Moving to a new office can be a big undertaking – but it doesn’t have to be a stressful one.
With a little bit of planning and forethought, an office move can go without a hitch.
From choosing the right time to make the move, to ensuring that the new space is cost-efficient and set up for success, this checklist will help planning and executing a stress-free office relocation.
1. Start early
When it comes to office moving, the old adage is true: the early bird catches the worm.
Start planning the move as early as possible. This will give you enough time to weigh options, find the right mover, and get the budget signed off on.
It’s best to give it a solid 4-6 months of planning time. This should be enough to consider different office setups, negotiate leases and contracts, and plan for any additional permit or license fees. It also gives plenty of time to develop and execute a plan to notify customers, suppliers, and employees.
Most importantly, it gives staff plenty of time to get ready for the big day.
2. Notify clients
It’s important to let customers and suppliers know about the move ahead of time.
If possible, provide a physical address and contact information highlighting the date from which they are in effect. It could also be wise to send out an email reminder on the day of the move and a follow-up email when the business is up and running.
In addition to this, it may also be a good idea to post a notice on your website and social media.
This will give customers and suppliers plenty of time to plan for any delays that the move may cause.
3. Notify employees
It’s essential to keep your staff informed throughout the office move.
Not only will this help reduce stress levels on moving days, but it will also make sure that everyone is on the same page. This includes informing employees well ahead of time about the move, outlining the timeline.
Consider putting together an FAQ that employees can refer to throughout the process. This should include details about moving guidelines, what each employee is responsible for, and any other relevant information like new space allocations, parking accessibility, and more.
4. Create a Floor Plan
Before packing up the office, make sure to carefully plan out the layout of your new space.
This means mapping out furniture, equipment, and shelving – and ensuring that the space is properly zoned for different activities or departments.
Don’t forget to take measurements and consider any additional electrical needs for the new setup. Knowing exact measurements will ensure that large pieces of furniture and equipment fit comfortably in the space.
5. Schedule the move for a slow day
It’s best to schedule the move for a day that is usually quiet.
This will result in minimal disruption to daily operations and customer service. Think about any special equipment, such as computers and phones, which won’t stay up and running during the move. It may require an extra hour or staff to get them back online once the move is complete. And if the move is long distance, be sure to factor in any additional travel time to and from the new office.
6. Invest in insurance
Insurance is an essential part of any office move, so make sure to shop around for the right policy.
There are a variety of coverage options, including transit insurance and business interruption insurance, that are worth looking into. Speak with an insurer to understand your plan’s specifics, and get an up-to-date valuation of every piece of equipment.
Also, be sure to document everything. This is crucial as computers and other electronics are vulnerable during a move. Doing this will help in better protecting items and making a claim for any lost or damaged ones during the move.
7. Do a dry run
A dry run involves setting up the new office space with a basic layout and then testing out the setup.
This will give a chance to check if everything looks and fits the way it should. It will also provide an opportunity to identify any potential issues and make necessary changes ahead of the move.
+ 1 Spare yourself some trouble
Imagine moving into a space, where everything is already set up and laid out for you.
Every piece of furniture and equipment is ready to go. All the colleagues have to do is remember to take another route to work that day, and make sure to take a seat at their new spot.
That is what moving to a serviced office will get you.
Every move has a reason and several hopeful benefits. But it usually comes with too much hassle.
Follow these tips, and the former will definitely overcome the latter!