Office rentals: Move and occupation of the premises
We have created easy-to-use guides to help you get started with choosing premises and to support your company through the different stages of the selection process. In this guide, we explain how the scheduling of the move and the division of responsibilities should be handled.
The key factors for successful relocation are effective scheduling and a clear division of labour. The first task is to form a project team and to select a project leader. The team defines the tasks related to the relocation, designates the persons in charge and sets precise deadlines for the different work phases. It is essential that sufficient time is allocated to the completion of the tasks and that a single competent person is in charge of the management of the project.
Ensure that the move-related communications start in good time and monitor the progress of the process in real time. Material to support communications can be requested from the future landlord.
Do these things in good time before moving:
- If necessary, consult with the lessor about possible temporary, storage or coworking spaces.
- Agree with the staff on remote work for the duration of the furnishing phase of the premises, when necessary.
- Find out what contracts are associated with the old premises and make the necessary address changes and contract transfers.
- Make sure the right number of keys are available to the right people during the move.
- Request that the facility manager inform the other tenants of the move.
- Get a parking permit for your moving van.
- Protect lifts and access routes.
- Agree on any signs and illuminated signs in advance.
- Instruct staff to make clear signage stickers on moving boxes.
- Find out if office equipment leasing contracts include a removal service or if the recycling centre offers a collection service.
It is a good idea to carefully inventory the company’s workstations, furniture, machines and archives before moving. Before that, however, it is beneficial to do a major clean in the office and to get rid of equipment that is surplus to requirements. In this way, the inventory can be made more accurately, and the need for storage space in the new premises is not accidentally overestimated.
During the week following the move, installing and placing furniture will take a lot of time. It is worth recruiting external workforce for the task; provide clear instructions and a timetable to the parties performing the work.
It usually takes a month to settle in, after which you can better see if there is a need for additional furniture or rearrangements. Actively monitor staff satisfaction – the best working environment is constantly evolving and adapts to the changing needs of staff.
Do you need help scheduling your move, defining responsibilities for moving or finding suitable moving partners?
Read our other guides to help you choose the right premises:
- Office rental process
What are the steps of the process and the timeframe for it? - Company’s strategic needs
How can facilities support a company’s brand and growth goals? - Need for space and size of office space
What size of office space is best for your business? - Use of premises
What kind of premises and operating methods promote the well-being and productivity of your staff? - Location of the premises
Why is location the most important thing in the choice of office premises? - Office building
What kind of office building is best suited for your business, in terms of age, appearance and style? - Viewing the premises
What are the things to consider when viewing the premises? - Lease agreement
How is the price of the premises formed and what should be recorded in the lease agreement? - Lessor
How do you recognise a good, value-adding facility partner?
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