You tackle a business move by starting early, appointing a dedicated project leader and capturing the whole process in a tight checklist. First map out what needs to come with you and what can go, plan the physical move outside office hours where possible to limit downtime, and arrange the IT, the insurance and the storage of surplus furniture in good time. Begin eight to twelve weeks ahead and you keep the process calm while safeguarding the continuity of your organisation. Below you will find a complete step by step plan with a practical checklist for a smooth office move.
Start planning in good time
The single most important factor in a successful office move is time. A move of a small office with ten workstations can be organised in a matter of weeks, but for a larger premises or a factory move involving machines and stock, the preparation quickly runs to several months. Set aside plenty of room in the schedule, because part of the work depends on third parties such as the internet provider, the new landlord and any installers.
A rough timeline helps you keep an overview:
- Ten to twelve weeks ahead: lock in the moving date, take stock of the contents and request quotes from one or more removal companies.
- Eight weeks ahead: appoint a project leader, draw up a floor plan of the new location and decide which workstations, furniture and equipment will come with you.
- Six weeks ahead: register the new address with the internet and telephony provider, so that the connection is active in time.
- Four weeks ahead: inform staff, suppliers and clients about the move and the new address.
- Two weeks ahead: order packing materials, label all the boxes and finalise the layout of the new space.
- Moving week: carry out the move, check the IT environment and resolve any immediate snags.
Appoint a project leader and single point of contact
A business move touches almost every department, from facilities to IT and HR. Without clear direction, confusion creeps in and tasks are left undone. So appoint a project leader who oversees the move from start to finish. This person keeps the schedule on track, divides up the tasks and acts as the single point of contact for both the staff and the removal company.
A good project leader has the authority to make decisions and keeps close lines with the management team. For larger organisations, it is sensible to appoint a contact person for each department who knows which items need to come along and how the workstations are set up. That keeps communication clear and prevents you from discovering on moving day that arrangements are missing.
Work from a concrete checklist
A checklist turns the abstract plan into concrete actions. Run through the following points and tick off what is arranged:
- Moving date and any contingency day set.
- Inventory of furniture, equipment and archives complete.
- Floor plan of the new location with workstation layout ready.
- Quote and order confirmed with an accredited removal company.
- IT migration and internet connection at the new location scheduled.
- Staff, clients and suppliers informed of the new address.
- Change of address submitted to the Chamber of Commerce, insurers and the bank.
- Surplus furniture earmarked for disposal, reuse or temporary storage.
- Keys, access passes and alarm settings for both locations arranged.
- Cleaning and handover of the old premises scheduled.
Keep the checklist in a central place, for instance in a shared document, so that everyone can follow the progress. For full support with the physical move, you can turn to our business removal service.
Arrange the IT and data with care
The IT is the most vulnerable part of almost every business move. Without a working network, servers and telephony, the work grinds to a halt. So involve the IT department or the external administrator early in the process and draw up a separate plan for the migration.
With the IT, pay attention to the following points:
- Request an internet and telephony connection for the new location well ahead of time, because providers’ lead times sometimes run to several weeks.
- Make a full backup of all data before servers and workstations are disconnected.
- Label cables, equipment and connections, so that installation at the new location goes smoothly.
- Test the network, the workstations and the telephony before the first staff get back to work.
By treating the IT as a project in its own right, you limit the risk of prolonged downtime and staff can be productive again quickly.
Inform your staff in good time
Staff benefit from clarity. A move changes the commute, the workplace and sometimes the make up of teams. So communicate the plans early and explain what the move means for day to day work. Tell them when the move is taking place, what is expected of everyone and where to go with questions.
Give staff a concrete role, such as packing and labelling their own workstation. That saves time on moving day and boosts engagement. A short briefing about the new premises, the layout and the facilities helps the team find its way straight away on the first working day.
Move outside office hours to limit downtime
For many organisations, an interruption to their service is costly. A move at the weekend or in the evening limits the downtime, because the physical relocation and the IT migration take place when no one is working. Come Monday morning, the new location is ready and staff can get straight to work.
This approach calls for tight planning and a mover who is used to working outside regular hours. Agree in advance which systems need to come back online first and which workstations take priority. That way you keep downtime to a minimum and your organisation stays reachable for clients.
Think about the insurance
During a move, valuable items are shifted, from expensive equipment to sensitive files. So check how the items are insured during transport and storage. A professional removal company works with transport insurance, but it is wise to check in advance which cover applies and up to what amount.
Declare valuable or fragile objects separately, so that they receive extra care. If in doubt, put the arrangements in writing. That way you know exactly where you stand should anything unexpectedly go wrong.
Arrange the disposal and storage of old furniture
A move is a natural moment to clear out. Not everything needs to come to the new location. Decide, piece by piece, whether furniture comes along, is reused, sold or disposed of. For usable cabinets and desks that have no place at the new premises, temporary storage is often a practical solution.
With our storage options, you bridge the period in which the new layout is not yet fixed or in which some of the furniture only finds a home later on. That keeps the new working environment uncluttered and stops surplus items getting in the way. For the disposal of furniture that cannot be reused, make arrangements for separated and responsible processing.
Choose an accredited NIWO mover
The choice of removal company largely determines how smoothly the move goes. An accredited mover has the right materials, experience with business jobs and clear arrangements around liability. When choosing, look for NIWO accreditation. This accreditation from the National and International Road Transport Organisation shows that a mover meets requirements for professional competence and reliability.
Verhuisbedrijf Holland is NIWO accredited and works throughout the Netherlands from the Utrecht region. We handle business moves large and small, from a compact office to a complete factory move. Our approach centres on a single point of contact, a realistic schedule and limiting downtime for your organisation. We are also happy to take on a domestic move.
Would you like to know what a business move involves in your situation? Get in touch via our contact page or call 085 500 2365. We are glad to think through a plan that fits your organisation and your schedule. You will find more information about the options on the page about our business removals.
