Checklist For Moving Into A New Office In Kuala Lumpur | FlySpaces

Read also: 2018 Roundup: Best New Coworking Spaces in Kuala Lumpur

However, office moving is a daunting task, especially when you still must run a business on top of it. Yes, moving to a new place can be stressful as there are usually involving more people and documents, but it doesn’t have to be! Utilize this checklist to be considered for a smooth, stress-free move.

1. Clear Plan and Timeline

Without a clear plan and timeline, the move is likely to be stressful at best and could end up with items in the wrong place or the wrong time at worst. Before any business move can take place, you need to lay foundations of strong, clear plans. Here are a few things to consider, or prepare:

Things to bring along:

• Packing materials. To ease the move, you may need varied sizes of boxes (those that can easily be stored in the office for any other further uses), tape, and scissors.
  
• Equipment. Since you're going to step into a fully serviced office, you'll only need some items to bring with you. At least those boards of business planning, calendar, stationery, whichever that is needed for your business that any space provider can't deliver it to you.
  
• IT equipment. Your laptops, computers, printers, and others - these are the things that are to be vital to your business operations. So, firstly, check with your new space provider, go through the amenities list, if one of them is already being provided to you and the team, then don't bother to have those in your new office.
  
• Confidential paperwork. It's confidential. Don't simply let other parties do this part if you're worried about your business data and information could be leaking. So you'll have to pack and transport these securely on your own. For example, you may box them all with specific anti-tamper label.
  
• Furniture. You may just sell it away as in coworking spaces, all of these are ready for you to use. Let's make it as another source of your company's fund. Great isn't it? Moving while getting side money.
• Telephone system. Fret not! You'll not need to transfer or set up a phone line or connection. Why? Once you move into a serviced office, it is ready to be used. So, cut the telephone utility bills in your company monthly cost.

Duration of the move: It may take you from one whole day up to a week to just move into your new private office. Depending on your team and business size, if it's big, then you'll need to make a timeline to move in phases.

• Storage. If you need some waiting time, then it will be ideal to keep the items in transit. Make sure that your storage provider is suitably located to move items to and from and it can offer a cost-effective rate for the length you require to avoid going over budget.
• Movers. You may be left with options of either to hire movers or assign your team members with the moving task. It's up to you and base on your budget as well.

2. Costs Incurred

Office move will also incur a lot more costs. It will surprisingly different when you choose coworking or serviced offices. If you're wondering what the potential costs could be, here are some examples of common moving expenses. 

• Storage: This is a transit place to hold your office's items. You might be needing this service as if the dates on your current and upcoming leases don’t match up. Consider how much space you’ll need and how long you’ll require it for – will it be a day-by-day or month-to-month arrangement be necessary? 
• Office mover: There are circumstances whereby you may need their help to transport all of the items to your new office. Do some research first, and choose the best, one that is affordable and convenient for you and the team.
• Rent: This is the primary concern. Always review the new office's rental costs as well as what’s included in the rent. It will direct you to other costs that you may or may not be dealing with afterward. Just so you know, when you have subscribed a membership with any coworking space, the rental cost is inclusive with other services such as hotline number, internet connection, printing, and many more. You can just unpack and set up - that's it! Not to forget, location play huge part in costing, it varies across the places. Thus, you must have a proper analysis on why you’ve picked a certain spot.
• Deposit: Even though you'll be getting it back when the term is ended, but still, consider it as an expense. It depends on the space operator of the necessities of putting a deposit down on the new office that you're looking to move in. It is for the sake of securing your booking. 
• Utility/internet connection: There will be some costs to be associated along with the process of either setting up or relocating it. Get a great insight into the total costs needed. But do you think you will be still needing these all in your new coworking office? Fret not! All are already set up. It could be even better than your previous one!

3. Informing About Your Office Move

Notify your current landlord regarding your office move by providing notice. Never forget to inform all of your teams when the moving date is and where will be their new work nest. It is better to let them know at least a month ahead so that your workers can do their own calculations of their new personal expenditures to work- it may include their new routes to work, the transportation cost, their lunch break, and it could be many others. Most importantly, have clear communication with the moving company if you're using one. Provide them with easily understandable instructions prior to the move. Next, just keep in contact with them on the day itself while monitoring other things.

Read also: Here's Why You Need a Coworking Space in Kuala Lumpur

4. Preparation For the Moving Day

You should put in mind on which day the moving day will fall onto. You might have to run the business as usual or close it temporarily throughout the day if it's a normal working day. Whichever your decision is, always inform your staff, clients, and any other parties that are affected regarding your office move matter. Double check the timing on the moving day and make sure your team members are updated with the moving schedule. Make sure you're equipped with the contact details of any person in charge that you may need to reach on the day. Lastly, perform a final inspection of your old office space - make it as thorough as you can.

5. Next Steps

Now it's time to sit back and sip your coffee. Enjoy all the facilities provided by the coworking space. Polish up you team's productivity with a great, new environment at work. Leaving the traditional office environment for a shared workspace opens up the possibilities of networking with other freelancers and professionals in other industries. It will give you an extra bonus to have potential project opportunities or to collaborate with others, which will allow you to further grow and expand your business.

Dreaming to start the new year with a new working environment - fun, calm, and collaborative among other businesses? Let's have some time by searching into the available spaces on your preferred location across Kuala Lumpur and the neighborhood areas through here. If you're left with various options and not sure which one to choose for your business, get a free consultation from our Space Expert, Esther at esther@flyspaces.com.