The initial brainstorming session will help you understand your business needs. It's often best to do this before choosing a new location, but it's worth doing even after you've signed the paperwork.
In this step, list items your business will need in the new office, as well as any services you'll need. This helps give you a rough overview of the tasks you need to complete. It's a must for businesses of all sizes, from startups and small businesses to large corporations with hundreds of employees.
Below are some of the most common office essentials that businesses will need:
- Office chairs
- Internet service provider
- Business phones
- Phone systems
- IT Equipment
We'll look at each of these items in more detail later in the article. As you go, feel free to make notes, research the speed and reliability of local internet service providers, or estimate how many phones, desks, and chairs you'll need. While not necessary, extra notes can make your job easier when you're actively setting up a new office.
Optional Services and Supplies
Next, make a list of any other services and supplies you'll want in the new business location. Again, these are often conditional based on your business model, size, or location.
Here are some common optional services and supplies that you might need:
- Answering service: You may need an automated receptionist or an after-hours answering service.
- Snack and drinks: Determine whether to provide employees with free snacks and beverages, or if they will need to be responsible for bringing those items in themselves.
- Security: Decide on your security measures to protect your office against theft, burglary, vandalism, unauthorized access, and extortion. Security might include video surveillance, security staff, an alarm system, metal detectors, or key card entry systems.
- Office supplies: Look for ways to get those important office supplies delivered to your new location. Consider items like desktop organizers, copy paper, business cards, staplers, recycling bins, and any supplies you don't have.
You may want to conduct this brainstorm session alongside the members of upper management for multiple perspectives. Small businesses might consider asking employees or IT professionals to fill out a brief list of things and services they anticipate needing, too. It's not necessary, but if you're a new business owner, this helps ensure you don't miss anything.
Take time to list everything you will need, even if the items seem too small to include. For example, there’s nothing like realizing that you're missing copy paper and pens on the first day at the new office.
Existing Office Considerations
If you're moving from an existing office, you might also want to make a list for that location. This list can include items you need to move to the new office and the order you plan to move them. A detailed inventory of items like office desks and supplies can save you money when you place orders for new things you need.