Office moves are a bittersweet milestone that marks a new chapter in your life – and that of your company. Every year, thousands of companies change addresses. According to the US Census Bureau, job transfer is among the top reasons why Americans move.
There are many reasons why a company relocates. Some of the most common reasons include expansion and growth, better facilities, cut costs, consolidating offices, access to new markets, or the expiration of an office lease. Regardless of your reason, ensuring a hassle-free relocation can be a tall order.
As you look forward to starting a new phase in your career, you need to prepare and plan for the big move. Knowing the essentials of office moving, executing them efficiently, and following expert tips can help you avoid potential troubles and headaches.
We share this list of everything you should know to ensure a smooth sailing office move.
1. Plan early
The earlier you prepare, the better. Ideally, you should start planning 3 to 6 months before the big day. As soon as you begin planning, you’ll realize that there are a lot of details that you need to sort out. Aside from the actual moving out, you also have to prepare the new office. Considering the long to-do list, it’s vital to plan.
2. Inform employees
Involve everyone in the entire moving process by notifying all employees in advance. They might need to prepare themselves for the relocation. Some might work on major tasks or complete deadlines before the move. This should also give them time to properly pack their stuff. Consider giving tasks to each employee to make the move faster.
3. Pack early
Months before the big move, you can start packing the least used items, supplies, documents, and other office equipment. For example, you can begin sorting out decorative items and furniture. Label every box or container to make it easier to retrieve stuff should you need them later.
4. Hire a professional mover
Some might think that hiring a professional mover can be more expensive. But with office moves, their help is most needed. They are experienced with moving and can guide you with the necessary steps. They come equipped with supplies and tools to make packing, loading, and unloading safe and hassle-free. They will ensure that you can focus on operations, thus you can provide unhampered services throughout the entire office move. Just be sure to choose a provider that offers customized relocation services that will fit your moving requirements and budget.
5. Dispose of clutter
Once you start packing your stuff, you might be surprised to find the amount of clutter in your office. Get rid of unnecessary items, old files, outdated and unused gadgets, and equipment. You can either throw them away or sell them to salvage shops.
6. Notify everyone about the change of address
Send notes or official announcements to inform your customers, suppliers, and other stakeholders about the planned move. This is important to avoid problems such as customers going to the wrong address or delivery being sent to your old office. It is also vital in ensuring business continuity.
7. Equip your office in advance
Once you’ve finalized your new location, you can start equipping it with basic furniture, equipment, and utilities. Start by planning the office layout and building out the unit. Then, you can begin ordering new equipment. Coordinate with your suppliers so that supplies are delivered to the right address. Likewise, you also need to coordinate with utility service providers, such as electricity, internet, and water. This ensures that you can settle in and resume work quickly.
Office moving is indeed a major transition that entails many tasks – and risks. Aside from the actual relocation, you need to prepare for the potential disruption in operations and service delivery, impact on sales, and customer complaints. Ensuring a stress-free relocation is just the first part, business continuity is an entirely different aspect that requires focus. However, if you nail the first part, you’d surely handle the other half properly. So, as soon as you consider moving, don’t delay the planning and start right away. When it comes to moving, it’s never early to start.