tell valued clients personally or by phone if possible. Finally, update your website and social media.

How do you prepare for an office move?

An office transfer can be extremely stressful and dramatically affect productivity, even more so if you aren’t organised. Here are five key steps:

  • Establish a timeline.
  • Survey the new location.
  • Develop an inventory of what needs to be moved.
  • Dispose of unnecessary items in a sustainable way.
  • Update company materials with new contact details.

How long does it take to move an office?

A large-scale office move can take place over many phases and months, whereas Medium and smaller-sized office moves can be undertaken in one phase if required. Start planning at the earliest stages possible and engage with professional movers as soon as is practical.

Why would a company relocate?

There are a multitude of reasons. The most common reason for a workplace relocation is because the current office no longer fits your needs or provides the right space to meet current or future business requirements. Some relocations are to save money on rent and bills, while other reasons include moving to a more advantageous or accessible location, or shifting to a hybrid way of working. Before choosing a new office, always factor in space needed to support future growth and expansion.

How far in advance should you book a moving company?

When it comes to a commercial move, the amount of stuff you need to clear and bring with you should inform the amount of time you will need to get the move completed. If you aren’t sure how long the process will take, aim to talk to your moving company at least 12 weeks before you hope to relocate.

Are professional movers worth it?

Absolutely. First, if you appoint a BS8522 accredited office mover, they support you in planning and preparation, and can advise you on aspects to consider. Secondly, they’re trained and equipped to move your business reducing business downtime and loss of productivity. Thirdly, they carry full insurance as part of the office relocation costs so you’re fully covered and risks are minimised during the move.

What to expect when hiring movers?

If you hire an office relocation company, you should expect the following from them:

  • Creating a full moving work-plan.
  • Providing you with an account or project manager to support you through your relocation.
  • Support in planning and practical advice throughout the move process.
  • Providing references from previous clients on projects handled.
  • Membership of a remover’s trade association and accreditation in quality, health and safety, and environmental management.

Tips For Planning A Successful Office Relocation

If you’ve had no experience in office relocation, expect it to be exciting but to require a significant amount of work. You will also need professional help with the physical move itself. Here are some helpful tips to ensure the success of your office relocation:

a. Find a new location

Arguably, this is the most challenging part. Important factors include finding the right location, your budget for the move and for rental and running costs, your clients expectations, and considering the amount of space you need now and in the future.

b. Assemble your team

A move can be a massive project. It needs to be all hands to the pump to effect the move efficiently and in the shortest time possible. Your team should be able to cover the following:

  • Preparing an inventory.
  • Packing things effectively.
  • Organising the essentials.

c. Clear out.

After you’ve laid out a plan and established what you’re bringing and what you’re not, then the heavy lifting starts. If your lease is up and your new location is ready and waiting, then a quick move is what you need. However, if there are any delays and you need to clear out your former space while waiting for the new location to be available, consider whether your moving company can offer you storage so you can safely store some items in the meantime.

what does an office relocation company do

The Benefits Of Office Relocation

Most businesses will face an office move at some point during their lifespan. This shouldn’t be a cause of dread or stress. Instead, view it as an opportunity for a fresh start for your company, the chance to have a makeover or do things differently even better.

Office relocations happen for numerous reasons, from company expansion to shifting to a hybrid way of cities. Whatever the reason, it should be a cause for a celebration, especially if you plan the project carefully from beginning to end. The benefits of a successful office relocation include:

  • Enhancing your brand. Offices reflect the personality, culture, and health of a company. With a new location and careful planning and execution, you can immensely improve your brand image and reputation.
  • Implement innovative ways of working. A fresh start or a reset of your operations will allow for new methods to be adapted into your system, improving what wasn’t working as effectively as it should in the old location.
  • Company growth. A new location gives you more space for your team to thrive, expand, and keep on growing.
  • A healthy transition into a new workplace. Any change or transition in your operations should be given ample time and adequately communicated to everyone involved. A positive move can make a great impact on staff job satisfaction and productivity levels.
  • Reduced costs. With a relocation in order, your company can re-evaluate how it’s been doing things in the past. This means identifying areas you can change or improve to contribute to your goals as a company, especially in terms of how you manage your finances.

The prospect of an office relocation should be an exciting one for everyone involved in the process. There’s much to learn and improve in your business processes, and there’s no reason why it can’t run smoothly, especially if you hire an office relocation specialist such as Universal Commercial Relocation. Visit our homepage today to learn more about the services we offer.