9 Helpful Tips for Planning a Rental Office Move

The location of your business is an essential consideration as this can impact various elements of your organisation, such as whether your staff can feasibly commute to work.

There are many reasons a company may want to rent an office in London, each unique to your firm’s specific situation.

For some, London brings them closer to their target market. For others, it’s all about the talent available and the competition.

Whatever the reason, finding that ideal workspace can be an exciting prospect, but it can quickly become stressful if not planned for in advance.

Whether you are looking to rent your first space or are planning to relocate to a new one, there are several things you can do to make the moving process a lot smoother and more enjoyable.  


9 Tips for Planning Your Office Move To London

1) Start Planning Early

Plan office move early

Office relocation can take time but can become overwhelming if not planned carefully.

Early planning of the move can help things run smoothly and reduce stress about the process. This planning can include introducing deadlines to ensure everything is completed as it should, such as packing or organising the moving-in date(s).

You do not have to do everything yourself. Instead, assign tasks to other team members as needed.

You can also plan where your items will go in your new office space to make the moving-in process more organised.


2) Set Your Budget

Setting an office space budget

The budget you set for your move isn’t just the rent price. Other costs are also involved and can involve various expenses, including the following:

  • Decorations
  • Dilapidation fees
  • Furnishings
  • Insurance
  • Legal costs
  • Security
  • Utilities

Some workplaces, such as some Central London office spaces, can include security access and monitoring, though this depends on your specific office.

Establishing a budget for the different tasks can help prevent overspending, which can cause financial problems later. Research average costs for some of these expenses to help create a realistic budget.

It is also worth having finances set aside for unanticipated costs or overestimating your other budgets so the means to pay for these expenses are there.


3) Plan For Legal Implications

Lawyers meeting over office move

Whilst an exciting time, relocating your business can also have a lot of legal implications and paperwork you need to deal with. For example, it may include contract negotiations and planning permission applications.

A solicitor can help make this process easier and more understandable, though you must include their fees in your budget. They can help ensure your new lease is correct before you sign it and determine how to react to any other potential legal issues.

4) Organise Key Documents

Woman organising key documents

Essential documents can be crucial to running your business; you must know where they are before, during and after your move.

These documents include the following:

  • Agreements
  • Contracts
  • Insurance
  • Invoices
  • Anything else you may need!

Like moving home, things can go missing when moving office, so you must find a safe space for this crucial information and have it on hand when required.


5) Hire A Cleaning Service

Office space cleaning service

Sometimes, your office space rent can include this service. Before hiring a cleaning service, ask your landlord if your office includes it already.

If your contract includes a cleaning service, don’t hire another one as it isn’t required. You must hire one if your rent does not involve a cleaning service. Not cleaning your current office space can incur additional fees.

You must also consider cleaning services for your new London office space. Is it included in your new lease? If not, you need to find one for that workplace. 


6) Update Your New Office Address

Office space address updated

People can find your office address on your business cards and online, to name a few, so changing it is crucial so your clients know where you are.

As soon as you know your new address, order things like return labels, letterheads and business cards that contain the correct information. You can then use them as soon as you relocate.

You also need to inform suppliers and clients so they are less likely to go to the old address looking for your company, and your shipments or parcels can arrive at the correct location.

Ensure your clients know when your usual business hours will continue within your new workspace.

You can also change your address on your website and your Google Business Profile, and for a while after relocating, you can have a sign at your old office with your new address to redirect any clients or suppliers.


7) Ensure Utilities Are Working

Office employee turning up radiator

Before you move in, you need to know that your utilities are working so you can resume your day-to-day tasks as soon as possible.

These utilities include the internet, water and electricity and can significantly impact your company if they are not working correctly.

Check the heating in your new space to ensure it works, and you need to identify anything that requires alterations.

At this point, your HVAC systems also need to be checked. Professionals should do this to ensure there are no faulty components and that the system functions properly.


8) Learn New Building Rules

Office building rules

An essential part of your London office move is learning the rules and regulations accompanying your new space. This task is one all employees should engage with.

When you communicate with your staff about the move, let them know any different rules in your new building and other information they need about the office. For example, they may need to know access codes.

This communication is imperative for your colleagues to know what to expect when the move finally happens and how the new building may impact their work.

These rules could also impact your move-in date(s), such as only being allowed to move in during their out-of-hours period.


9) Asset Inventory

Woman conducting inventory management

Your assets are vital to your workspace, so ensuring you can account for everything is crucial to the moving process.

Make an inventory listing everything you want to bring into your new office. These assets can include IT equipment, stationery, furniture and anything else you want to take from your current office to your new one.

You may not be able to or want some things transferred to your new space, and that’s fine. Whilst some furniture, for example, can be repurposed in your new office, others can’t and should be disposed of accordingly.

You can also update your systems or equipment, such as going paperless with your files or using more modern equipment.

Moving into a new office can be exciting, and following our nine tips can help make it seamless and smooth.

With the vast array of offices available, including flexible office space in London, you can find the perfect workplace for your company in an area that suits your needs.

Do you want to move your business but don’t know where? Do you have that ideal space in your head and want to make it a reality? Or do you want more information?DeVono can help with your office space needs. We can support you throughout your real estate journey as you find your dream space, with various offices available in London for you to find and make your own.

Take a look and see how we can help your business today!

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