Moving into a new office is an exciting milestone for any business. Whether you’re expanding into a larger space, relocating to a better location or simply looking for a workplace that better suits your team, there’s plenty to organise before moving day.
With furniture, IT equipment, removal companies and staff all competing for attention, it’s surprisingly easy for smaller but important jobs to get overlooked.
A little preparation can make the difference between a smooth first day and one spent solving avoidable problems. If your business is preparing for an office move, here are seven things worth adding to your checklist.
1. Test Your Internet Before Everyone Arrives
Broadband is probably already on your moving checklist, but don’t assume that having an installation date means everything will work perfectly from day one.
Where possible, have your connection installed and tested before employees arrive. Check Wi-Fi coverage throughout the office too, particularly in meeting rooms and areas furthest from the router or access points.
It’s also worth testing printers, video conferencing equipment, phones and any other connected devices. Discovering that half the office has unreliable Wi-Fi during your first Monday morning meeting isn’t the ideal start.
2. Arrange a Thorough Pre-Occupation Clean
An office can look perfectly presentable during a viewing and still need a thorough clean before your team moves in.
Previous occupants, contractors, decorators and furniture installers can all leave behind dust and dirt. Areas such as kitchens, washrooms, cupboards, floors and high-touch surfaces deserve particular attention before employees begin using the building.
For businesses that don’t have the resources to handle this internally, arranging a professional clean before occupation can make the process considerably easier. Companies such as ServiceMaster Clean Contract Services Lancashire provide commercial and office cleaning services that can be tailored around individual premises and operational requirements.
Ideally, schedule cleaning after contractors and removal work have finished but before employees unpack their belongings. That way, your team arrives to a clean, welcoming workplace rather than immediately having to deal with somebody else’s dust.
3. Update Your Address Everywhere
Changing your address sounds obvious, but businesses appear in far more places than most owners realise.
Your website, Google Business Profile, invoices, email signatures, social media accounts and online directories may all display your address. Banks, insurers, suppliers and professional organisations may also need notifying.
Then there are printed materials, contracts and customer communications to consider.
Create a list of everywhere your old address appears before moving day and work through it systematically. Keeping incorrect information online can confuse customers long after you’ve settled into the new premises.
4. Think About Access and Security
Who needs a key, fob or access code on the first morning?
Access arrangements can easily become an afterthought during an office move. Decide in advance which employees require building access and whether cleaners, maintenance contractors and other suppliers need separate arrangements.
It’s also a good opportunity to review security more generally. Check door locks, alarms, CCTV and procedures for visitors and deliveries.
If you’re taking over previously occupied premises, consider whether existing access codes or security arrangements should be changed rather than simply inherited.
5. Check the Kitchen and Washrooms
Desks and meeting rooms naturally receive plenty of attention when designing an office. Kitchens and washrooms often receive much less.
Before opening the workplace, check that these areas have everything employees will need. That includes basics such as hand soap, toilet rolls, paper towels, bins, washing-up supplies and kitchen equipment.
You should also decide who will be responsible for replenishing supplies.
Running out of hand soap on day two isn’t a major business crisis, but these small details influence how organised and welcoming a new workplace feels.
6. Plan Your Waste and Recycling
Moving offices generates a surprising amount of waste. Cardboard boxes, packaging, unwanted furniture and old equipment can quickly accumulate.
Before moving day, establish how general waste and recycling will be handled at the new premises. Find out where bins are located, what can be recycled and when collections take place.
It’s also worth deciding how confidential paperwork and old IT equipment will be disposed of. Documents containing sensitive information shouldn’t simply be placed in general recycling, while electronic equipment may require specialist disposal.
Having a system in place from day one prevents unwanted clutter becoming a permanent feature of your new office.
7. Decide How the Office Will Be Maintained
Getting an office ready for opening is only the beginning. You also need a plan for keeping it that way.
Consider which jobs need completing daily, weekly, monthly or less frequently. Cleaning, washroom supplies, window cleaning, waste collections, equipment maintenance and building inspections may all need allocating to either employees or external suppliers.
It’s much easier to establish these responsibilities before moving in than to wait until something becomes a problem.
If you’re using external contractors, make sure everyone understands when they can access the premises, who their main contact is and what standard of work is expected.
Make Your First Day a Good One
The biggest elements of an office move are usually impossible to forget. Nobody arrives at a new workplace and suddenly realises they forgot to bring the desks.
It’s the smaller details that tend to cause frustration.
Testing connectivity, arranging cleaning, updating addresses, planning building access and establishing ongoing maintenance may not be the most exciting parts of relocating, but they help make the transition considerably smoother.
Give yourself enough time to deal with these jobs before moving day and your employees can spend their first morning settling into their new workplace rather than working through a list of problems that could have been solved beforehand.