Office moves can cause a lot of disruption, especially for employees. Employees will likely have a lot to say about the new location, from whether it’s close enough for their commute to the availability of on-site parking.
To make your office move as seamless as possible, here are some tips:
Inventory Assessment
Conducting an inventory assessment is an important step in a successful office move. It ensures that all equipment, furniture and supplies are accounted for. It also helps you determine which items will be moved, if any, to new locations and which items will be sold off or sent to storage.
Budget
Relocation costs can add up, so you need to set a budget and stick to it. This is easier to do if you get quotes from all service providers involved in the project, from office removalists to stationery designers.
Remember to factor in any additional expenses like legal fees or solicitors that might be required for the move. You might also need to spend money on marketing to let customers know about your new location, so include those costs too.
When choosing a moving company, consider how long they’ve been in business and their experience with commercial moves. It’s also important to choose a company with the right equipment for the job, as oversized furniture can cost more to transport. In addition, you should also include storage costs if you need to store any unwanted furniture or equipment.
Notify Stakeholders
Whether your business is moving to the next block or across town, it’s important that all stakeholders are aware of what’s happening. This includes your employees.
It’s also a good idea to send out a brief announcement to your team about the office move. You can do this via an email, newsletter, town hall presentation, or even a short video. Whatever method you choose, the announcement should be comprehensive and tell your team everything they need to know. This will also help set the tone and alleviate any concerns they may have.
Update Business Details
When you move offices, it’s not just a matter of moving your furniture and technology into the new space. Make sure you communicate the new address, preferably before the move rather than afterwards, to avoid any confusion about how to contact your company. Update your online listings, too, such as on Google My Business and Yelp.
You also need to update your company’s website, emails, mailing listings, and stationery with the new address. So that customers and suppliers know how to reach you. It’s always best to notify them in advance where you are moving to and the reason if applicable.
IT Infrastructure Setup
While this step may not be necessary for all businesses, it’s worth setting up the IT infrastructure before the office move. Having the equipment and software in place will make it easier for employees to get back into work after the move.
It’s also a good idea to visit the new office space in advance to take notes of the optimal locations for general power outlets, network points and more. This will save time and money when it comes to physically setting up hardware at the new location.
Before the move, confirm with your IT team or managed service provider that all systems will be working properly. This includes ensuring that all internet, phone and IT providers will be ready to connect when the office moves in.
Packing and Labelling
It is important to clearly label all boxes in advance of the move. This will help to minimize confusion for both movers and staff when they are unpacking. Additionally, it will make it easier to identify and locate IT equipment in the new space.
Separately get staff to pack personal items like photographs, clocks, coffee mugs and artwork. These should not be packed by the moving company as they do not provide insurance for such items.
Devise a system for labeling that works for your team and stick with it. Ideally, it should be consistent throughout the entire office and easy for movers to understand. Generally speaking, using numbers, letters or a person’s name will work just fine as long as it is consistent. A good way to record and organize the labels is by putting them in spreadsheet form and creating an inventory. Using a color-coded system for each department can help staff find what they need quickly and easily.
You should also make sure you know where each item will go in the new space and communicate this information to employees. This will help to alleviate stress and questions about the process.
Safety Measures
Office moves involve large pieces of furniture and bulky equipment that can’t just be left behind. It’s also important to consider safety when planning your move and communicating instructions for employees.
It’s a good idea to have a team leader with multi-tasking abilities, exceptional organisational skills and experience working with budgets to oversee the office move process. This person will be able to provide clarity on timelines, tasks, and responsibilities throughout the entire move process.
Once the move is complete, do a walk-through of the new space and document any property damage. It’s also a good time to test phones, internet, IT systems, and cable connections so you can get back to business as soon as possible. Lastly, purchase any new furniture or equipment you need for the new location.
Post Move Review
Once the dust has settled for the move, it’s good to conduct a post move review with all parties involved in the office move. This way, if there are any issues that weren’t anticipated or accounted for, they can be resolved before moving into the new location.
Getting the process started early is key for any business planning an office move. This includes determining the budget, vetting and hiring a reliable moving company through Find a Mover, and working with them to make sure that they understand and can meet the specific needs of your move. It is also important to purchase and stockpile all necessary moving supplies well in advance of the move date, as this will save both time and money. Also, if you are considering donating or securely eliminating office supplies, this should be done well before the move.
