Relocating an office is different than a residential relocation in many ways. You prepare people for the move and transport belongings, but you also deal with logistics that don’t come with residential moves.
Inadvertently missing a step can negatively impact a business or, at a minimum, cause disruption. Therefore, consider keeping the following four details on your radar when planning your office move.
1. Size of Office
You’ll want to ensure the new space has room to accommodate now and in the future for a growing business. Many companies enter long-term leases, and it’s important to consider scalability to ensure the business doesn’t outgrow the space before the lease is up. Smallbiztrends.com also offers great pointers to think about when selecting office space.
2. Determine Office Requirements
The size of the space will be necessary, but arguably of equal importance is selecting a space that meets the requirements of the office. Technology will undoubtedly be a primary consideration. When choosing space, think of the existing infrastructure for Wi-Fi and internet connectivity equipped to handle office demands and if there are sufficient outlets and Ethernet ports. Another factor to consider is ventilation and lighting – is it adequate? Studies consistently show optimal office environments result in better productivity.
3. Calculate Moving Costs
During the planning stages, calculate your moving costs as best as possible so there aren’t any significant surprises come moving day.
- Set a moving budget
- Determine which tasks can be done in-house
- Identify tasks you’ll need help doing
- Pinpoint old equipment, furnishings, and other items not needed (less to move equates to lower costs to move)
- Plan to get at least three moving quotes
As you formulate your plans, keep in mind that many professional moving companies offer full-service moves, which free up your staff from stressful tasks and allow them to focus on getting settled into the new space.
4. Plan Moving Timeline
Once new office space is selected, and the lease is signed, start planning the transition. Ideally, you’ll have at least three months to tackle all the details you need to do before the relocation occurs. It’s helpful to establish a moving checklist.
- Provide notice to the current landlord
- Choose a date with the moving company
- Communicate the moving plan with your staff
- Coordinate utility transfers, closures, and new services
- Plan for in-house or contracted tech installation
- Order new furniture and equipment to ensure its timely arrival
- Update company information by letting suppliers, partners, and customers/clients know where you’re going
- Set up mail forwarding with USPS
- Put notifications on your website, social media profiles, and Google/Yelp listings.
- Collect key cards, parking passes, IDs, and any other items that need to be returned and coordinate new ones at the new facility
Have staff members look over the moving timeline checklist to see if you have accidentally overlooked anything.
Need Help Planning Your Upcoming Relocation?
Moving an office involves many parts, especially as you try to achieve continuity during the transition. Many professional movers offer services in addition to transporting items,
- Modular furniture installation
- Electronics packing and transport moving
- Fine art moving
- Equipment moving
Contact us today to learn more about our seamless process or the different services we can offer. We’ll answer questions, address concerns, and provide a free quote.