Planning an office move is just as complicated and time-consuming process as relocating to a new home. Relocating your business to a new office is a multi-step operation requiring careful planning and preparation. Regardless of your company or business size, moving to a new office is a tedious undertaking.
You will be surprised and overwhelmed when you realize how much you need to do during an office move and organizing everything in your brand new office. But once you’ve made the office move, you’ll find everyone is excited, working, and thriving in your shiny new, perfectly organized office. And none of it will happen if you don’t do it properly. Here is a list of things to make the process go as smoothly as possible.
Things You Should Do When Relocating To A New Office
1. Start Planning Ahead
The most important aspect of an office move is to create a timeline that includes all the essential processes of relocating to a new workspace. Ensure that your schedule is practical and that you take into account the amount of time you will need to move into your new office.
For instance, if you’re relocating to a small office, you may need at least three months to get prepared, whereas you may need six to eight months of preparation if you’re moving into a larger office. The point is that regardless of your office size, you must plan as early as possible.
2. Design Your New Office Space
Collect all the necessary information about your new space, including blueprints and floor layouts, which will help you locate electrical outlets, emergency exits, toilets, storage space, and other key components. Use all this information on hand to start designing your new office layout.
Don’t forget to compare your new office layout plan with your current space. It will help you identify the shortcomings of your previous office so that you can avoid the problems in your new area. For example, if you think that your old office has a smaller reception, inadequate storage for office supplies, or small cubicles, design your new office without those problems.
3. Create a Moving Team and Hire a Moving Manager
Discuss your office move plan with people involved with the relocating process. You should appoint a moving manager to overlook the undertaking and to ensure the process progresses smoothly for medium to large offices. The moving manager will appoint a department supervisor or manager from each department to organize a particular area, and he/she will ensure that every employee takes on the responsibility for sorting their desks, workstations, files, and other personal items.
In the case of smaller offices, you’ll be the moving manager and assign tasks to a few key people to help with coordinating the job. Besides, take recommendations from your employees in identifying existing issues with the current space and how the problems can be resolved in the new office.
4. Hold Regular Meetings
During an office relocation endeavor, hold regular meetings with all employees to discuss the office move and its progress. Your employees must be informed and identify and find possible solutions to address any concerns during the process. Moving to a new office is stressful, and things will become more complicated if there is a communication gap.
5. Limit Your Budget
If you’ve determined a specific budget for your move, ensure that it aligns with your estimates before you hire the movers.
6. Assign Tasks
Direct your moving team to create a list of tasks that needs to be finished in the weeks before you start moving. Make sure all the critical functions are included in the time and duly completed. Ask each department manager what their requirements for their space are.
For instance, if you assign a department manager for the communication department, he/she should update your internet service providers, telephone installations, and computer networking technicians.
7. Hire Specialized Movers
Always hire moving companies that specialize in office or business moves. Do your due diligence and make sure the movers are experienced and have a proven track record in the moving business. Ask questions, do your research, read customer feedback, and ask the company to visit your office for an inspection.
Assign this task to one person or a group and ask them to suggest a reliable moving company that fits your budget and your needs.
8. Prepare a Contact List
Having a contact list of all the people you do business with, including your customers and suppliers, will make it convenient for you to let them know you’re relocating. It is recommend to assign this job to one person to make sure everybody is notified, and no one falls through the cracks.
Furthermore, inform your clients and other stakeholders about your new location and how the business will operate while moving. It is a critical step to ensure that you don’t lose clients while they go to your competitors for your services.