Business moving checklist – 10 steps to consider

Checklist with 10 easy steps to help your business moving 

Business moving isn’t easy – it requires a lot of planning, which is why it needs a business moving checklist. This number of responsibilities may scare some people, but not you, because in this blog we’ll provide you with all needed for relocating your business knowledge! 

There are several reasons why companies might want to relocate their office and they’re going to need a business moving checklist. In this blog we’ll show one of possible business moving checklists, but now let’s start with top 3 reasons why companies might want to relocate: 

1. Demand of more space 

Companies tend to grow, so it's not a surprise that at some point they'll need more space. The added space might be beneficial not only practically, but it might also play a crucial part in igniting an innovative environment. Besides, the work of employees depends on the space - the ideal workplace may promote optimism and productivity and have a significant positive impact on your company's culture. 

2. Enhance the brand  

It's critical that the environment represents your brand because your workplace is an extension of the general perception of your company. The quality of your workplace will influence how visitors to your location will perceive your business. 

3. Lower prices 

There will be costs incurred when relocating an office, in the long run they may turn out to be a benefit as maintenance expenses may be significantly cheaper elsewhere. Moving your company gives you the chance to include agile working into your workplace layout. Through the effective use of area and equipment, establishing a flexible place of work may dramatically save expenses. 

Business moving checklist 

These are the 10 steps to consider when you are moving your business: 

1. Create a to-do list 
2. Discover the ideal property & sign the lease contract 
3. Review your current lease 
4. Review the new lease agreement 
5. Plan office relocation 
6. Decide on the moving budget 
7. Consider several different moving companies 
8. Choose a moving day and communicate it to everyone  
9. Removals of offices 
10. Connections, IT, Data, and Computers 

1. Create a to-do list. 

To-do list can save your time by preventing you from wasting it attempting to recall what has to be done. If you're moving overseas, this is extremely useful. 

That is an example of a full to-do list you can have: Office Moving Checklist

These are some tools that can help you to create this to-do list: 

• Trello 
• Miro 
• MIcrosoft Planner  

Our tip here is to get some of those tools and put all the tasks necessary for your business moving and sign them to a specific team or department. 

2. Discover the ideal property & sign the lease contract 

It takes time and effort to look at various office locations and select the best place for your company. A good local real estate agent will be able to give advice on appropriateness, cost analyses of preferred solutions, negotiate conditions, work with lawyers, keep you updated on the process, and oversee the deal until it is finished. 

Some things to consider when choosing an office are: 

• Size 
• Location 
• Parking 
• Layout 
• Serviced or conventional office 
• Amount of workstations 
• Services 

Check out this blog to see more things to consider when creating a business moving checklist: 6 elements to consider when choosing an office space, comparing Serviced office vs. Conventional office. 

At Flexas.com you can find a big list of office space that will match with your needs and a local real estate agent to help you in this journey for free. Here are some examples of office space that we have:  

• Muiderstraat 1, Amsterdam
• Upper St Martin's Lane 5, London 
• 33 Rue la Fayette, Paris 
• Pappelallee 78, Berlin 

3. Review your current lease 

Go through the agreement paying high attention to all the details, make sure you’re not missing anything. 

• Is there a deposit?  
• Are you responsible for damage?  
• Are you ending an agreement earlier?  
• Are there any specific rules or agreements? 

4. Review the new lease agreement 

What to check: 

• Terms 
• Service Charge  
• VAT tax 
• Insurance 
• Landlord & Tenant Obligations 
• Break Clause 
• Assignment and Subletting 
• Rent Review 

5. Plan office relocation 

The most important phase of moving your business is the planning step. This will need having a thorough grasp of the project's overall scope and your needs for the new workplace. In order for your move to be completed on schedule and within your allocated budget, this period should also be used to prepare an office relocation budget and establish a precise timeline. 

6. Decide on the moving budget 

Calculate your moving costs, the services you cannot manage without, and the ones you may compromise.  

Some of the expenses to consider: 

• Moving company 
• IT team 
• Designer 
• Employee relocation (if moving far away) 
• Packaging 
• Furniture 

7. Consider several different moving companies 

You may save money and ensure a seamless move by comparing moving quotes from the top companies. The earlier you begin searching, the better. You should obtain many bids because these moving companies frequently have lengthy backlogs that might last for months. 

8. Choose a moving day and communicate it to everyone  

A relocation effort cannot succeed without effective communication, it is crucial to have a plan in place for informing others of your relocation. You may inform your employees, business partners, clients, landlords and other contacts. There are several ways of communication to consider: 

• Send an email campaign. 
• Post a disclaimer on your website. 
• Include additional info in your emails. 
• Post on social media 
• Update the address on your website, social media, email signature, business cards, and Google listing. 

9. Removals of offices 

Move all of your workplace supplies, personal items, IT hardware, and documents to the new location. They must be expertly boxed and supervised by an office moving company, who will make sure that they are unloaded in the right place so that your firm can soon go back to normal operation. 

BONUS TIP: Make a moving insurance for your equipment  

Your goods may be lost or damaged during a relocation.  A moving insurance coverage will assist you in being compensated for any accidents that occur during the transportation process because relocating puts your things at danger of burglary and destruction.  

There are numerous insurance options available to safeguard your possessions: 

• Full value protection 
• Released value protection. 
• Third Party or Separate Liability Coverage 
• Relocation or trip transit insurance.  
• Rental truck moving coverage. 

Read more in this blog: Is Moving Insurance Worth The Cost? 

10. Connections, IT, Data, and Computers 

There are several things to take into account when thinking about moving IT equipment. You must take extra care to maintain this equipment because it is important to the operation of the majority of modern enterprises. 

Business moving checklist: conclusion 

Now that you are aware of how to arrange your business moving, we hope our checklist will assist you in being organized and unstressed. If you're looking for an office space to rent, our Flexas.com professionals are here to assist you at any time in finding the ideal location that satisfies all of your requirements. This service is offered completely for free.