6 essential tips for moving commercial premises

Whether your business has grown quickly, your lease agreement is reaching its conclusion, or your energy bills are unsustainable, moving premises is a big deal for most companies. For companies on the up, it can be an exciting time or a pain in the neck for those that have been around the block a few times.

The key to a successful move is planning but there is more to changing from one building to another than simply writing a list. Here are some of the major points business owners and leadership teams should consider for a smoother commercial property relocation.

1. Budget smartly

Budgeting smartly is perhaps the most important commercial moving tip because it sets the tone for the rest of the relocation. From understanding how much room you have in the budget for rent to the transportation of your equipment and furniture, the finances dictate everything. 

For many businesses, being aware of the cost implications of moving premises is something that will resonate more than ever with economic confidence in the UK remaining fairly uncertain. Costs can spiral out of control if you aren’t careful so it’s worthwhile partnering with a relocation agency to help you forecast expenses.

They will have a greater understanding of the associated moving costs, cleaning expenses and additional costs that can crop up during the relocation process. Your business’ finances will be the driving factor for setting the initial budget so once you know what your budget is, you can start allocating funds for the various aspects of moving commercial premises.

2. Planning your move

There are so many moving parts to consider (excuse the pun) when relocating commercial premises that a detailed and effective plan is essential for completing on time and within budget. It can be a more complicated and involved process than moving house and it is advisable to start planning the move 9-18 months in advance.

This period gives you enough planning capacity and confidence to set up a timetable where you can find the best property for your budget, get your affairs in order, sort the logistics, check the legalities of moving with the relevant authorities and hire removal companies. You may also need to build time into your moving schedule for renovations once you have access to your new property to retrofit it to your company’s specific needs.

3. Place a small team in charge

Ensure that you allocate a small team that is responsible for planning the move, ideally with members from all departments to look after their relevant interests, and schedule regular meetings to check on their progress. Having your move fall behind your allotted timeline can make completing it on time difficult, so it’s important to stay on top of all aspects of a commercial premises relocation as much as possible.

This team will act as the coordinator for your move, researching and delegating tasks relevant to essential aspects like planning the space, moving and updating IT equipment, installing essential machinery and complying with regulations such as health and safety. If you are building a bespoke property then this team becomes even more important as there will be far greater challenges to overcome, particularly surrounding the environment, health and safety, and general building regulations.

4. Mapping out accurate dimensions

There is more to a commercial property than pure square footage. The layout is essential for the smooth running of your operations and you must get a copy of the floorplan to map out precisely where each department will be situated. You may even wish to commission a measured building survey which is a detailed presentation of the structure, features and services of a building to assist with your space planning.

These can often be done digitally to allow you to better visualise how the premises will look with your equipment, furniture and staff present. Failing to draft a floor plan before moving to your new office or commercial space could see you failing to fit everything in one place, forcing you to think about moving again or configuring your workspace suboptimally.

5. Pinpointing security weaknesses

Moving into your new work home is an exciting time and if it’s the result of company growth then make sure to pop some bottles once you have gotten in through the door. However, one way to quickly dampen the party atmosphere is to fail in your security due diligence. Depending on the type of equipment your company uses, protecting it from theft, vandals or attacks is paramount to your company’s continued success.

Security is naturally something you will consider but when moving it is important to figure out the lay of the land and focus on where potential weaknesses are. Whether you need to erect close board fencing to keep prying eyes away or CCTV and alarms, it’s essential for your future endeavours to create a security plan and cybersecurity risk assessment before the big move.

6. Involving employees throughout

One of the main reasons for moving office is to streamline and make the day-to-day lives of your employees better. Whether that’s more space to operate in, a quiet area for concentration or an improved layout that allows for a more collaborative experience, it’s important to understand what your staff need.

The best way to do that is to involve them throughout the entire moving experience, particularly in the design and planning stages. Knowing what can make them perform better or be happier in their jobs is paramount to making your move a successful one and improving the dynamics throughout your whole team.

It’s important to get your move right

Moving your premises is certainly not a straightforward endeavour and there are risks associated with a relocation. Companies must beware of the potential to lose customers, particularly if you are a single outlet and the cost of interruption to your business activities will need to be budgeted for appropriately. 

You may face hurdles to overcome such as environmental and regulatory concerns from organisations and groups. Staff recruitment may be impacted too, and your new premises may be further from a local hub or travel connections which reduces the willingness some have to travel.