Office Relocation is a process that sparks mixed reactions. On the one hand, you’re excited to relocate to a new office with a different environment. On the other hand, you wonder if the process will be a success and if the move will negatively affect your business.
Well, depending on your plan and organization, all good things are possible. It’s therefore important to organize your office relocation professionally to avoid interfering with your daily work activities. You should also ensure every party, including your clients and suppliers, are aware of the move and your new address to prevent the business from coming to a standstill.
Whether moving to an enterprise or a shipping container office, here are some practical organization tips for your office relocation.
Develop A Schedule
Without a schedule, you’re likely to remain inefficient. That said, it’s crucial to begin planning your move months before the actual moving date.
Take time to study how large or small your office is and how much furniture and equipment you have. Depending on the office size and the number of your belongings, you’ll have a precise estimation of how long the move will take.
Next, develop a to-do list of what needs to be done before relocation. For instance, you might need to contact your clients and suppliers to inform them about the planned move and your new address or reschedule upcoming meetings to avoid interfering.
At this point, it is wise to review your current lease agreement. If you’re relocating before the end of your current lease, you might lose your deposit. Also, study the move-out agreement documented on the lease contract to understand if you’re responsible for the damages incurred during your stay and act accordingly.
Set A Budget
During relocation, expenses crop from all corners. You need to pay the rent for your new office, purchase new furniture, and pay the moving company, among other things. You’re likely to overspend without a budget, hurting your pocket in the long run. With that in mind, figure out your expenses, set a budget, and stick to it.
At this point, it’s vital to figure out what must be done and what can’t wait to avoid incurring high moving costs. For instance, paying the rent for your new office is paramount compared to investing in new furniture. If your current furniture can still hold for a few more years, consider retaining it rather than investing in new ones.
Time The Relocation
While you’re at liberty to plan your office relocation at any time of the year, you don’t want to make losses just because you are moving to a new office. Your business should continue running and making profits, whether relocating or not. That said, it’s best to schedule the move when your business operation isn’t that hectic.
Every business experiences that time of the year when it makes more profits. When you execute the move during such a period, you might lose money and clients. Therefore, it might help to plan the move after this period.
Nevertheless, as much as you want to get the most out of the peak period, it’s also important to set deadlines. With deadlines set, you and your employees have no option but to work hard to avoid falling back on the schedule. That’s why you should schedule the move right after the peak months to avoid postponing the process in the name of making more money.
However, if you schedule the move before the high season, you might not hit the deadlines since seasons are never the same, and the peak months might begin earlier than you anticipated.
Office relocation shouldn’t be a one-person task. Everyone on your team is expected to lend a hand one way or another. Consider involving your team members from every department in the relocation organization to ensure the entire company understands the process.
You may form a relocating committee composed of a member from each department to serve as a point person. Your team may also revisit the schedule you’ve made and make changes if necessary. Afterward, inform them of the kind of help you need to ensure the success of the entire process.
It is also a wise move if you and your moving committee plan your new office layout. Where and how will the cubicles and the furniture be positioned? While it might seem unnecessary to plan that far, prior planning will make the organizing process easier once you move to the new office.
Assigned A Coordinator
Even after appointing a moving committee, you’ll still need someone to oversee the process to ensure everything goes as planned. Besides making sure the moving preparations aren’t standing still in your absence, a ‘move coordinator’ will allow you some time to work on other essential aspects of your business to ensure it remains effective even as you plan to move.
When choosing a coordinator, settle for a team member with multi-tasking capabilities to avoid spending much time on a single task. They should also have excellent communication and organization skills since a moving process involves lots of communication to ensure everyone is on the same page.
Declutter The Office
Like with any move, there are things you don’t plan on bringing into your new office. Therefore, you should look into your inventory of equipment, supplies, and fixtures. Determine what no longer works for you.
Once you’ve identified things that are no longer necessary, plan for a better way to eliminate them. If some are still in good working condition but still won’t find a room in your new office, donate or sell them. For the rest, consider hiring garbage removal services to dispose of them correctly.
Contact A Moving Company
There are many professional moving companies within reach. You want to work with moving professionals who can pack and get your stuff to your new office in one piece. Therefore, do a thorough research and compare different services and costs to ensure you settle for nothing but the best. Remember, an excellent moving company should be insured since anything can happen during the move.
Relocating to a new office is exciting. However, the process can pose thousands of challenges if not planned and organized correctly. Nevertheless, with proper early planning and partnering with professional movers, the move can succeed without hiccups. If you’re planning your office relocation, consider this organizational guide for an effective process.