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The Ultimate Guide for Office Moves

The Ultimate Guide for Office Moves

Manny Sahmbi January 27, 2023

Updated: November 23rd, 2023

Is your London business moving offices? If you’re looking outside of London, you’re not alone in making the decision to move. In recent years, particularly due to the COVID-19 pandemic, many businesses have relocated away from the capital to growing areas of the North. There can be several reasons for this, such as the rise in remote and hybrid working, as well as increased energy costs and the recession putting a strain on business’ finances. Tech companies in particular are choosing to relocate to smaller cities outside of London, like Milton Keynes, and are choosing to hire remote teams rather than renting large office spaces in the capital.

If you’re a London-based business considering moving office, it seems to be a great time to make the move. After all, there’s a lot of vacant office space and decreasing rent costs – and while many people are now working from home, they are still using the office to meet and collaborate. With this in mind, plenty of businesses are still choosing to have offices in London, with office occupancy being at its highest since March 2020. BP has recently announced they are moving offices in London – so it seems plenty of major businesses are choosing to remain in the capital city.

Is your business relocating to a new office in London? Our office moving guide can be your go-to list to ensure nothing gets forgotten. Here’s our office move checklist that you can rely on to make your move as straightforward as possible.

1. Plan ahead

If you’re wanting a streamlined and organised office move, the first step is to plan well in advance. Where is it you’re looking to move to? Does your business have the budget to move at this time, or should you hold off a few months? Make sure you’re both financially prepared to relocate, and mentally ready too. If you have a particularly busy season at work approaching, it may be best to postpone your relocation until you have the brain power to process it.

Make sure to review your current lease and how much notice you need to give to your landlord. Try to research new office spaces well in advance and arrange viewings so you know exactly what’s out there and your preferences when it comes to your new workspace.

It’s important that everyone has a say when it comes to office space, as everyone’s needs are unique. Why not conduct a survey to ask your employees what they value most from an office? Perhaps they appreciate large meeting rooms, or an open canteen space to enjoy their lunch away from their desk. With office occupancy reaching 52%, just shy of the pre-pandemic average of 60%, it seems that many employees are enjoying the return to office life for collaboration, while valuing home working for concentration – it’s all about balance!

For a comprehensive checklist to ensure a smooth office move, make sure to consult our checklist for office moves as part of your planning process.

2. Create a timeline

It may be beneficial for you to appoint an office move project manager who is responsible for putting together a timeline for the move, to ensure it’s as streamlined as possible. Remember to include any important dates, such as when to start packing and when you need to disconnect your appliances. Try to schedule each item on your to-do list to be completed by a certain date, to help eliminate any unnecessary stress before moving day.

3. Notify stakeholders

Be sure to keep the whole business informed about the move well in advance so everyone is prepared. Make sure everyone is given notice that you’re moving offices – not just your employees but clients, vendors and other major stakeholders. Be sure to give them your new office address and contact information ahead of time so they’re kept in the know.

4. Arrange utilities

Assess when you’ll need to disconnect utilities at your current office and have them installed at your new location. Give your electricity supplier a call, as well as your water, gas, internet and phone services so they’re aware of your last day in your current place and when you’re moving. That way, they can arrange for your final bill to be forwarded to your new office’s address.

5. Hire a moving company

If you’ve moved house, you’ll know first hand that moving can leave you feeling overwhelmed. Unfortunately, the same can also apply with an office move. With so much to organise and pack, mixed with any potential pitfalls that could occur on moving day, an office move can feel daunting. A professional removals company can help take some weight off your shoulders. Make sure you get quotes from several companies beforehand and that your final choice is licensed, insured, and comes with plenty of experience. It’s always a good idea to read customer reviews to see how others have found their service.

Here at Happy2Move, we offer a reliable and fully comprehensive removal service for business and office moves all across London. With the help of our well-trained and dedicated team, moving day can go from being overwhelming, to speedy and stress-free. When it comes to removals, our priority is helping to ease your anxieties and ensure moving day is as straightforward and stress-free as possible. Why not give our Google reviews a read to see for yourself?

6. Pack carefully

Try to pack well in advance so you have another thing ticked off your to-do list. Make sure to label all of your boxes clearly with their contents, and the new location they should be delivered. It’s important to invest in some good quality packing materials, such as boxes, bubble wrap and packing paper, to keep your goods well-protected while on the move.

If you’re looking for durable, high-quality packing materials to keep your office goods in good shape, we can help. We can supply packing materials to keep your items secure and well-protected on the big day. We can also offer full or partial packing services too, to ensure your office supplies are well-wrapped and protected so they arrive at your new office with no faults. With over a decade of experience in the industry, we know a thing or two about how to pack items the right way to minimise damage to goods during transit.

7. Move furniture and equipment

When it comes to moving day, you may be conscious of how you’re going to lift and move heavier items like furniture and equipment. If you and your employees choose to handle those bulky, heavier items yourselves, it’s important that you lift them correctly to avoid straining your back and causing an injury.

Hiring a reputable removals company can help alleviate any worries of injuring yourself, or causing items to get damaged. On moving day, they can help you lift and move all furniture and equipment carefully to the new location so you can focus on those other important duties such as returning keys and ensuring no valuable or confidential items get left behind.

8. Set up the new space

Once you’re all moved in – the fun begins! It’s time to make your new office space entirely your own. Arrange furniture to maximise the new space, paint the walls (just make sure to check with the landlord what is and isn’t allowed!) and hang up your signage to reflect your business or brand. While you will already have existing furniture and equipment, a new office is a great excuse to indulge. Why not buy some new tech, like an office speaker, or some bean bags for a laidback meeting room space? Not only will this add a new look to your place of work, it may also encourage employees to make use of this new workspace – particularly if they’re hybrid workers. Since the pandemic, employees are embracing new working patterns, and are in an environment for them to thrive in.

9. Update your records

You’re still surrounded by boxes and may have forgotten where you put your laptop charger, but you’re all moved into your new workspace! The next step is to update your records with your new address and contact information, so your clients and customers know where to find you. This may include updating your website, email footer, business cards or other marketing materials. Also make sure to set up a forwarding address for any bills.

10. Celebrate

After months of preparation, organisation and a lot of packing, you and your employees can enjoy the new office. And it’s only right that you celebrate it. Be sure to thank everyone that helped make the move a success, from project managers to receptionists. What better way to celebrate your new space than an office party? It’s the perfect opportunity to build team morale, let your hair down and celebrate your employees.

Need support or advice for your upcoming office move? Happy2Move can help!

If you’re planning your upcoming office move, take away the stress and anxiety of moving day with the help of a professional removals team. Here at Happy2Move, we’ve been helping Londoners with their house and office moves for over a decade. Our team are highly trained and deliver the highest quality service to ensure you’re completely satisfied every time. Perhaps you’re downsizing your business and need some support to make your move go smoothly. Or need to put your office supplies into storage before moving day. Whatever your removal needs we’re at hand to minimise the stress. We make your office move as efficient and hassle-free as possible.

Say goodbye to stressful, unorganised moving days with Happy2Move. Complete our handy removals form today to get a quote, or reach out via our contact form with any questions you may have. Moving offices has never been easier.

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