Tips for a Smooth Office Move
Whether to gain larger space or be closer to clients, an office move is exciting. Office moves can also be challenging; however, they can occur efficiently and smoothly with proper planning.
Allow Plenty of Time
Start early. Provide employees with information ahead of time so that they can prepare. For example, if the move is to a different city, decide as soon as possible which employees will be offered relocation packages and provide them with the information they need to decide whether to relocate.
Even if the move is in the same city, employees will want information about the new neighborhood and building, including parking, daycare, gyms, restaurants, and public transit options near the selected location.
Communicate with employees regularly. Encourage your employees to offer ideas and opinions about the workspace and amenities when possible.
Appoint a Project Head
Choose someone to be in charge of the project. This leader should be an excellent communicator, multi-tasker, well-organized, and have experience managing a budget.
Choose the Right Location
Consider how much space you'll need now and in the future. Also, consider which locations will allow your business to thrive. Once you've chosen the site, negotiate a lease and work with a designer and your IT department on the office buildout and infrastructure.
Secure Your Data
Develop a plan for moving your technology. As part of that plan, determine how you'll back up your data before the move. Then, hire a commercial mover with expertise in moving high-tech equipment.
Encourage employees to go through their desks and files and cull those items they no longer need. Determine which furniture, if any, will go to the new office and dispose of the furniture that is no longer needed. If computers or other electronics are nearing the end of their lives, consider starting with new equipment rather than moving the old. Discuss with your accountants about potential tax write-offs if you donate items to non-profit organizations.
Communicate with Clients and Suppliers
Let your clients and suppliers know that your office location is changing at least a month before moving. Write letters to tell them the new site and the date of your move. Also, explain your reasons for moving positively, such as expanding your business or being nearer to key clients. Finally, advertise your new location in traditional and social media.
Plan Packing and Moving Schedule
Once you've selected your professional mover, plan a packing and moving schedule that isn't disruptive to your business operations. Be sure to let employees know the schedule and if they'll need to work remotely for some time.
Plan for Utilities and Electronics
At least two months before moving, contact all utility vendors at the old and new location to let them know your moving date—review network cabling with IT. Consider your telecommunications needs five to 10 years out when choosing from these options.
After the move is completed, reward employees with gift cards or special treats to thank them for helping to make the move successful.
Business On the Move
If you are planning an office move, reach out to us. Contact us for more information and a free quote. We can help make your move stress-free.