The dynamic of every business evolves over time, and your office space may no longer suit your team’s needs as it once did. With the rise of hybrid working and shifting workplace expectations, now is the perfect time to reassess your office setup. At George Walkers, we’ve seen first-hand how businesses across New Zealand are transforming their workspaces to better fit their evolving needs, and we’re here to help make the process as seamless and stress-free as possible.
Moving offices can be a daunting task, especially for larger companies. In fact, a survey found that moving premises is the second most stressful task for managers, with 78% of companies delaying their move due to the hassle. But delaying a move can lead to inefficiencies and higher costs in the long run. To help you avoid these pitfalls, we’ve created a practical checklist based on best practices to ensure your office move goes smoothly.
1. Identify the Need for the Move
Before making any decisions, it’s crucial to understand why you’re moving. Are you outgrowing your current space? Is your lease ending? Or do you want to be closer to clients or key partners? At George Walkers, we always advise our clients to start by clarifying the reasons for the move. This helps ensure that your new office will not only reflect your brand but also support the well-being and productivity of your team.
2. Appoint a Project Lead and Team
An organised office move requires strong leadership. Appoint a project lead who can oversee the entire process, from budget management to communication. Forming a dedicated cross-departmental team can help ensure that every aspect of the office move is covered, from IT and storage to furniture and seating arrangements. At George Walkers, we work closely with teams to ensure every element of the move aligns with their business goals, while keeping the process stress-free.
3. Plan Your Budget
An office relocation can involve many hidden costs, so it’s essential to plan your budget carefully. Make a list of all potential expenses, including new furniture, legal fees, moving services, and waste removal. At George Walkers, we recommend working with your finance team to get a clear picture of the costs involved. We can also help you assess what furniture can be reused or refurbished, ensuring your budget stretches further and you stay on track.
One key piece of advice we always give is to involve your staff in the planning process. What do they like about the current space? What could be improved? Gathering feedback early can help you avoid costly mistakes and create a workspace that truly meets your team’s needs.
4. Scout the Right Location
Choosing the right office space is about more than just square footage. When scouting for a new location, consider how easy it will be for staff to get to via public transport, as well as whether the space supports your team’s workflow and communication needs. Space optimisation is key—finding the right balance between enough room for everyone without having wasted or underutilised areas.
At George Walkers, we have extensive experience helping businesses find and fit out new office spaces. We can assist with furniture planning to ensure your new office is functional, comfortable, and flexible enough to grow with your business.
5. Declutter and Audit Your Assets
An office move is a great opportunity to declutter. There’s no point in moving old, unused furniture or outdated IT equipment that no longer serves your business. At George Walkers, we encourage clients to complete an audit before their move. This helps you identify what assets are worth keeping, what can be refurbished, and what should be replaced.
As a leader in sustainable office furniture, we can help you recycle or upcycle unwanted furniture, ensuring you reduce waste while keeping your costs low.
6. Invest in Flexible, Modular Furniture
As your business grows and evolves, your office furniture should be able to adapt. Modular furniture is a smart investment for businesses that want flexibility. Desks, chairs, and workstations that can be reconfigured to suit changing needs help extend the lifespan of your furniture and reduce long-term costs. At George Walkers, we specialise in second-hand and refurbished modular furniture, providing eco-friendly and cost-effective options for your new space.
7. Be Prepared: Communicate Clearly
Once your moving date is set, it’s crucial to communicate clearly with your team, clients, and suppliers. Let your employees know the timeline, and provide them with details on the who, what, where, when, and how of the move. Address any concerns early on, such as changes in parking or desk locations, and update your contact information across all channels, from your website to your marketing materials.
8. Make Moving Day a Breeze
The big day is finally here! To keep everything running smoothly, create a detailed moving day plan. At George Walkers, we help businesses prepare moving packs for employees, which include essentials like access passes and desk locations. Ensure that IT equipment is set up and rolling contracts for the old office are cancelled in time to avoid unnecessary costs.
9. Post-Move: Celebrate and Follow Up
Congratulations on completing your office move! But don’t stop there—take the time to thank the team members who helped make it happen. A small office party or team lunch can go a long way in showing your appreciation. Additionally, it’s important to follow up with staff after the move to ensure they are satisfied with the new space and address any concerns that may arise.
Moving offices doesn’t have to be stressful, especially with the right planning and team in place. At George Walkers, we understand the challenges of office relocations and offer a range of services, from sustainable office furniture solutions to full office fit-outs. Whether you need help with planning, furniture audits, or reconfiguring your new space, we’re here to make your office move as seamless as possible.
Get in touch with us today to find out how we can support your business through a smooth, sustainable office relocation.