Most of the larger companies have facilities management teams to help with their office removals. However, if you don’t have this, you have to try to do it on your own. As the professional facilities management team are well versed with doing major office moves, learn a few tips from them.

Here are some essential tips to make sure that your Office Removals go smoothly.

1. Take Stock: First thing is to work out what you have, including all the furniture, office equipment and storage that you have. Include what you will be needing immediately and note down where everything is. Then take this opportunity to cull all the old files and office detritus that you don’t need. No need to waste valuable time and space by packing up old office equipment. You may have to do a little organizational mini-project before you can get clear numbers. Just consider it part of the inventory. Once you have fully documented your inventory, it’s time to move on to the next step.

2. Set a timetable: In all probability, your company will not have a lot of time for your office removals project. Most businesses can’t afford to stop operations while the office relocation is going on. That will probably costs you more time and money in the long run. Set some clear deadlines, and assign the responsibility of coordinating the move to a member of staff. Moving normally takes up a lot of time so it is not easy for staff to do this while carrying on their normal jobs. This way, someone’s sole task is to plan and allocate jobs to make sure that all the tasks are done to make the move happen on time.

3. Set up teams and allocate tasks: Every single employee should have a part to play in the office move, whether it is large or small. If the person in charge has delegated responsibilities well, you will find the office removals project more organized and manageable. Your employees will appreciate the fact that the planning has caused minimum disruption and interruption to their day to day work.

4. Plan your new office efficiently: The success of an office removals project depends on both moving in and moving out. Before any office relocation is undertaken, you should have made a clear plan of your new office. This should include the furniture layout, storage areas, decoration at the very least. Make sure that the facilities manager of the new building is on hand to fix all the electrical points and that the phone and internet connection is working properly. Your business will be able to continue without cessation and the office move would have caused minimum disruption to the normal course of business.

5. Keep track of the progress: Throughout the process, make sure you are constantly re-examining your office removals plan and keep checking that everyone is contributing. Constantly update your team to make sure that everyone knows and is reminded of the deadlines for the move. If you are on top of the plan, your move will be pain free and effortless.

If you keep use the 5 tips above in planning your office removals, then can be sure that your office removals project will be a pain free and a great success.

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Moving an office is not something you probably do regularly, if more than once or twice in your working lifetime. I am not talking about changing employer, when of course you as an individual will be working from a different office building, but actually relocating a whole company from one building to another.

The chances are therefore that if you are put in charge of organizing the relocation, that you will not have had very much experience in arranging and facilitating this process. Even experienced Facilities Managers will probably only get to arrange this rarely and although they may have experience of internal reorganisations, moving a whole company is a much larger undertaking.

Before arranging for moving companies to look at your project and price the move, I would recommend that you work out how you would like the move to be organised – which departments may be able to start packing first, when you can switch off phones and computers and if your staff are going to pack or if this is a service you want the relocation company to provide.

Once you have a good idea about how you would arrange the move yourself, you can ask the relocation companies to tell you how they will go about it. Whilst the relocation companies should be the experts in the move process, only by understanding what needs to be done can you ensure the companies are providing what you need. It may be that after you have spoken to several companies that your original ideas need changing and most likely you incorporate a number of suggestions you get from speaking with different removers.

Even if you do not have a plan of attack for the move these questions are ones the relocation companies should answer for you:

Please set out the order in which the move will be handled?

This should cover when IT will be packed and moved, when files and filing crates will be relocated and when furniture will be moved to the new location. If space is tight (at either one end of the move or the other), have they allowed for a holding area to give sufficient swing space.

How many staff will you have and how do you see them split?

This is important for comparing the various quotes you will get. Company A may quote half the price of Company B, but if they are also allowing half the porters to pack and carry, you should expect the job to take at least twice as long. If something goes wrong over the move weekend, then you may rapidly run out of time with too few moving staff, but conversely you do not want to pay for too many people.

Will you appoint a relocation manager to oversee the move and be present for the move?

Normally you would expect a working move foreman to be appointed. For moves where there will be teams working both at your new and old office, you need two foremen. For large moves you may want a relocation manager so that they have the job of coordinating the move teams, rather than leave it to the job foreman to manage.

What time will you start on site each day and what time will you work till?

This is important so that you know when access is required to the buildings and to monitor progress throughout the move. Most companies should price to complete the job so that the staff will leave early on the final day, once you are happy.

What arrangements will you make to protect the buildings?

Moving heavy crates takes a lot of skill and whilst generally move companies are very good at not marking walls and furniture, accidents do happen. Whilst insurance will probably pick up the cost of some of these, prevention is preferable than having your new office walls marked before you have moved in. Ensure the move company allows to protect lifts, entrances and corridor areas with temporary timber or foam boards. Consider dust sheets and mats on the floors if the weather is going to be wet, to help protect your carpets.