Property Blog and News / A guide to moving offices

A guide to moving offices

6 October 2023


Natasha Afxentiou
Senior PR & Content Executive

As your company grows or your business needs change, you may be looking to move offices. Ideally, you’ll want minimal disruption to the day-to-day operations of your business, so we’ve teamed up with Compare My Move who share their guide to moving offices below.  

Moves of any kind need careful planning, but this is especially the case for a commercial move. Part of this planning includes finding an efficient and reliable moving company. 

One of the best ways to do this is by comparing office relocation companies. This way you can review services and prices to find the right solution to suit your business needs. 

To help you achieve a seamless relocation, Compare My Move outline their essential tips below… 

Finding your new office 

When considering your next office, take the needs of current employees into account and the future requirements of the business. You should also think about whether you should rent or buy a commercial property. 

1. Consider your current lease

If you’re moving before the lease is up, you may have to pay a fee. Keep this in mind and either plan around it or include it in your relocation budget. If there are a few months until the end of your lease, this may give you enough time to effectively plan your move. Seeing out the end of the lease also means avoiding an early termination fee. 

2. Consider the space and future business needs

When looking for a new office, you shouldn’t just consider the room for the staff you currently have. If the company is likely to grow rapidly, you’ll need to estimate the space for extra staff and equipment.

Not doing this could mean you outgrow the new office quickly and potentially need to move again. This is not only inconvenient, but it can mean unforeseen costs. Be sure to review any floor plans to ensure the new office location has ample room for your team and equipment. 

3. Consider the needs of employees

You should always consider the needs of your staff when it comes to location and amenities. The office should be suitable for those travelling both by car and by public transport. Take into account any hybrid workers and remote workers who occasionally work from the office. 

It should also provide enough room for employees to complete day-to-day tasks effectively. Accessibility should be a top priority, for example, lifts, ramps and accessible toilets. 

4. Rent or buy 

Many companies will rent the spaces for their office base. However, some will consider buying a commercial property for their new headquarters. It would help if you weighed up the pros and cons of each option, considering what’s best for your business.

Buying a commercial property could be more cost-effective in the long term. You’ll also establish a stable location. Additionally, you could earn extra income by renting out unused space. Renting can give you some flexibility and be more cost-effective short term.

Preparing for the move

1. Book a removal company

Finding the right commercial removal company for your upcoming move is essential. Comparing companies allows you to find the right service and price for your office move. 

When reviewing companies, you should check the following:

  • Are they experienced in office moves?
  • Are they experienced in moving businesses of your type and size?
  • Do they have Goods in Transit and Public Liability insurance?
  • Do they have positive reviews?
  • Will they survey the items being moved beforehand?
  • Do they offer other services, for example, professional packing?

2. Consider professional packing

A professional packing service could be essential for your business. Depending on the type of business, there may be expensive and delicate equipment. Having this packed professionally minimises breakage during transit and unpacking. 

Professional packers will also know how best to pack items so that you get the most out of the moving service. It can give you peace of mind that your supplies, stock and equipment will reach the new office safely.

3. Create an inventory

Creating an inventory aids the unpacking process at the new offices. It also goes a long way to avoiding items getting lost in the move. Not only will this help your business, but it also assists the removal crew.

Make a list of all items being moved, including the type of equipment and the rooms they’re assigned to.

Moving into your new office: A checklist

Once you’ve moved into your new office, there are a few essential tasks to complete. These ensure the continued smooth running of your business. They include: 

  • Review the floor plans for the new office. Measure the space and plan the new office layout before placing furniture and equipment
  • Set up broadband and phone lines
  • Update your address with Companies House
  • Update your address with your bank and with any utility providers
  • Update your address on your company website and social platforms
  • Place an order for any additional office furniture, technology or office supplies
  • Make sure insurance has been set up or transferred to the new office
  • Hand out passes/key cards and any parking permits to staff

Office moves top tips:

  • Don’t underestimate your budget. An office move can be costly if you don’t set a budget. Move-related purchases such as packing materials can add up and you could be left out of pocket if you don’t review any spending. 
  • Assign a move coordinator (usually someone in a position of management). Having someone in charge of overseeing the moving process can ensure a seamless move to your new space.
  • Consider potentially worthwhile services, such as professional packing, especially if you have delicate items. Not doing so could risk damage to your equipment and/or business stock and supplies. 
  • Share your plans with both your staff and your customers. Keeping them in the loop will ensure you maintain good relationships. 
  • Consider if you need to update any of your equipment or furniture for the new office.
  • Label items per department, especially loose wires and smaller tech items. 
  • Utilising a storage unit for overflow or between moves can be hugely beneficial to many businesses.

Preparing for an office move, as we’ve detailed above, can involve far more planning than the average residential house move. That said, when executed effectively, an office move can set your business up for a great future. Whether you’re leasing your next office or buying a commercial property, the advice above can prepare you for a successful move.