Moving offices should be an exciting step for a business. It might signal growth, provide a better environment for employees, or give the company an opportunity to reduce costs and work more efficiently.
Even so, an office move involves considerably more than choosing a property and arranging a removal van. From internet connectivity and furniture to specialist equipment and staff communication, there are plenty of details that need to be considered well before moving day.
A little planning goes a long way. Here are eight important things to think about when moving from one office space to another.
1. Be clear about what the new office needs to achieve
Before viewing potential offices, take some time to define why the business is moving.
Perhaps the current office is too small, too expensive or no longer in the right location. The business may be downsizing, adopting hybrid working or looking for a more impressive space in which to meet clients.
Understanding the reason for the move will help you prioritise what really matters.
Consider:
- How many people will use the office on a typical day?
- Will the business grow or reduce in size over the next few years?
- How many meeting rooms are required? Or could a building with a shared meeting room for hire work for you?
- Do employees need quiet areas, collaboration spaces or private offices?
- How important are parking, public transport and nearby amenities?
- Will clients or suppliers regularly visit the office?
Try not to base the decision solely on the business as it operates today. The right office space should support where the company is heading next.
2. Decide whether a furnished or unfurnished office is best
Whether the new office is furnished or unfurnished will have a significant effect on the cost, timescale and complexity of the move.
A furnished office can make the transition much easier. Desks, chairs, storage and meeting-room furniture may already be in place, allowing employees to start using the space quickly. This can be particularly useful for businesses working to a short moving deadline or those that do not want to invest in a full office fit-out.
An unfurnished office gives the business more freedom to create a workspace around its own brand, culture and working practices. The trade-off is that furniture, flooring, decoration, cabling and other fit-out work may need to be arranged before the team can move in.
If you already own office furniture, measure it carefully and create a floor plan before assuming it will work in the new space.
3. Plan around hybrid working rather than simply reducing desk numbers
For businesses transitioning to hybrid working, moving to a smaller office can produce worthwhile savings. However, downsizing should not simply mean placing fewer desks in a smaller room.
Think carefully about how employees will use the office space when they are there. Hybrid teams often visit the workplace for meetings, project work, training and collaboration rather than individual desk-based tasks. As a result, the business may need more shared spaces, meeting rooms and informal breakout areas than it previously required.
It is also important to consider busy days. If most employees choose to work from the office on a Monday for example, the space still needs to cope with that demand.
A desk-booking system can help manage attendance, but the office should not feel overcrowded whenever several teams are present at the same time. Allow space for video calls, confidential conversations and focused work, as well as larger group meetings.
Downsizing successfully is about using space more intelligently, not simply fitting the same working practices into a smaller office.
4. Audit your technology and connectivity requirements
Internet access, phones and internal systems are essential to most modern businesses.
Start by reviewing the connectivity available at the new building. Check which broadband services can be installed, what speeds are available and how long installation is likely to take. Where uninterrupted access is critical, consider arranging a temporary backup connection.
Many Orbit Developments properties have been pre-connected with fibre internet services making it quick and easy to get online in your new workspace. But you are also able to source your own choice of connection if required.
The business should also review:
- Wi-Fi coverage throughout the office
- Network cabling and data points
- Server or communications-room requirements
- Telephone systems and number transfers
- Video-conferencing facilities
- Access-control and security systems
- Power supply for workstations and specialist equipment
- Printer and document-storage requirements
5. Take extra care with high-value or fragile equipment
Moving standard office furniture is relatively straightforward. Relocating servers, laboratory equipment, production technology, specialist screens or other high-value items requires a more detailed plan.
Specialist equipment may need to be dismantled, packed, transported and recommissioned by an approved contractor or manufacturer. Using a general removals company could invalidate a warranty or insurance policy, so check the relevant terms before making arrangements.
Consider the route into the new office as well. Measure doorways, lifts, stairwells and loading areas. Check weight restrictions and confirm whether specialist lifting equipment will be needed.
Finally, make sure the business has appropriate insurance in place. Do not assume that an existing policy automatically covers high-value equipment while it is in transit.
6. Minimise disruption for employees and customers
Even a well-organised office move can create a brief period of disruption. The aim should be to protect the most important business activities while the transition takes place.
Where possible, move outside normal working hours or over a weekend. A phased move can also work well, with different departments relocating at different times rather than closing the whole office.
Hybrid and remote working can be particularly useful during this period. Employees who do not need to be physically involved in the move may be able to work from home until their new workspace is ready.
Give staff clear instructions covering:
- When they should leave the existing office
- Whether they should work remotely during the transition
- What equipment they are responsible for packing
- When they can access the new office
- Where they will sit or how desks will be allocated
- Who to contact if they experience technical problems
Customers and suppliers should also be told about the move in good time. Update the address on the website, email signatures, invoices, online listings, stationery and official business records. If telephone numbers are changing, arrange call forwarding to avoid missed enquiries.
7. Use the move as an opportunity to declutter
There is little value in paying to transport items that the business no longer needs.
Before packing begins, review furniture, paperwork, IT equipment, marketing materials and stored stock. Decide what should be moved, sold, donated, recycled or securely destroyed.
This is particularly important when moving to a smaller office. Storage that accumulated gradually over many years can take up a surprising amount of space in a new workplace.
Allow enough time for this process. Asking employees to clear years of paperwork the afternoon before moving day usually results in unnecessary items being packed and transported.
Sensitive documents and data-storage devices should be disposed of securely. Keep records of any confidential waste or IT equipment collected by specialist disposal companies.
8. Speak to your landlord or commercial property team early
A good office space provider can often help you avoid unnecessary complications, particularly when they are involved early in the planning process.
Speak to the commercial property team or letting agent about access arrangements, delivery times, loading areas, lifts, parking and any rules relating to contractors. If the new office space requires decoration, cabling, partitioning or other alterations, find out what permissions are needed before work begins.
The Orbit Developments team can help businesses understand the practical details associated with moving into one of its offices. This may include discussing the most suitable type and size of space, answering questions about the building and helping occupiers prepare for their arrival.
For businesses moving into a smaller office or changing to a hybrid model, Orbit Developments can also help identify spaces that better reflect how the company now operates. Rather than paying for square footage that is rarely used, businesses can explore office options that provide the right balance of workstations, meeting rooms and collaborative areas.
Early conversations are always helpful. The more the property team understands about your timescale, furniture, contractors and technical requirements, the easier it is to identify potential issues before moving day.
A smoother start in your new office
An office move does not need to bring the business to a standstill. With a realistic schedule, clear communication and the right support, it is possible to keep employees productive and customers informed throughout the transition.
Start planning earlier than you think is necessary, particularly where internet installation, fit-out work or specialist equipment is involved. Build some flexibility into the timetable and avoid arranging every contractor and delivery for the same day.
Most importantly, choose office space that fits the way the business intends to work in the future. Whether you are expanding, downsizing or introducing a hybrid workplace, Orbit Developments can help you explore office space that supports the next stage of your business.
