Moving a business within London can be problematic and expensive. Businesses moving elsewhere in the country do not face the same obstacles. Issues include narrow streets, congestion charging, shared loading bays, strict building management rules, and rules surrounding landlord consent. The best way to combat these issues is to deal with the building and speak to managing agents early.
Start with the building, not the boxes
The key to a successful business move in London is to deal with the building, before the boxes. The managing agents control the process, and London office blocks often dictate when moves can occur. Moves are often only permitted to happen during the evenings or weekends, and some office blocks require booking the goods lift weeks in advance. You may also need a method statement and insurance.
Parking, access and charges
Obtaining a booking for a loading bay may be difficult because other tenants may share the loading bay. Some roads in Central London have a weight and height restriction. They often require advance notice, and parking bays may need to be suspended. Dealing with congestion charging, ultra low emission zones (ULEZ), and ensuring your removal team knows about the charges in advance, may reduce surprises on the final invoice.
Work backwards from a fixed date
Work backwards from a goal date, which in this case is the date when you expect to have vacated the existing premises. Most commercial moves take between three and six months to plan and execute and can take longer if there are a number of staff or if the existing leased premises has complicated break options. Plan to confirm the details of your existing lease and dilapidations, appoint a removal firm, plan the new fit-out of the premises, and arrange the IT and telecommunications, which can take several weeks to install.
One person in charge
Appoint a lead for the project. This can be a singular point of contact for the landlord and removal firm and can also manage the moves for staff in their floor/department.
Keep your staff informed
Staff communication is often underestimated. Plan communications early to share the new office address and how staff will get there and what they need to pack. Ensure your communications include clear rules for what items should be packed and how they should be labelled. Colour-coded labels can be aligned to the new office floor plan to indicate which boxes should go where and help staff identify the correct box for the item they are looking for.
Protect your data and equipment
Protect your data and equipment. Agree who is responsible for disconnecting and reconnecting computers, servers and phones. Confidential paperwork should be securely sealed and tracked. High value or sensitive items should be moved separately. Insurance cover for your removal company should reflect the true value of your equipment.
Plan for the space you are leaving
Think about the space you are leaving. Some leases stipulate that the premises must be returned in a specific condition. Allow time for clearing, repairs and a final inspection. Decide what you do not need and donate, sell or recycle. It is much cheaper to do this before the move.
Prepare for day one
When moving to new offices, think about the first day. A number of tests can be arranged beforehand to check the lifts, security passes, meeting room equipment and the kitchen. Make a list of the most common problems so that staff do not have to guess. Also, arrange for a contact point for the first week.
Final thoughts
All of this will help to ease disruption for staff and clients. If you are weighing up office moves london businesses rely on, a clear plan and an experienced team make all the difference. Our team is ready to help create your detailed, itemised plan and give you a quote for your relocation. Get in touch with Moving On Property Solutions and we will be glad to help.