Every business owner knows the importance of a well-timed office move.
You did it! You’re settled in your first office space. Furniture is set up. The phone and internet lines are good to go. Employees are personalizing their work spaces. You breathe a sigh of relief…
Then, your business starts to really get rolling. You were once worried about whether your venture would take off. Now you can hardly keep up! It’s time to expand. You need more office space, bigger storage, a few more parking spots, and maybe a corner office with a view…
[clickToTweet tweet=”How to Orchestrate a Smooth Office Move #OfficeMove #OfficeRelocation” quote=”How to Orchestrate a Smooth Office Move “]
If you thought opening your business or office space was hectic, things just got a little crazier. Every business owner knows the importance of a well-timed office move. Without strategic planning, your office move can become drawn out. The following tips can help make your transition smooth and within your budget.
Plan way ahead. Give yourself at least 6 months to plan for your big move. If you’re a larger operation, a year or two for planning would not be unrealistic. Schedule your move with the building you’re moving into as well as the building you’re moving from. Many buildings don’t allow moves during office hours, so plan to make your move over a weekend or holiday.
Don’t forget to make calls to the phone, electric, and water companies well in advance as well. After months of planning your move, you don’t want to be left waiting around for Wi-fi.
Make To-Do Lists
A well-executed office move is built on a detailed to-do list. Create a to-do list for each stage of your move. This will help to ensure that no task, large or small, is forgotten or overlooked. For example, you can’t afford to overlook data security during an office move, so list away.
Make an individual list for 3 months, 2 months, 1 month, and 1 week prior to the big day. Of course, you’ll need a list for the actual day of the move. These lists help you organize your move in your mind and break down the large tasks into smaller doable steps. They will also help to ensure time-sensitive matters are dealt with on time and well in advance of their deadlines.
The last thing you need on the day of your move is to realize you’ve run out of space. Whether with moving trucks or your new location, if you’ve underestimated your needs, this will end up costing more money and time. Take time to clean out and organize your offices to avoid transporting supplies that are no longer necessary or that won’t fit into your new space. Shred old papers, throw outdated promotional material, and say goodbye to old furniture and equipment. Give your new office a face-lift and save on transportation costs.
Get the Word Out
Right around the time you start to make your to-do list is the time to inform suppliers and vendors of your upcoming change of location. Adjust your billing and shipping information. Get the word out to your clientele. Put time toward updating letterheads, envelopes, stamps, and business cards to reflect your new address. Make it easy for customers to stay with you. Let them know your move is a step up and when you expect your business to be in operation again.
Book a meeting with professional movers and get a quote. Hire a company with stellar reviews, and don’t forget to look into their license and insurance policies. This can save you a world of headaches. Mistakes happen, but that does not mean you shouldn’t do your part to be careful.
Unless you’re hiring a full-service moving company, you might consider hiring a move manager. He/she can be the go between with the IT team, realtors, and moving company, coordinating what to move and where to move it all. Commercial movers have the experience, manpower, and resources for a quick move, enabling you to get back to work right away.