Getting prepared for office relocation calls for a concrete plan. Moving everything is always a tiring task. You also need to consider reorganization, adaptation periods, employees’ morale and so much more.
Office relocation can either be an exciting or stressful time for your business. With excellent preparation, you can move at a reasonable cost. You may also not compromise productivity.
Here are 6 tips on how to prepare well for your forthcoming office relocation.
1. The Earlier you Plan the Better
During office relocation, anxiety can creep in. Your staff needs to operate smoothly during the disruption and confusion. You may also stress over the repercussions of moving on your company’s bottom line.
You need to find a perfect office, plan for departmental needs and figure out logistics. Planning is the best way forward to calm the worries that come with office relocation.
If possible, ensure your moving plan is ready six months in advance. Then, you can focus on other aspects of moving that may need more attention. Here are some tips to help you in crafting your office relocation plan.
- Create a team to lead and oversee the moving process
- Set out realistic timelines for the team to ensure a successful relocation
- Put precise drafting and delegation of moving tasks in place
Let the team inventory current equipment and assess the needs of the new office. This may be a good time to hire a professional moving company to make sure all of your expensive items make it safely.
2. Discuss Office Relocation with Employees
Office relocation affects your most vital asset in employees. Moving disrupts not only employees’ morale but also their lives and workflow.
Employees need to plan for the move. Some may have families and office relocation can affect their children’s schooling, side businesses, and social lives.
Discussing the move with the employees is good for the transition. You can gain employees’ support when planning for relocation. Some employees can offer a helping hand in packing and unpacking and help you save moving costs.
The problem with office relocation is you may lose some employees. What if you make employee commuting needs part of your relocation strategy? You can move to a nearby location to keep disruption minimal or plan for your employee’s new transport needs.
For example, the American Society for Radiation Oncology surveyed employee’s commuting habits before and after moving. They then implemented a transit benefit to encourage the use of public transport.
3. Notify Service Providers and Clientele of the Planned Move
After all the plans for office relocation are in line, it’s time you inform your key parties. Your business needs to run smoothly during and after moving.
Some service providers will be useful in your new location. Updating the clients of your move will help to keep sales steady.
How you notify the clients is different from the handling of the service providers. Call service providers a few months before the relocation or send tailored emails.
Build “vendors” and “clients” contact lists six weeks before moving. If you’ve different customer segments, craft an email or letter for each group. Include the moving reasons in your messages.
For instance, if you’re going to a central place to serve the customers better, point that in your message. Clarity can help you gain the trust of customers. It can also deliver a message that the move is for their good.
4. Budget for the Office Relocation
With so many elements to consider when relocating, budgeting can help you to keep all the costs in check. The old office may need renovations after you move out. Transport costs are sometimes expensive and the new office will need some alterations.
With a reasonable budget, you can get an excellent overview of the cost aspects before relocating. Reach out to your team to create a relocation budget. This will help you be confident you can afford it.
Use the following tips in preparing your relocation budget.
- Budget for renovation expenses for the new office. Confirm with the building manager if they offer build-out costs
- Inventory all the equipment to prevent theft. List any equipment needed in the new office
- Negotiate all services and upfront costs to get a picture of your expenses
- List all moving expenses and consult with an office mover for a fair deal
- Get all insurance quotes from the moving company
- Estimate loss in sales or revenues that may occur during the move
- Budget for the marketing costs for the new office and include the PR expenses for announcing the relocation
5. Actual Preparation for the Office Relocation
Before moving, recheck with your team if everything is in order. Confirm if the new office got revamped and is fully ready for you to move in. Make sure all the items planned for relocation are well packed and labeled.
Call for a final meeting to engage the employees and the relocation team. The team should update the staff about the move, working space and parking space.
On moving day, the business should continue as usual. The team should have a plan to ensure there’s a support group to handle any client issues. If possible, get everyone familiar with the new office to ensure smooth movement.
6. Move into Your New Workplace
Great job if you’ve planned well and involved everyone before relocating. But even so, the task is only complete once you start operating in the new office.
It’s time to unpack and set up your new workspace. Focusing on making sure everything goes as planned is the priority. Call the employees for a cup of coffee and inform them of their assigned tasks.
Be sure nothing labeled for relocation remains in the old site. Part of your team should also be at the new office to confirm all deliveries. Give everyone ample time (at least two weeks) to adjust their workflow and commute to the new location.
Make Your Next Office Move a Seamless Transition
Moving an entire office will always be a grand task. However, if you prepare ahead of time for office relocation, you can expect an easier and more seamless move. You’ll also be able to ensure your operations run non stop during relocation.
If your business is relocating soon and needs some assistance, contact us today for professional moving services.