27 Nov 4 Important Steps for When You’re Moving to a New Office Space
If you need to move your business, the best way is to start with a plan and strategy on how to pack and move to a new office space. Office relocation is a lot of work, regardless of the size of your company. The key to a successful move is to involve people or teams who can motivate and coordinate the rest of the office staff. You do not have a lot of time to get it all done because you can’t exactly shut down business for a week to sort things out. But you’ve got big, bulky furniture, difficulty packing electronics, and multiple rooms to get packed up. Follow the tips below if you’re willing to have the office relocation go as smoothly as possible.
- Start planning as early as possible
- Establish your budget and purchasing process.
- Do research to find the best moving company
- Put address change orders in place
You have to start the planning to a new office space process early, predominantly thinking of creating your moving team or choosing managers and supervisors who will be responsible for the process. For a small office, you need at least three months to prepare and for a medium to large office, at least six to eight months. The key is to start as early as possible.
In addition to planning a timeline with all the necessary stages of your move, you’ll also want to have a plan in place for where things will go when you arrive at your new office space. Figure that you’ll probably have to set aside at least a couple of months to efficiently plan your office relocation, and a couple of months to actually get everything set up and ready to go.
Get a budget from your company leaders and establish guidelines for completing all move-related purchases. Plan ahead for your moving budget – it’s important to know how much you have to spend. This step will help you envision the moving process. Be aware of how many people need to sign off on all purchases and contracts, then you’ll be able to plan extra time for all the to-dos involving purchases.
Remember that the moving company you hire for your commercial relocation should be licensed and insured. We always recommend researching and getting calculations from at least three professional moving companies before booking your move, but because an office move can get very expensive, very fast, you’re better off looking at a couple more. Check if you are able to hire a full service moving company – they’ll do everything including the packing for you, as well as the loading, unloading, and unpacking. Better to check moving companies that have experience with office relocations, since you’ll want to make sure you only hire a company with a proven track record of success in this area. To get the most accurate quote possible, have a representative from a couple moving companies come to your office and see the scope of the work. It’s much better than to describe what needs to be done over the phone only.
It’s good to start updating all documents with your new address earlier. Place your orders for new business cards, letterhead, envelopes; return labels, etc. right when you know your new address. It’s better to have all of your updated documents on hand before your move than to risk going weeks without them in your new space. Make sure to update your clients as well, especially if they regularly ship stuff to you.
Assuming the most important steps in moving to a new office process, plan ahead as much as you can and appoint your move manager very early on in the process, do the quality research of moving companies with the specific experience and remember about all documents and your clients. Moving to a new office is hard work, but chances are you’re doing it for a good reason. Knowing that someone has a handle on all the moving parts will help alleviate stress and keep things running smoothly. Don’t forget to plan a party to celebrate your moving success!