There comes a time in every businesses journey when expanding and moving office is inevitable. Moving office can be an exciting time, a fresh start with new scenery creating new possibilities and opportunities.
But it can be a stressful time and for some, it can be a bit overwhelming. If you’re feeling worried or need some guidance along the way, then this simple step by step guide will make your office transition as easy as possible.
You’ll find in this article a strategy and checklist to make your office transition as smooth and stress-free as possible. We’ve carefully selected the essential steps for everything you need to remember when moving office.
Have a Timeline Plan With Goals To Hit
Starting with creating a plan is essential. Going headfirst without any idea of the time and complications an office move provides will always end in disaster.
There are so many steps and tasks that need to be completed along the way and without a plan, it is easy to forget important parts. However, it is easy to underestimate the task ahead but with anticipation and a clear path, you can navigate this process stress-free.
Below is a template checklist to follow. This is a very basic guide which you can edit and mould to your own ideas. It is important to have a strict plan of dates to have things in place by.
| Timeline | Goals |
| 12 Months | Why are you movingConsider office space size |
| 6 Months | Find your new locationSeek legal support |
| 3 Months | Get quotes from removal companiesFinalise office equipment |
| 1 month | Notify service providersNotify customers and suppliers |
| Moving Day | Make sure everyone has a scheduleEnjoy the day! |
Visualise Why You Need To Move Office
So, you’re considering moving office. That is great news and it is definitely an exciting step to make. But before you go ahead, it is a good idea to take a step back and think if it is necessary to move.
There are plenty of benefits to moving offices, such as boosting production rates,
improving office morale and attracting new customers and talent to view your business.
It is important to scale up your business to attract more customers but also keeping your staff happy. This could include adding more workspaces, meeting rooms or areas for staff to relax and unwind to improve the happiness of your staff. If your current environment doesn’t support this growth, then looking into a new office could be a good idea.
Many studies have shown that businesses usually decide to move offices without real thought or reason. These moves can be unnecessary and can even lead to disaster. Weighing up the risks and rewards is a good place to start, then seeking professional advice or similar people in your industry who have moved before.
Here are some points to consider:
- Would more space improve production?
- Would a new office space attract more talent?
- Does my current office have room for expansion?
- Would my staff be happy with a move?
Analyse Budget and Costs For Moving Offices
The costs of moving can add up quickly, so it is wise to keep a checklist of the costs to get an idea before you commit to moving offices. There may be fees which you would have otherwise forgotten about, for example removal fees and utilities. Keeping a sharp eye on budgets will be a good decider on whether or not this office move will be worthwhile, or if you’d be better off staying put for now.
Here are some costs to keep a checklist of:
- Rent
- Deposit
- Storage
- Removal Company
- Moving Fees
- Utilities
- Internet Connection
- Early Break Fees
- Contingency Fund
- Insurance
- Post Redirection
- Security
Examine New Office Equipment Needs
When moving office, a huge part is your equipment. Whether that is moving your current office equipment or purchasing new equipment, research is needed.
If you’re moving equipment from your office, you’ll need the necessary moving and packing equipment to ensure safe delivery. This includes items such as bubble wrap, cardboard boxes, tape, scissors and furniture trolleys to name a few.
Then, consider hiring professional help, especially if you have bigger and heavier items. This will remove the likelihood of injury or damaging products. Of course, this comes at a cost, so be prepared to pay and research the best deal.
Also, don’t forget to include your IT equipment and telephone systems. You may need to transfer a phone connection and get your IT equipment set up and ready so you can start business as soon as you move office. Remember to let customers and suppliers know of your new number, as well as advising staff of the possibility of new hardware.
Here’s a quick list of items to remember:
- Storage boxes
- Bubble wrap
- Scissors
- Markers for labelling
- IT Equipment
- Desks
Informing Service Providers of Your Office Move
When moving for the first time, there will usually be a fee with this process. Speak to your current service providers, such as gas and electricity supplier to try and create a bond for a great deal. Also, you’ll need to consider an internet connection too.
Keep in mind the size of your company and how much internet you’ll need to be provided. Having this all set up before the office move in is essential for a smooth transition.
Could you image how frustrating it would be to move the whole office and then have no wifi or heating. It is crucial for your business, so this should be a high priority on the checklist. Your gas and electricity is the most important place to start, so keeping them informed of both your move out of your current office and into your new office is key.
Get Your Teams Up To Speed
As always, having a strong team bond is vital to every business and that starts with communication. Everyone should be given updates and advised on the steps you’re taking when moving office. This will make moving day effortless and a lot more steady as all the staff will know where they need to be, as well as the new layout. Your team will need to be informed along the way, giving them time to arrange different routes to work, as well as their future at your company.
