# How to move a business

## Before moving

A commercial property agent can save on a lot of the work.

- They'll often find the most suitable office space for your budget.
- They can negotiate the best financial terms for you.
- Their fees are usually based either on a percentage of the annual rent or a percentage of the savings they make.

Start looking 9-18 months before the lease expires.

For most businesses, the location is vital.

- Are you close to public transportation?
- Who are the neighbors?
- What are the local amenities like?
- Check the building's quality, management, security, services, and out-of-hours access.

Set a realistic budget for costs such as storage, manpower, removals, and furniture.

Plan for service charges, property consultant fees, and business [insurance](money-insurance.md).

- There will also be legal costs for search fees, land registry titles, and stamp duty.
- However, a serviced office usually has a simple agreement without any legal fees.

## Planning and schedules

Depending on the office's size, plan 3-8 months ahead.

Get several quotes for the remove company and check references before you book.

Make a communication plan to inform the details of the move with customers, suppliers, and clients.

Assign tasks to staff to coordinate different areas of the move.

- Have the team identify issues with the old space and provide possible solutions for the new office.
- Host regular staff meetings to communicate and monitor progress.

Set a schedule for migrating existing IT and telecoms

- Use the move as a chance to reassess and research call packages and data connections and upgrade hardware if necessary.
- Relay any changes in contact info to clients, customers and staff to avoid confusion.

Pre-order packaging and plan with removal company in advance of moving date

- Brief the employees on new space and their responsibilities during transition.
- Use the move as a chance to de-clutter and dispose of old documents and unnecessary equipment.

## The new office

Install the furniture, workstations, and utilities, and purchase new furnishings if necessary.

- It usually makes the most sense to have an outside contractor do the work, since current employees will often need role additions or added liability waivers.

There will be overlap of running two offices simultaneously, so factor in "downtime" or non-operation.

Conduct a thorough site inspection of the new premises and take photos of the move-in conditions.

## After the move

Research utility providers to keep bills low and cost-effective, though serviced offices usually include it.

Consider hired cleaning services.

Decorate the new office with artwork and plants.

Adapt or add a contents insurance policy to cover risks like theft, loss, fire, water and accidental damage.

- Compare quotes to ensure the right coverage at the best cost.
- Ensure that the office content policy includes other added items like artwork or data.