Tips for moving office

It's that time of the year where we all decide to take the plunge - whether it is starting a new fitness regime and diet, moving house, or taking your career in another direction - it's all about change. It's also the time of year when many businesses decide to relocate or even start in a new office. Founder of Flexioffices, Paul Slinn, gives a few words of advice if you're planning to move your business this January.

Relocating your business can be more stressful than moving home. Organising a team as well as clients and office equipment can be daunting, and that’s before you even think of budgeting.

Create a schedule

No one likes rushing around at the last minute, so fix the date when you want to relocate and work back from that. If you are looking at serviced offices, and I know I may be biased, but it is definitely an easier process; you can move in the next day. However, if it is a traditional lease you will need longer. Give yourself plenty of time to negotiate and it’ll ease the pressure too.

Put one person in charge

Nominate one person in the office as move co-coordinator - if it’s a large job then they will be able to delegate and have the final say on decisions.

Check your finances

Serviced spaces have all the costs and rolled in to a simple monthly fee, which makes things easier, but if this isn't an option do the maths and make sure you can afford the new space. Don't forget all the overheads rent, service charges , business rates, lighting, heating, cleaning, dilapidations on the place that you are leaving as well as the cost of fitting out the new office.

Double check your contract

Make sure that you know how your existing contract works so that you give enough notice when vacating the premises as well as abiding by any break clauses. If you’re not sure, always consult a solicitor so that unnecessary overheads can be avoided.

Write a detailed list of what you’ll need in the new office

It might look ready to move in but you don’t want to arrive to find that you need more cabling, phone lines and internet connections. Make sure that you know how far in advance you need to arrange everything so that your office is up and running on time.

Try to overlap

Having both offices for even just a few days can make all the difference when relocating. Expecting to seamlessly move from one property to the other on the same day is adding unnecessary pressure to the move - even the most organised people experience unforeseen problems.

Make sure you’re leaving your existing office in the way that is expected of you

Check your agreement and make sure that if it needs a professional clean, you get it done. Usually you need to return the property back in the same condition that you took it in and failing to do so can result in more headaches.

Before the move check your access to the new building

Make sure keys work, you know alarm codes and you know how to get in and out. Organise for post redirection and call diversion - moving an office is expensive - you need to ensure the minimum amount of disruption. Also don’t forget to order the stationary and update your email signatures so that they correspond with your new address. And remember, until you have signed the lease or license and paid your rent and deposit, the office is not yours. If you like the space, make sure that you secure it as soon as you can.