Planning an Office Move?

Luckily, we’ve got a fair number of office moves under our belt. Thousands, actually. So we know what can go wrong and how to avoid lost productivity, stress headaches and red faces.

Here’s our list.

An office move takes time. Figuring out how to make the best use of a space takes time. Organising and planning high quality furniture takes time too.

There’s a theme here: get your supplier on-board as early as possible – the more time there is to carry out a detailed analysis of what you’ll need and place orders, the better the result.

Good suppliers can work to tight deadlines; when clients leave planning to the last minute they’ll always do their best. But it’s better for everyone involved if the planning stage begins as early as possible. This gives you plenty of time to fine-tune agreements on budget and understand what can be achieved.

Whether you’ve got a dedicated project team or a single person, ask your office furniture supplier for support. From pre-planning to post-move, they can guide you through the whole process.

And don’t worry about the size of your office move either. Good suppliers can help whether you’re kitting-out a home office or relocating your global headquarters.

Every office move is about more than simply shifting some desks and chairs. Remember, it’s really your people that you’re moving. You’ll want to create a space that inspires them, reflects the company culture, and encourages good working practices.

Go deep to challenge preconceived notions and understand what your business really needs. That might mean collaborative spaces

for meetings, unique spaces for a little bit of privacy and breakout spots for team chats. And of course, it’s about giving people the space they need to get on with their work. Whatever your priorities, make sure the new office works for everyone on your team.

The office is for everyone who works there, so it shouldn’t be designed by just a few people. Engage with staff and your suppliers to figure out how your space can work for everyone.

You can avoid disagreements down the line by engaging a wide range of staff – from leaders to new-starts. Some might be averse to change; making their voice heard will do a lot to get them on-side and create ambassadors for the new office.

By this time, you should have some big ideas about the ways a space can fit around your team and energise the way they work. Now it’s time to sort the specifics.

Try to see as many different layouts and options as possible – preferably in one place. The fun part is taking everything we’ve learned about your team and turning it into something that achieves all those cool things we discussed — and really looks the part.

When it comes to physical and mental wellbeing, the small things can make a big difference.

Naturally, you think about the physical when it comes to ergonomic chairs and standing desks. But you can also boost people’s mental wellbeing with layouts that help them get away from their desk, add a bit of greenery, and make the most of natural light. A new office can also be a new way of thinking.

Bar area? Wall-sized chalkboard? Putting green? It’s time to get creative. Move beyond the mundane office design and think about special features that could make your workplace unforgettable – as well as acting as a recruitment and retention tool.

Plan for today and tomorrow. You need to think about how the space can adjust if you need to grow and add new members to the team. Plans for the next two years and beyond, so you can make sure the space is maximised for now, but allow flexibility for the future.

Once you’ve decided on your furniture and fittings, don’t think ‘job done’. The process of moving has still to come.

Draft a detailed plan to capture everything you need to do – from the big stuff like furniture delivery and IT installation to the little bits like getting cardboard boxes and updating your address with clients and suppliers.

Do staff need access codes or passes for the new building? Have seating arrangements been communicated? Is a first aid station prepped in the new site? What about fire alarm procedures? Will the IT systems all be ready to go?

Lots of things can pop up on the day of the move. Make sure you think ahead about what these might be. Write them down, allocate responsibility, and brief everyone who’s involved with the move. Your objective should be a perfectly executed move, and you’ll only achieve that if everyone works in harmony.

It’s almost inevitable: you get to your new space and discover something missing: an extra table for ad-hoc meetings, some wall art… or desk space for those seasonal freelance staff. Plan to revisit the move one day, one month and one quarter after the big day – a few tweaks are inevitable, and they’ll make sure everything feels perfect.