Getting it right, the first time

• Make sure you've got, and are familiar with, the Health & Safety file for your new space

• If you've chosen the right fit out contractor they'll be able to provide you with all the Health & Safety advice and assistance you could need

• Designers have certain obligations under the CDM Regulations - talk to your office design and fit out partner to make sure they are aware of what's required and that their designs comply

• Ensure all contractors receive an induction before they commence work on site - be satisfied they are aware of their responsibilities in complying with regulations, including:

  • Welfare
  • Working at heights
  • Dealing with asbestos
  • Access and parking
  • Accident reporting under RIDDOR

• Appoint a CDM Coordinator and a Principal Contractor if the project is notifiable

  A project is notifiable if the construction phase will be longer than 30 days or 500 person days

• If you're undertaking a phased occupation, remember that your employees will effectively be working on a building site. Review all your plans to ensure that you are not putting them at risk

• Monitor Health & Safety on site regularly to ensure you and your contractors are complying at all times

• Environmental & waste management

  • Separate waste, and recycle where possible (it's getting increasingly easier to achieve recycling rates of over 90% on office fit out projects)
  • Keep a record of all waste that leaves your site. You're required to by law. A competent fit out partner will make sure you have the necessary paper trail
  • Dispose of hazardous materials properly
  • Ensure environmental compliance (including noise levels) at all times

• Managing the fit out

  • Have weekly site meetings with your office fit out company and ask for regular progress reports
  • If you can't do it yourself, ask your contractor to take site photos on a regular basis and include these in any reports. It'll make it easier to catch defects
  • De-snag as defects are found
  • Agree on a sign-off procedure for changes

• Put your fit out online

  • Many companies are joining the likes of Facebook. Update your page with news about your fit out works - you could even upload videos of progress on site
  • Tweet about it. Set up a Twitter account for staff, stakeholders and clients to follow, so they can stay in-the-loop
  • Update your Intranet with news about the move. Got a company forum? Host designs and plans there, so staff can review and get a chance to voice their opinions

• Talk about it

  • Hold workshops to discuss designs, furniture, and talk about what's happening when
  • Take staff and stakeholders on site visits where practical (and safe)
  • Having a team meeting? Perhaps you could hold it on site

• Write about it

  • Create a staff newsletter, making sure to list key dates
  • Update your website and send an email to clients letting them know you're moving
  • Remember to get your stationery updated with your new address

• You have enough to worry about, so put someone else in charge of making sure all the packing gets done

• Make arrangements

  • With your IT and telephony specialists - do they need additional time for testing?
  • With your removals company - are you moving in phases?
  • For sufficient crates for packing - do you have enough labels?
  • For temporary storage off-site
  • For the removal of waste and recycling from your old office
  • For additional security - do you need it at your old site, your new site, or both?

• Make sure the key people are available, and nobody's booked a last-minute holiday

• Send a final update to everybody affected, so they know what's happening and what they need to do by when

• Ask staff to dispose of any unnecessary clutter (the contents of your combined desk drawers could probably fill a small skip)

• Put old files in storage off-site or dispose of them securely

• Scan old documents if you don't need them in hard-copy, then recycle the paper

• Arrange removal of old furniture or equipment - if you're donating to charity, they may come to collect it for free

• Stock up on bin and recycling bags

• Schedule a walkthrough with your office fit out partner to look for snags

• Arrange a final clean-up of the site

  • Building sites are dusty at the best of times, and new carpets create a lot of fluff, so make sure everything gets a thorough wipe down or vacuum

• Test everything

  • Moving will be disruptive enough to your staff, so to ensure 'business as usual' test everything, including the plug sockets

• Once you're happy, it's time for the final handover

• Put in your order for the necessary supplies

  • Tea, coffee, biscuits... Champagne?

Celebrate success

• Arrange a completion party for your staff and clients

• Take that long deserved holiday.

1. The Construction (Design and Management) Regulations 2007