Involving staff is a great way to boost team morale too. Also, they could come up with some creative and unique designs you didn’t think of, both saving you money and time. You should be open to including everyone with different aspects of the new office, giving fresh ideas.
Prepare With a Moving Day Checklist
In advance, you could create a checklist to ensure you’ve ticked off the important tasks. This will give you peace of mind that you’ve definitely advised the right people of the move and have everything ready in place for the big day.
Below is a basic template to follow and tick off.
| Equipment Checklist | People to Inform |
| IT Systems | Customers |
| Office Furniture | Staff Members |
| Personal Features (company logo etc.) | Service Providers |
| Packing Materials | Suppliers |
Niccolo Moving Checklist 2021
Factory Move Checklist 2021
If you’ve been thinking about relocating your factory, then you will find out it is a huge task. Without a solid plan, moving factories can be a stressful and overwhelming process, leading to added costs and frustrations. However, if you think ahead and create a plan of action before you make the big decision, it can make the transition a lot smoother.
Planning will remove unwanted surprises along the way, decreasing the likelihood of disruptions which can add to a loss of business.
You’ll find in this article a strategy and checklist to make your factory transition as smooth and stress-free as possible. We’ve carefully selected the essential steps for everything you need to remember when moving factory.
Start With a Timeline and Plan
Starting out, a plan with a timeline is essential. Going headfirst without any idea of the time and complications a factory move provides will always end in disaster.
There are so many steps and tasks that need to be completed along the way and without a plan, it is easy to forget important parts. It can be simple to underestimate the task ahead but with anticipation and a clear path, you can navigate this process stress-free.
Below is a template checklist to follow. This is a very basic guide which you can edit and mould to your own ideas. It is important to have a strict plan of dates to have things in place by.
| Timeline | Goals |
| 12 Months | Why are you movingConsider factory dimensionsConsult professional help |
| 6 Months | Locate your new locationLook for legal supportTest machines before move |
| 3 Months | Get quotes from moving companiesPurchase any new equipment |
| 1 month | Notify service providersNotify customers and suppliers |
| Moving Day | Make sure everyone has a scheduleEnjoy the day! |
Is Moving Factory Necessary?
Many studies have shown that businesses usually decide to relocate factories without real thought or reason. These moves can be unnecessary and can even lead to disaster. Weighing up the pros and cons is a good place to start, then seeking professional advice or similar people in your industry who have moved before.
It is important to scale up your business to attract more customers but also keeping your staff happy. This could include adding more workspaces, meeting rooms or areas for staff to relax and unwind to improve the happiness of your employees. If your current environment doesn’t support this growth, then looking into a new factory could be a good idea.
Here are some points to consider:
- Would more space improve production?
- Would a new factory space attract more talent?
- Does my current factory have room for expansion?
- Would my staff be happy with a move?
Important Record Transferring (QMS)
This step is important when moving factory and can be easily forgotten. Make sure your vital Quality Management System documents (QMS) are ready for reissue at your new factory. Planning in advance to transfer records and any on-site data storage is a wise option, ensuring they are secure and up to GDPR standards. It is also a good idea to insure the transition of these documents, as they are important and may get lost during the journey. Create backups of these documents, protecting you in the longterm.
Also, if you have any client or supplier documentation on site, it is important to transfer it over to your new factory. Keep a track of all files, to decrease the likelihood of losing important information. When these details arrive at your new factory, it is a good idea to have recorded delivery, especially with important client information to ensure safe arrival.
Careful Factory Layout and Design
Having a clear and precise guide for your new factory move is vital. When planning your new layout, keep in mind you want to improve production rates. This may mean making a cleaner and more minimalistic factory by improving workflow and removing unwanted speed.
Get some ideas from similar companies in your genre and test with different solutions. Speaking with your team is also a great way to improve productivity. They are on the front line and may have suggestions for ways to boost workflow.
Things to think about with the new layout:
- Workflow
- Improve production
- Employee happiness
- Ergonomics
- Safety
- New machinery location
Safe Equipment Transit and Testing Post Move
Your equipment may be the cornerstone to your company and they may have never been moved long distances before. During transit, it is important to preserve your machinery and products to avoid breakages and damage.
Any products with a short shelf life should be transferred first with a priority.
Before the move, it is a good idea to audit your machinery, checking the condition of your equipment. This gives you a chance to view if you need updated machinery before the big transfer happens. You then have information to whether your bigger items need relocation, removed or refurbished before transportation.
