By Beth Wem
You’ve signed the deal, you’ve got a move date - now it’s time to pack. We’re talking about moving into your new office.
But what do you need to do? What should you take?
It all depends on the deal you’ve signed. We’ve put together a quick guide to what you might need to think about before you’re handed the keys.
If you have a serviced office
In this case, you might not have much time to prepare. A serviced office is generally ready for you to move in straightaway.
But don’t panic - the provider should also… provide. A serviced office generally comes with everything you need to be up and running from day one, from connected internet to a printer to use down the hall, a cleaner and wrapped in utilities.
This isn’t always the case, and it’s worth checking, but you and your team should be able to move straight in with minimal hassle.
Just remember to bring your favourite pot plant and laptop charger, and update your website and collateral with your new address.
If you have a traditional lease
In this case, you have a lot to do. Depending on the deal you’ve signed, you will need to fit out the office, which is a lengthy process and takes a lot of thought.
Nail your budget before you begin and put together a clear brief. We work with a range of fit-out companies, so if you need help with getting started, get in touch with our team.
Fit-out aside, you can get started on lining up everything you need. Internet connection is high up on the list, as it can take weeks or even months to establish. You don’t want to have a prolonged period of staff hot spotting from their phones.
You’ll need to order all the furniture you need, unless this is being organised by the fit-out company. Consider flexibility - reconfigurable desks and dividers might prove a blessing when your team evolves further down the line.
Your shopping list should also contain all the small items that make an office home, from crockery and a coffee machine in the kitchen to rugs and pictures that make the space your own.
Think of a traditional lease as buying an empty home. You need to bring everything for it to work in a way that supports your business.
A move-in checklist
To keep things simple, here’s a list of some things to remember:
Hand in notice on your current office in good time and check dilapidations conditions
IT setup - get this started early, as you might need a wayleave to install fibre. Your landlord might have recommended providers for the building
Find a cleaner to keep your new office in order - again, your landlord might recommend someone other building occupiers use
Set up contracts with utility companies
Check which health and safety checks you need to carry out, such as legionella testing and fire risk assessments
Organise a removal company
Once you’re in, change the business’s registered address on Companies House, with banks and on your invoices
Business rates are down to you, so you need to tell the council you’ve moved in within 30 days
If you have a managed office
This is a trickier one to answer, because the level of provision lies anywhere between the previous two scenarios. It all depends on the deal you’ve signed.
Some managed offices are similar to serviced spaces, providing internet, a fully fitted kitchen and even the coffee supply. Others can be far more like a lease - you have the space, but it’s up to you to transform it into a living office and carry out all the steps in the checklist above.
What’s important is knowing what to expect. Read the contract carefully, visit the space and make a note of anything that isn’t there.
Typically, a managed space is ready for occupation within a few weeks so don’t hang around. Make all the arrangements now to have the best day one possible.
If you have any questions about your office move, do get in touch!