When moving to new office spaces, thorough planning and a structured approach are essential. We’ve created a checklist with the key steps to ensure a smooth relocation process.

There are several reasons why companies choose to move to new offices. Here are the three most common:

1. Need for More Space

Over time, a company may grow in staff, making existing office spaces impractical. Additionally, it can be advantageous to relocate closer to where employees live or to a more strategic location near major clients.

2. Strengthening the Brand

A company’s office space is an extension of its brand – it conveys the company’s identity and leaves a lasting impression on both clients and employees. Often, current offices don’t reflect the desired image, and a change of environment can bring new energy and alter work patterns.

3. Cost Reduction

Although moving entails expenses, many companies find that their current office space is underutilized or too costly for their needs. This motivates some to explore alternatives that better match their size and budget.

Checklist for a Smooth Relocation Process

1. Create a Detailed Task List

The first step is to create a comprehensive task list that covers all phases of the move. Develop a project timeline and coordinate with management so that everyone involved has a shared understanding of the process.

2. Define a Requirements Specification

Identify all the company’s needs for the new location. Relevant points include location, layout, meeting rooms, quiet rooms, IT/network, amenities, contract duration, security, and requirements for sound, lighting, and ventilation.

3. Review the Current Lease Agreement

Check for details like deposits, responsibility for damages, and termination terms.

4. Find the Right Office and Sign a Lease

Ensure that the requirements outlined in your specification are covered in the new lease. Negotiate with the landlord to secure your top criteria.

5. Carefully Review the New Lease Agreement

If the lease agreement is complex or unclear, consider consulting a professional to identify any aspects that should be clarified.

6. Plan the Move Itself

Develop a move plan and timeline. To maintain productivity, it may be beneficial to conduct the move in stages.

7. Compare Quotes from Different Providers

Gather quotes from moving companies and IT service providers. This provides a good basis for selecting a competitive and high-quality option. For comparing moving companies, the service provided by flytte.no, for instance, can be useful.

8. Choose a Moving Date and Inform Everyone Involved

Good communication is crucial. Inform employees, clients, and partners via email, websites, social media, and Google listings.

9. Execute the Move and Ensure IT, Data, and Connectivity

Let a professional moving company handle packing and transportation. Be sure to insure all equipment and ensure IT equipment is moved safely and set up correctly in the new office.

10. Review and Evaluate

After the move, it’s essential to assess whether the new offices are functioning as planned. Set up everything needed for efficient operations as quickly as possible, as operational tasks often take priority.

We hope this checklist helps you structure your move. Need new office spaces? Feel free to reach out to us!