Then, once you have decided and moved into the new factory, it is wise to recalibrate and re-test machinery. Inspect the equipment has no damages post travel and reassure it is working to full capacity within its stated parameters. This will ensure accurate equipment that is fit for purpose. It is easy to just assume everything will work as normal once arrive at your new factory, however you may be welcomed with expensive disruptions and delays.
Of course, it is also wise to invest in a professional company to relocate your equipment. This will give you peace of mind that your expensive equipment is in good hands, reducing the risk of damaged property.
Look Into Quality Service Providers
A major part of any factory are the service providers, your gas, electricity, water and internet access. Before moving, ensure your new location can provide sufficient supply to your energy demands. It could be an issue if you purchase a new property and you don’t have enough energy to perform at your peak. This could lead to huge expenses that are unnecessary and can be easily avoided.
Speak to your current service providers, such as gas and electricity supplier to try and advise them of your current energy output. Having this all set up before the office move in is essential for a smooth transition into your new factory.
Could you image how frustrating it would be when moving to realise you have a weak energy supply, putting you behind. It is crucial for your business, so this should be a high priority on the checklist. Your gas and electricity is the most important place to start, so keeping them informed of both your move out of your current factory and into your new factory is key.
Ensure Your Team is Involved
As always, having a strong team bond is vital to every business and that starts with communication. This implies to your staff, customers, investors and your local authorities. When deciding to move a factory, it can create challenges for some employees. Even the shortest of moves can have an impact on their lives, whether that is a new route to work, or more time out of their day travelling.
Speaking with customers and suppliers is essential too during before factory transition. Your move might have an effect on them. Suppliers might request higher fees and it may have an impact on delivery times.
Everyone should be given updates and advised on the steps you’re taking when moving factory. This will make moving day effortless and a lot more steady as all the staff will know where they need to be, as well as the new layout and possible new machinery.
Involving staff is a great way to boost team morale too. Also, they could come up with some creative and unique designs you didn’t think of, both saving you money and time. You should be open to including everyone with different aspects of the new factory, giving fresh ideas.
Create a Moving Day Checklist
In advance, you could create a checklist to ensure you’ve ticked off the important tasks. This will give you peace of mind that you’ve definitely advised the right people of the move and have everything ready in place for the big day.
Your employees should all be given a copy of this document do there is no confusion on moving day.
| Equipment Checklist | People to Inform |
| New machinery working | Customers |
| Previous machinery working | Staff Members |
| No damage to equipment | Service Providers |
| Packing Materials | Suppliers |
Niccolo Moving Checklist 2021
Warehouse Move Checklist 2021
Moving warehouse can be an extremely overwhelming and stressful time for many business owners. Without having the correct plan in place, delays can escalate quickly and prevent you from meeting your move-in deadline.
Following our warehouse move checklist, you’ll decrease the likelihood of unwanted and unnecessary surprises that can cost you time and money. We’ve created a strategy to enable a stress-free and smooth transition into your new warehouse.
Starting With a Plan and Timeline
Firstly, creating a plan of action that coincides with a timeline is crucial. Going all in without any sort of plan or timeline will leave you with no structure, creating complications along the way.
You can easily underestimate the many small details it takes to move warehouse and oversight the realistic time it takes to complete a move of this size.
Below is a simple template to work from, adding and subtracting your own individual timeline and goal. This can always change too, with any setbacks on the way, or if you complete a task ahead of schedule. Keep in mind there are usually delays to any large move, so this timeline should be written in pencil to allow for modifications.
| Timeline | Goals |
| 12 Months | Begin planningConsider warehouse dimensionsConsult professional help |
| 6 Months | Research your new locationFind legal supportNote new equipment needed |
| 3 Months | Finalise moving planContract agreement with moving companiesPurchase any new equipment |
| 1 month | Notify service providersNotify customers and suppliers |
| Moving Day | Make sure everyone has a scheduleEnjoy the day! |
Is Moving Warehouse Necessary?
With any big decision, it’s always good to ask the simple questions. In the case of moving warehouse, it is good to sit down and run through the numbers and decide if it is worth moving.
Many companies take the risk of moving warehouse without a thorough investigation into their own company. This can lead to disaster and can be easily avoided. A new warehouse can be enticing for some, the idea of upscaling and a new space to produce. However, sometimes you need to be realistic and make sure you’re making the correct business decision.
Take into account your future business. Are you committing a new product range that will need more storage or a faster workflow? The better and more thorough you plan, the easier and more efficient your move will be.
Here are some points to consider:
- Would more warehouse space improve production?
- Would moving warehouse create a revenue risk?
- Could I expand, or renovate my current warehouse?
- Will my employees be happy with a move?
