Office move furniture guide
There is lots to consider for any business moving from one office base to another but finding and fitting the right furniture is certainly an absolutely fundamental part of that process.
Moving offices is a chance to refresh and reinvigorate your business in any number of ways and it’s certainly an opportunity to create a positive and productive environment for all the members of your workforce.
Your furniture purchases need to fit your budget, of course, but they should also be geared towards meeting your operational needs and providing your employees with a workplace to be proud of.
If you are in the process of planning for an office move then finding the right furniture should be high on your agenda and here is our guide to perfecting that process…
Step 1- Assess what furniture you already have
It is well worth taking a close look at the office furniture you already have as you plan your transition to a new space. If most or all of that furniture is old and worn out then your move should certainly be seen as an opportunity to upgrade.
On the other hand, if you have some items of furniture that are relatively new and in good condition then think about how it could work in your new office. It is important though to give an honest assessment of the quality of furniture you’ve got and to realise that installing old furniture in your new office could lead to a situation whereby the potential of your new space is not being fully realised.
Step 2 – Figure out what new furniture you need
Once you’ve decided which items of furniture from your current workplace would work well at your new location then you’ll need to determine what new furniture you want to add to the equation.
Key questions to ask at this juncture could include:
- How many people will be based at your new space?
- To what extent might your staffing levels increase in the coming years?
- What types of furniture do your teams of staff need?
- Does anyone on your workforce need specific types of furniture?
Step 3 – Factor in your tech and telecoms equipment
A key part of the process involved in establishing precisely the right furniture at your new office is taking into account the IT and telecoms equipment that will also need to be incorporated.
Questions worth asking at this point could include:
- Where will our servers need to be?
- Where will our printers and copying machines be positioned?
- Which desks need to be connected to phone lines, plug sockets and internet cables?
TIP – You should also take into account fire regulations when putting together your office furniture plans – it’s very important that your intended layout doesn’t involve obstructions to any walkways or emergency exits.
Step 4 - Factor in your storage needs
Every office needs to incorporate space that’s earmarked for storage purposes. It might not be easy initially to determine precisely how much storage space your business will need at your new offices but the issue must be considered and estimates do need to be made.
To this end you should:
- Carry out an audit of the storage space that is in use at your current office
- Consider whether your storage needs will increase or decrease at your next office
- Find out whether you could reduce your storage needs going forward
TIP – Off-site storage is an option that could help to notably reduce the scale of space that your business typically uses for storage purposes, which could then help you save money and maximise the office space you’re paying for.
Step 5 – List the types of furniture you’re likely to need
This could include:
- Reception furniture
- Desks and chairs
- Cubicles and screens or partitions
- Storage units such as cupboards, filing cabinets etc
- Display and presentation furniture
Areas of your offices that may need specific types of furniture could include:
- Meeting rooms
- Board rooms
- Breakout areas
- Kitchen/canteen spaces
Step 6 – Seek advice from office furniture experts
Suppliers of office furniture often have ranges that cover tens of thousands of different products which can be very difficult to whittle down and choose from. Office furniture companies are well-placed to provide expert advice on the processes involved and to help ensure that you make the right choices every step of the way.
Key considerations at this point could include:
- Fabrics and finishes
- The type of image you are aiming to convey for your business
- Your colour scheme if you have one in mind
Step 7 – Map our your furniture buying budget
Budgets for office furniture can vary a great deal and it is important to establish at the planning stage some parameters to guide the processes involved in fitting out your new offices.
A key metric to focus on at this point is ‘cost per person’, whether that’s with regard to chairs, desks or any other type of item. With those numbers in mind it becomes considerably more straightforward to decide on and stick to a budget that can then help you get a good deal on the furniture you need.
In addition to considering the cost of buying specific items of furniture, you should also consider:
- The cost of having those items delivered
- The cost of having those items installed
- The length of any warranties on any of the furniture you acquire
- Whether leasing or buying would be the best way to get the furniture you want
- Whether borrowing money would help fund your office furniture purchases now or in the future
TIP – Other key considerations in the office furniture equation are the issues of ergonomics and health and safety. It is very important that all your furniture is comfortable for the people who will be using it regularly and that none of your office furniture contravenes any relevant workplace health and safety laws of any kind.