According to Secure Move Newcastle moving office, just like moving house, can be one of the most stressful things you have to do in life but with a little forward planning and some strategic thinking you could quite easily make the whole process a lot more fun than fuss.
This is the best time to find out what you really want from your working environment. You might consider yourself to be a forward thinking out of the box trouble-shooter but this is not the time to limit yourself to your own magnificent ideas.
Go and visit the offices of existing high-end performers. See how they’re doing things differently to you and steal their ideas. Ask everyone you know who’s doing things differently and find out how and why. Stealing ideas is so much easier than thinking them up for yourself.
Employ experts in both office design and IT. You’re not just moving where you perform your business activities; this is a great opportunity for rebirth. Don’t hold back, this is a clean slate chance to be the company you want to be, not the one you’ve grown into by accident.
Run a competition amongst your staff to find out what they really want from an office space and all the things they think would make doing their job easier, more enjoyable, and more efficient.
Talk about it to everyone. Gather your intel. The more minds you’ve got on the move, the fewer things are likely to get overlooked. You don’t have to take everyone’s advice when they offer it, but for the brainstorming part of the process, you can never be too many cooks…
The devil’s in the details so plan for everything. Those little things you miss that make the difference between a smooth sailing transition or having the brakes slammed on hard are going to be the facepalm moments you can’t believe you missed, so make sure as well as the big things — furniture, computers, phone lines, photocopier, etc., make sure you’ve got all the other ‘taken for granted’ items sorted too.
Have you got enough boxes (you will never have too many boxes) for your staff’s personal office effects? Is there a structured layout for where each of them will operate? This could be the perfect opportunity to bring teams together if they’re not already; or would your staff be more productive working alongside their friends? There are trends for open workspaces so that staff can choose different areas of operation for different times. Some may prefer a peaceful environment in order to concentrate, others a lively atmosphere to stimulate creativity. The next day they might want to change it up. It could depend on their workload, project or mood. Either way, an office with a selection of environments could be just the thing for the forward thinking start-up model.
Consider instigating a team of leaders to streamline your move. Pick the best person for each task and put them in charge. A little responsibility goes a long way in motivation. Work your staff smarter, not harder.
Just as you would with any other project make sure you cost every aspect of your move to the last detail too. Your business is paying for this after all, can it afford to support all your wants and needs as well as your hopes and dreams? Get quotes for everything, right down to feeding and watering your staff and moving team. Make sure you know exactly what the bottom line is before you’re in danger of a big overspend.
Location, location, location
As well as deciding if you need to be in the financial district or the boho café culture part of town, you should also factor in your staff’s new commute and any drastic change to their existing routine. It might be a great opportunity for you to move to the other side of town but can you keep your team just has happy if they have to travel for an extra hour to get there? Will there ample parking? And adequate public transport links? Do you actually need a complete office for your business or would your small but perfectly formed team prefer a shared space? Sharing rents, rates and other costs could be advantageous as well as networking and piggybacking each other’s clients.
Lease or buy?
There are advantages and disadvantages to both. There are so many things to consider with whichever route you do choose. Buying offers security and investment. Leasing gives you more freedom. Long and short leases offer very different pros and cons too. This section alone could easily be a complete and lengthy article of it’s own. Whichever options are on the table make sure you consider every eventuality before making a concrete decision.
Insure against everything
If you’ve been in business for a while then you’ll already know the importance of having the correct insurance cover. Arrange a meeting with your insurance company to make sure you haven’t overlooked anything or if they can pinpoint and suggest areas that you will need to update on your policy.
If you’re a newbie taking your start-up to new levels then shop around, listen to who understands your business the best and offers you the full package that you’re going to need to insure against every eventuality you could face in the future.
Also, make sure your insurance covers the move itself. Things get lost and broken, accidents happen; if it’s all coming out of your pocket then it’s going to make a mockery of the work you put into your initial costing — make sure it doesn’t.
Technology (and the coffee machine) are fragile
A professional moving team will advise you on what packing items you will need and how best to move every piece of equipment, file and family photo, as well as the desks they’re sat on. If you’re doing it yourself, or a member of your team is, take a full inventory of every room including every single item in it. Make proper allowances for packing every breakable in a suitable way for transit. Treat those items like your children and wrap them up in cotton wool (or bubble-wrap, it’s more practical). If they all work when you disassemble your old office you want to make sure they still work when they arrive at their new home.
Given that this is the perfect opportunity to reinvent yourself, make sure the company brand is in tune with the new office you’re creating.
As well as an ideal opportunity to dust up your old-fashioned presentation and promotion materials you need to make sure everyone knows exactly who the big player is in that amazing new space. Maximise your signage. Create an impact with your business personality. If you’re in an area with a lot of footfall or traffic it’s a huge advertising opportunity you should grasp with both hands.
Office culture is so important
As well as wowing your clients with your impeccable style and décor tastes or your avant-garde larger than life environment, creating a workplace that your staff love turning up to each day will also improve motivation, job satisfaction, staff retention, as well as attracting new talent, and in turn will help boost efficiency, productivity, and your profit. Keep your staff happy, they’ll work happy. Get them excited and they’ll fly.
You could promote an open day for any existing clients who want to wish you well. It’s a great opportunity to educate them about services they might not know you provide and also it’s a fabulous time to network with possible new clients in the area too — a simple and cheap leaflet drop will invite everyone and anyone to come and see what you do.
And you should definitely throw a ‘Welcome to your new home’ breakfast for your staff. Make sure you thank them for their work in making the move a success. Teamwork makes the dream work after all, make sure you do everything you can to make your team the happiest they can be.
Up to and including moving day – a kind of check list
- Stay connected to your clients.
- Choose a trusted removal company.
- Revaluate your utility providers.
- When you set up, test everything twice.
- Boxes, boxes and more boxes.
- Budget to the nth degree.
- Use specialists; property agents, finance companies, designers.
- Phone transfers and number rerouting for the moving period.
- Acquire the correct permits for everything and anything.
- Who’s doing the cleaning?
- Tell your clients where, when and what’s changing.
- Make lists. And then make lists of lists. Lists are your memory’s personal assistants.
- Update your stationery, your website, marketing materials, as well as all online and offline advertising.
- Water plants and pack them up properly — they’re living things remember.
- Make sure exit and entry routes are big enough for all furniture, old and new.
- Choose the best teams for either end of the move. Make sure the staff allocation makes sense with each task and its workload.