Consult Local Authorities
This step is crucial when moving warehouse. For the safety of both your employees and business, you will want the new warehouse to be fully inspected by both fire and building inspectors to ensure the warehouse meets regulations. Making sure to have fire sprinklers, parking and escape routes, these inspectors will give you peace of mind that your warehouse meets the standards.
Also, you’ll want to make sure that the warehouse permits are up to date and if there are any restrictions on the premises. You don’t want any unnecessary costs, so the quicker you get this done, the better it will be in the long run.
Consider the New Warehouse Height
This is a great opportunity to expand your production and improve the workflow of your business. However, remember to inspect the height of the warehouse, to avoid making an error when it comes to business.
An important factor is to give yourself more room than you currently need, this will give you room to expand if your business needs to increase too. Newer warehouses will give you more space, due to the upright beams being less close together.
This may mean making a cleaner and more minimalistic warehouse by improving workflow and removing unwanted delays. Get some ideas from similar companies in your genre and test with different solutions. Speaking with your team is also a great way to improve productivity. They are on the front line and may have suggestions for ways to boost workflow.
Things to think about with the new layout:
- Workflow
- Improve production
- Employee happiness
- Ergonomics
- Safety
- New equipment location
Can You Reuse Racking?
It is easy to get attached to your current warehouse, so considering bringing some of it with you. When planning your move, think about saving some money and transfer your old racking to the new warehouse.
Or, if that isn’t possible with height or storage restrictions, have a business mind and sell your old racking. Your racking supplier may offer a deal in exchange for your old racking.
Also, when you’re moving warehouses, it is a good idea to have a sort out of all your inventory. This can improve the speed of the transition by removing the transfer of obsolete equipment and inventory. You could save a lot of time and money by removing stock you don’t need anymore.
Researching Service Providers
When moving warehouse, it is easy to forget about your service providers. These play a huge part in the running of your company and can be overlooked. When planning your move, it is a good idea to research your current energy usage. When speaking to new service providers for your gas, water, electricity and internet, advise them of your needs. If you’re looking to upgrade your productions, then investigate your needs and quantities for new amounts.
Consider the first day of new production in your new warehouse and there is a lack of power. This could be detrimental to business and can cause huge delays. Make sure everything is up to speed and running before the first day in the new warehouse. This will give you peace of mind the new warehouse is ready to go.
Teamwork is Key
Keeping your employees involved in the warehouse move can be a great idea to boost morale and improve production rates. Your staff, customers and investors should all be made aware of the move and can contribute to suggestions for improvements. These key members of your business could have an opinion which you may have overlooked.
Also, your employees may be impacted by a new move. Even the shortest of moves can have an impact on their lives, whether that is a new route to work, or more time out of their day travelling.
Suppliers could now request higher fees based on your new location and production rates, also leading to an impact on delivery times. Consulting with customers and suppliers is critical too during before warehouse transition. Seeking feedback from as many people as possible is an easy way to research the benefits of your move.
Every member of the team should be given updates and advised on the steps you’re taking when moving warehouse. When it comes to moving day, creating a stress-free environment will ensure staff will know where they need to be, as well as the new layout and possible new machinery.
Getting your staff involved not only gives them time to plan their new route but also boosts team morale too. They’ll feel a crucial part of the team and make their opinions feel wanted. Plus, their ideas might be both beneficial to the company and themselves. New meeting room or staff rooms could improve happiness around the workplace and make it a better place to work, increasing the likelihood of new talent wanting to work there.
Be Mindful of Product Damage and Theft
When products are being shipped to your new warehouse, it is key to remember that there may be some accidents along the way. You can reduce the risk of this happening by hiring a professional, renowned company when moving.
Another factor to keep an eye on is theft. Ensure you keep a track of all product numbers and supplies. When moving, it can be easy to lose produce, with items being on the move. Assign different products to different members of the team, giving them an important role in the warehouse move. Keep a keen eye on item inventory and ensure when a product is delivered, there is someone waiting for the delivery to avoid any suspicious activity.
Also, when first moving into your new warehouse, security might be overlooked due to familiarity of your old warehouse. Make sure this is done before the move and that you have security in place.
A good way to keep on top of your move is creating a checklist of days when deliveries are being made. Have an equipment checklist, along with a date and time. You can then be on top of the transfer and check on its status. Then, make sure to have a list of people you need to inform. It may be getting an engineer out to check a machine is working, or member of staff to test out the new layout.
| Equipment Checklist | People to Inform |
| New machinery working | Customers |
| Previous machinery working | Staff Members |
| No damage to equipment | Service Providers |
| Packing Materials | Suppliers |