Moving an office is a complicated process. It first involves finding the ideal location and then preparing for the relocation.
Fortunately, pre-planning and organization can smooth the process. Read on for tips to help prepare your office for a successful move.
One key to an efficient move to a new office is that the more lead time, the better. Think of it as the time spent preparing as an investment in the success of your move. The more time you invest in planning and organization, the greater chance of reward.
That means starting the moving process as far ahead as possible. Depending on the size of your office, a lead time of six to 12 months from moving day is necessary to get organized.
The first steps may include:
- Reviewing your current lease. You’ll want to schedule your move to minimize overlap (and avoid making a double lease payment) while building in adequate time for packing and clean-up
- Designing a moving budget that includes contingency costs
- Collecting estimates and quotes from several professional office moving companies
- Creating one place to keep all records, documents, and to-do lists; whether a binder, the cloud, or a moving app
No one is an island — and one person can’t manage an office move alone. You need a team to optimize efforts, so enlist trusted employees to create your dream moving team.
Consider picking a representative from each department of the office to act as a “moving coordinator.” Each can create a specific to-do list for their area. They’ll manage these tasks and report to you about the progress.
Once the team is up and running, tell the rest of the office about the move. Again, practical, clear communication is critical, so offer details about the move timeline and keep employees informed throughout the process.
Good communication will ensure workers have time to adapt to the upcoming change and that they understand the reasons behind the move. In addition, they’ll feel empowered to collaborate on moving tasks and goals.
Attention to Details
Office moves involve many parts, and it’s easy to overlook the details. So give yourself plenty of time to get it all done.
At least three months out, keep your focus on tasks such as:
- Choosing a firm date for moving day
- Securing a reputable moving company
- Giving vendors, partners, and affiliates a timeline and estimate of how projects and accounts may be affected
- Sharing your new address with customers and clients
- Measuring the new office space
- Ordering any new furniture or equipment
- Working with movers to plan for any special handling of equipment, furniture, or inventory
Your employees will probably have questions and concerns about the move. An open-door communication policy may help tamp down uncertainty and allow employees to feel excited and invested in the relocation.
Similarly, setting defined expectations and involving employees in the moving process can ease workers experiencing “relocation stress syndrome.” A long time frame, careful pre-planning, and a focus on the organization can help your office relocation go smoothly.
Secure a moving company that can handle your office relocation planning, logistics, storage, and setup. Contact us today for a free quote.