What’s the first thing that comes to your mind when you think about shifting your company to a new office? If you’re a business owner, chances are you’re already thinking about the challenges you’re going to face while moving premises.
From re-installing the IT infrastructure at your new workplace to coordinating with employees and clients – relocating to a new office is a complex process. It isn’t surprising that nearly 75% of small and medium-sized businesses procrastinate on an office move because of the stress associated with it.
Nevertheless, as your business grows and your team expands, an office relocation could become imperative. You might also feel the need to shift your company to a better, more upscale neighborhood to impress prospective clients. Or the lease at your current workplace might be expiring soon, leaving you with no choice other than to find a new office.
The good news is that relocating your office premises doesn’t have to be a herculean task. Proper planning and delegation can go a long way to save you from the nerves and jitters. In this blog, we’ll discuss a few useful tips to help you sail through your next office move. Let’s get started.
Table of Contents
1. Outline Your Relocation Strategy
Moving to new office premises isn’t as simple as shifting all your office furniture and equipment. You need an actionable plan that defines when and how you’re going to do it. Start by checking whether the new office location has any specific moving guidelines or regulations.
For instance, you might be allowed to move in during non-business hours. Or you might be required to obtain certain permits from the local authorities before you can shift heavy equipment.
Next, you should estimate the number of days or weeks you’ll need to complete the move. Break down the entire process into small manageable tasks and assign a few tasks to each day. You should also outline a plan for maintaining business continuity during the move.
Maybe you could ask your employees to work from home for a few days while you set up the new office. Or you could carry out the relocation in a phased manner to ensure that key business operations remain uninterrupted.
It is also a good time to redefine the steps of business operations to resume the regular workflow after completing the relocation. To begin with, you’ll need a floorplan for arranging office chairs, computer tables, and other furniture items.
Also, the IT department will have to install the necessary hardware and software to ensure that your employees can start working at the new office. They might also need to find new phone and internet service providers before the relocation is complete.
2. Find the Right Vendors
It goes without saying that you’ll have to hire an experienced and trusted commercial moving company for a successful relocation. From dismantling and packing office furniture to safely transporting expensive equipment – a professional moving service will handhold you through the entire process.
Before you start looking for a moving company, it’s essential to set a realistic relocation budget. Next, start looking for vendors that fit your budget. It’s a good idea to meet them in person and find out whether they have prior experience of working with companies like yours. Don’t hesitate to ask them for references and reviews as well.
It’s worth mentioning that before you shift to new office premises, you might want to get rid of a lot of stuff, including old furniture, non-functional equipment, unnecessary documents, etc.
If there’s plenty of furniture and equipment that you no longer need, it’s a good idea to hire a reliable office clearance company. These companies often buy used office furniture and can even help you recycle old equipment. This, in turn, can go a long way to reduce the amount of waste you generate during the move.
3. Update Your Address
As a ground rule, you should have visiting cards, brochures, and other marketing collateral with your new address before the relocation. Also, you should update the address on all your company social media profiles, email signatures, company website, and Google My Business listing.
It’s also a good idea to inform your clients, suppliers, investors, and other stakeholders about the move in advance. Make sure you keep them in the loop while the relocation is going on. It’ll boost transparency and help you earn their trust. Also, they’ll be more accommodating towards any issues with product deliveries, payments, customer service, etc. during the move.
Moving to a new office is a significant milestone for every business. But the stress of moving can send chills down your spine. Make sure you hire a professional moving company and office clearance service to help you through the process.
Also, delegate responsibilities to your team members instead of trying to execute the move on your own. Lastly, don’t forget to have fun and celebrate with your employees before you start operating from the new workplace.