Corporate relocation, just like residential moving, comes with all kinds of headaches. In fact, it’s even more challenging because you’re moving with your staff and also have to think about your clients – both suppliers and customers.
It’s therefore critical that you get an office relocation right from the off, which is why we came up with this 5-step guide to help you avoid costly pitfalls.
Step 1: Have a plan
The plan should elaborate three things;
• What needs to be done leading up to the move: A few points here may include finding a new office, renovating the new office, and finding a moving company.
• Who will be in charge: You need one office move coordinator to oversee every aspect of the move. Select someone with excellent organizational skills.
• Who will be in the office moving team: Once you’ve appointed a coordinator, proceed to select a team responsible for executing the move.
Step 2: Set a timeline
The first step here would be to find out when you lease expires so you can plan around that date. Once you know the lease expiry date, you can pick a moving date and start ironing out details of the move. A moving timeline enumerates individual tasks that will be worked on between the current time and moving day. Ensure that the schedule takes into account de-cluttering and purging as well as the time you need to set up the new office.
Step 3: Set a budget
Three factors should guide the budget; the size of the move, the moving company you plan to hire, and whether you plan on upgrading some of your equipment and furniture. While at it, see if you’ll need moving insurance in case a few items get lost or damaged. When picking a company, it’s always a good idea to use full-service movers such as Stevens worldwide van lines movers because such companies will streamline the moving process by taking care of everything.
Step 4: Plan the new office
Two things are crucial here. First, you need to create a floor plan, showing the locations of furniture, communal spaces, workspaces, various equipments, and so on. Also, take this time to identify and address issues with the current workspaces such as small walkways and congestion. Secondly, planning gives you an opportunity to create an inventory of existing equipment and furniture and decide what items you’ll carry to the new office and what needs replacement.
Step 5: Notify all stakeholders
Begin with your service providers including; the post office, relevant government departments, telephone and data providers, utility providers, and printing companies. Let them know that you’re moving and inform them of your new address. Then, notify the clients too. Send a letter or postcard to each in advance, distribute flyers and postcards if possible, mention it on social media, send emails, and add a notification to your site such as a banner, stating that you’re moving to location X.
It’s often a little more complicated than we’ve made it look, but if you follow this short guide, rest assured of a smooth move.