Moving from one office to another can be a logistics nightmare. Moving an entire business to a new location can be extremely challenging, unless you have a plan in place.
Here are our top tips to help relocate your business to new offices without all the hassles. Following our tips will make your next office move smooth and successful. You’ll also find these tips keep business downtime to a minimum, so you’re back up and running again in no time.
1). Plan ahead: the first thing to do is begin planning the move about 6 months ahead of the planned move. This may sound a bit early to start planning, but you’ll have plenty of time to make those all-important decisions on what furniture to move, buying new equipment, properly discarding of old and used items, and more.
You don’t need any special tools to create plan:
- Make a checklist for the move, which includes all steps. This way, the project manager (we’ll get to that, too!), will be able to track each step, and ensure everything is finished according to the task list.
- Set a budget that includes all the costs of the move, including fees that may need to be paid before moving into new office space.
- Don’t forget to create a timeline to track the important deadlines that come with a major move.
2). Choose a project manager: you’ll need someone to be in charge of the overall moving process. The person you choose should be in a positive of authority and be able to take care of all decisions involved with the move. They should also know how to stay on budget and have excellent communication skills to keep everyone on task, while reporting to management as the moving process goes forward.
It’s better to have one person in charge of the move, rather than a team. With one person in charge, everyone will know what they’re supposed to do, and you won’t have to worry about another employee trying to take over the process, either.
3). Schedule the move-in date: when the moving plan is in place, then it’s time to set the date. This will involve contacting the provider at your new office location and working with them to determine the best data to move in. The serviced office provider will take care of all the details, making for a smooth transition from your old office to the new serviced office. They’ll also take care of setting up the IT systems, telecom services, and any furniture and fixtures you’ll need in the new office.
With everything all set up, all you have to do is move in, and then get to work! Downtime is kept to a minimum, meaning your company will be back up and running sooner.
4). Hire professional movers: once the move-in date has been determined, then you’re ready to hire professional movers. It’s a good idea to comparison shop professional moving companies. Try to find at least three options that seem like a good fit. Be sure to focus on companies that are experienced with moving businesses.
When you have the list of movers put together, then you’ll be ready to start making phone calls. Be sure to ask what specific services they provide, and make sure they’re licensed and bonded.
5). Checking building access points: this step is one that’s commonly overlooked when it’s time to move in. What could be worse than finding some furniture or equipment needed for your business won’t fit the access points in your new building? So, be sure to check these well in advance of the move.
You’ll need to make sure there’s room for the moving truck or see if the facility has a loading dock that can be used. It’s also a good idea to see if the elevator can be reserved for the day and time you expect to move in. Don’t hesitate to reach out to the serviced office providers, as they will have this information and will be happy to answer all the questions and concerns you may have about the move.
6). Tell everyone about the move: don’t forget to let everyone know about the move to your new office! Be sure to inform:
Clients & other contacts: let them know about the change of address as you transition into the new office space. This can be done by printing up post cards or an email, which includes all your company’s new contact information. And remember to include the move-in date, too, along with information on when you’ll be back up and running once the move is completed.
Utility companies: for your current office location, make sure to let each utility company know about your move. Let them know the move in date, and your new contact details.
Cleaning company: when you move, it may be necessary to hire a cleaning company. This way, you won’t have to worry about cleaning out your old offices after the move. The cleaning company can take care of this when everything’s been moved out.
7). Determine the office layout: before moving in, you’ll want to create an office floor plan. This way, everyone will know where they’re supposed to be, and where everything should be placed. You’ll save both time and confusion by creating an office layout well before moving day.
- Make sure the new office is the right size to accommodate your employees and all office furniture and equipment.
- Is there enough light in the new office? Is there plenty of natural light? If not, then it may be necessary to add more lighting. You’ll need to check with the new office provider to see if that’s possible.
- How will the new space be used? Will you need an open work area for everyone, or is it necessary to include some private offices, too? Is it necessary to set aside space for certain activities? You’ll need make these decisions before moving in. Reach out to your new serviced office provider—they have the experience and knowledge to help ensure your new office layout fits the space and works well for your company.
8). Is everything working: when everyone and everything has been moved in, you’ll need to work with the serviced office support team to check and make sure everything is working correctly. This will include the IT & telecom systems, and more. The serviced office provider may be able to do this before you move in but check with them to see how this is normally handled.
9). Order new equipment in advance: if you’ll need new office equipment before moving in, then order everything about one to two months before the move. Then it may be possible to have the new equipment delivered and installed on move-in day, which will make setup faster, so the business will back to work as quickly as possible.
10). It’s time to celebrate: you’re all moved in and setup, now you can take a breather and celebrate! To thank everyone for the smooth move you might consider having a special lunch or celebration all together. There are so many options—you may be able to have dinner brought in or choose to take everyone out to a nearby restaurant. Whatever you decide, celebrating the move and the new office will make everyone feel happy and appreciated for all their hard work.
Moving your business can seem like an insurmountable task; however, when you break it down into steps and follow our tips, you’ll have an easier move, and have the company back up and running that much sooner in your new serviced office!