Making the move from one office space to another is an exciting new chapter for your business that can be both exciting and a bit daunting. For a short and easy transition to your new office space, some serious planning has to be done.

If planned properly, relocating to your new base of operations could lead to a more productive and successful work environment. Done haphazardly, you’ll end up wasting a lot of time, money, and effort. This is why having a smooth and worry-free relocation is so important.

Start your office move the right way by following this relocation checklist:

• Consider the timing of the move

If you want your move done without a hitch, you need to time it just right. The most opportune time will be when your current lease is up so you won’t have to worry about any extra termination fees. Also, planning your relocation months in advance will give you ample time to decide how you want your office move to go.

• Find the perfect office space

Once you’ve decided to move offices, take some time to evaluate your options. Choose an office that’s close to where your team lives and near amenities like malls, banks, and restaurants. It needs to be close to public transportation and highways so your clients, partners, and investors will have an easier time getting to it.

In addition to location, also consider the type of office space you need. There are all types of serviced offices in the Philippines, from custom office buildouts to private offices for rent. Think about your company’s goals and find an office that can help your business thrive. Get a space that can easily adapt as your company grows.

• Create a moving committee

The moving committee is in charge of coordinating the relocation. Having a dedicated team planning and organizing the move will help keep the ball rolling to not waste any precious time. In the creation of the moving committee, make sure to set clear responsibilities and expectations. Everyone should know the extent of their duties to avoid any errors. The committee typically consists of personnel from human resources, team heads, and IT.

• Have a moving timeline

Set a timeframe of your office move and schedule tasks accordingly. Share a detailed moving calendar with the rest of the company to keep everyone updated about what’s happening.

• List down things your new office needs

A new office space needs new equipment to go with it. Create a list of furniture and equipment that your new office will need to better meet your company’s needs.

If you don’t want the hassle of canvassing for furniture and installing equipment, Loft’s private offices are already fully furnished and complete with amenities like free-flowing coffee, a pantry, fast internet, and daily conference room access. You can get the benefits of an exceptional office space without the stress of setting it up yourself.

• Notify utility providers and clients about the move

Changing the address of your headquarters is a big deal. Remember to notify all relevant parties. Contact your company’s utility providers to schedule the termination of your services. Inform any partner organizations about the office relocation so you won’t miss any important mail and packages.

Also, give clients and investors a heads up about your move to avoid mix-ups and misunderstandings. Let them know when and where the company is moving and keep them updated on what’s happening with the company.

•  Make sure everything is on schedule

As the age-old saying goes, “time is money”. Don’t let the pressure of the move get the best of you. See that everything is going according to plan by double-checking the office relocation timeline. Ask the moving committee if every task is being done on time. Remember that going beyond your schedule can put a toll on your company’s finances.

• Design a floor plan and install amenities in the new office

The work environment plays a vital role in the overall productivity of the company. This is why figuring out the best office layout is a must. Also, make sure your office is ready for business as soon as you move in. In line with this, contact internet and phone companies to get services installed of Loft’s custom built offices. These custom built offices can be tailored to fit your team’s needs, minus the worry of day-to-day maintenance tasks. Your company will also have ready access to a lightning-fast Wi-Fi connection and other business services.

•  Create a master list of team members

A master list of company staff will help keep track of things like access cards and parking passes. When it’s time to collect old access cards and assign new ones, you’ll have a handy list on hand to make the whole process more efficient.

• Discontinue special services

Give your cleaning and security services a heads up about your move, too. That way, their services can be concluded after your move to avoid paying extra charges.

• Take inventory of office supplies

Label every box accordingly to avoid misplacing important items like company documents, laptops, and other equipment. Also, it would be a shame to lose any company plaques, certificates, and awards during the move. Having a list of your office items will help you keep track of everything and make sure that these are all accounted for after the move.

• Arrange access passes for your team

If your new office requires entry passes, it’s best to get a head start on getting them ready beforehand. That way, the transition to the new office space becomes smoother and the hassle on your team is lessened.

• Publicize your move

Announce your move to the public and tell them about your new headquarters. Post about the office space relocation on social media and email relevant people. Change your company’s website and email signatures to your new address and phone numbers. Also, order new business cards early on so you’ll have them good and ready after the move.

• Follow a packing routine

Have everyone agree on a labeling system and packing routine. It’s easier to move office equipment when everyone’s following the same rules. Also, uniform boxes and labels will help keep track of any lost items.

• Finalize moving plans

Discuss any additional moving plans with the moving committee. Go over the office relocation schedule and make sure you haven’t missed any important steps. When it comes to last-minute additions to the moving itinerary, think things through and don’t rush!

• Get rid of run-down office inventory

Moving offices is a great time for you to get rid of any old furniture and decoration, as well as to cut down on excess office inventory. Take this as an opportunity for a company spring cleaning exercise and throw away items that are just clutter.

•  Have everything backed up

Important documents and data should be backed up in case any of the original copies are lost or damaged during the move. Have the documents scanned and put in a backup server or have them photocopied.

• Double-check your new office space

Visit your new office space and check if everything is as it should be. See if there are any dangling wires or flickering lights. Other features like the air conditioning and furniture should be in working condition by this time, as well. The office décor should also meet your specifications.

• Talk to your team

Everyone should be on the same page come moving day. Go over the moving plan with your team and let everyone know what they need to do. Have everything, including your team’s personal items, packed and ready to go so you don’t forget anything at the last minute.

• Supervise the move

Someone from your company should be supervising the move to make sure everything goes smoothly. Don’t let other team members in during moving day to avoid any delays or mishaps.

•  Inspect the old office space

After the boxes have been loaded onto the moving van, the supervisor should check the vacated office space for any forgotten items.

• Take inventory, unpack, and install

Your office relocation isn’t over until everything has been unpacked and installed, and everyone is settled into their new spots. Take your time and familiarize your team with the new office space. Make sure everything is working the way it should and everyone is comfortable with the new working environment.

Move into the perfect office space, move into Loft

At Loft, we provide an array of office space options for entrepreneurs and startups. Check out our exceptional plug-and-play private office. Or have your own custom built office that’s true to your company and brand.

Learn all about our services by booking a tour of the Loft facilities today! Call Loft Spaces at (02) 284-8789 or 0917-899-1801, or email [email protected].