Office relocation is an exciting and transforming experience. It demonstrates that your company is prepared for change and expansion regardless of size or sector. Before all this change and progress can occur, however, you must first plan and then execute a relocation.
There is just as much work to be done when relocating an office as relocating a home. Many large, heavy office furniture, delicate equipment, and other items are spread across several rooms that need to be packed up. Most of the time, there isn’t much time to get everything done. Planning for an office move can begin as early as a year before the move date, but the average time spent researching relocation companies and organising the move is closer to six months.
Check out these best practices for relocating to a new workplace to make the transition smoother and more seamless.
#1 Prepare Meticulously in Advance
When relocating an office, this is the most critical step. Your next step after deciding where to go should be making moving plans. This phase has many aspects and will take around three months to complete. It all starts with a well-thought-out floor plan. What kind of workspace do you expect? Will it be a large warehouse or multiple floors? Considerations like the quantity and placement of windows, closets, and electrical outlets are also crucial. You may need to bring in professionals like carpenters and electricians to make the most of your area.
Consistently keeping to a schedule is another essential aspect of planning. What time frame do you need to have everything prepared? To be more specific, when is the actual relocation date? If you choose a moving day, you must turn away customers who have appointments or special requests. You need to ensure that all the important people are involved in this process. You must settle whether you intend to go in stages or complete the task in one day. Last but not least, a well-thought-out budget is essential.
#2 Get Everything in Order and Labeled
If you’re going to hire a full-service moving company, you should still stay on top of packing. Having an accurate inventory and labelled belongings greatly simplifies the relocation process. Assemble your equipment and supplies into manageable piles, and then pack them in. Once you’ve moved in, you’ll have a much simpler time locating items and establishing them in their proper places.
Let your employees have sufficient time to clean out their workspaces. Please provide them with boxes and tape and instruct them to mark their contents. Be sure to give them a detailed timeline, so they won’t have to scramble to be ready. Even though most people won’t require more than a few hours to pack, giving them plenty of lead time is still a good idea.
#3 – Organise a Moving Group or Appoint a Coordinator
Appointing a moving team or coordinator can help ensure a stress-free move from your old workplace to your new one. They’ll be in charge of making sure everything, including the movers, is set for departure. The coordinator or moving crew will also be the go-to resource for queries or concerns. One or more people should be designated coordinators per department in larger workplaces.
#4 – Hire a moving company
In addition to hiring a moving company, it is crucial to hire a corporate cleaning team as part of the pre-move preparations. Be sure to research the movers’ services. It’s possible to find “full service” businesses that handle every detail on your behalf. This involves packing and transporting your equipment and furnishings in durable containers and unpacking them after they’ve arrived at their destination. Full-service movers will run you more money. Verifying their credentials is crucial, mainly when dealing with delicate equipment like servers.
#5 – Hire a cleaning company
It’s essential to pick a trustworthy cleaning service. You wouldn’t want to start working in an uncleaned workplace, would you? Cleaning crews maintain order and cleanliness; they may even take care of your garbage and recyclables. Verify if the cleaning service also does deep cleaning in the event of a pandemic or other health emergency.
#6 – Non-essentials should be moved first
Sort your office’s belongings into “essential” for business and “non-essential” for business categories. If you want to minimise disruption, move less important objects into your new workplace first. Be sure to identify all of your containers so that unpacking goes smoothly. Labelling boxes on the sides makes it easier to see what’s inside, even when stacked. Equipment used every day should stay in place until the day of the move.
#7 – Changing office address in advance is recommended
Make sure to update your online and physical profiles with your new address. Make sure customers who find your business through an internet search are informed of any upcoming address changes by posting a notice on your website. The people who call you in advance should be informed of your new address and the day it will take effect by leaving a disclaimer on your voicemail.
Before you begin moving in, one of the most crucial office relocation tips is to take the time to inspect your new office site properly. With a thorough knowledge of the space’s physical arrangement, you’ll be able to organise the furniture and choose who will sit where properly. When you have a solid plan, it will be much simpler to bring your items in and position them exactly where they go instead of arranging them after you’ve unloaded everything.