Planning is an essential part of executing a successful company move. Anyone tasked with coordinating an entire office relocation will benefit from these 10 tips, from small startups to large corporations.
1. Plan Ahead
Nothing about an office relocation can wait until the last minute. Once your company has decided to move, start the planning process early. Divide each task into smaller steps to make the process more manageable. Ask for help when you need it. Most managers will prefer to provide additional resources to support organizers over the risk of falling behind in the moving process.
2. Let Your IT Team Know
Involve your company’s IT team in the moving process from an early stage. They’ll need time to plan out how to transfer equipment to the new space. The IT team may also want to see the new office location in advance. This way, they can ensure compatibility and make any necessary upgrades ahead of time. Try to avoid moving equipment that your company no longer uses. Consider making arrangements to donate or recycle outdated equipment prior to the move.
3. Compare Estimates
Collect bids from several different moving companies to find the best value possible. It’s best practice to get an in-person estimate from at least three different companies.
4. Verify Credentials
Reduce liability during an office relocation by verifying the credentials of all individuals who are hired to facilitate the move. When delegating tasks, remain available for questions and in case support is needed. Confirm that those tasks have been accomplished in a satisfactory manner.
5. Visit the New Site in Person
This will give the company an opportunity to plan for the space and to ensure the facility is structurally capable of supporting business operations. Check for any potential delivery issues, too.
6. Keep Everyone Informed
Managers and supervisors need to know how the moving process will affect business operations. Moving organizers should keep all employees up to date on the process with regular reports.
7. Encourage Clutter Cleanup
Encourage employees to be responsible for their own workspace. Ask your staff to go through their files and shred any non-essential documents. Request that team members clear any personal items and office decorations from their space before moving day. Employees can transfer their personal items to the new location.
8. Clearly Label Everything
Plain boxes without clear labels can create an organizational nightmare. If possible, implement a color coding system. If your company typically assigns office equipment to specific individuals, have those employees clearly label the location in the new office where the equipment should be delivered.
9. Update Your Company Address
Prior to the move, make sure to inform your company’s clients and vendors of your new address. Also, make updates to your company letterhead, website, social media profiles, and across all online channels.
10. Stick to the Office Relocation Plan
Planning ahead is essential, and sticking to the plan requires dedication. Clear communication and thoughtful organization will make your timeline easier to stick to, and make the moving process smoother for everyone involved.