Just the thought of office relocation can send even the most collected business owners in to a state of anxiety. With so many moving parts, it’s easy to get wrapped up in the challenges that come with a commercial move. In order to help make this process smoother for you and your team, here are some essential tips to prepare for your office relocation:
1. Plan Your Move
The first step in your moving process should be to create a moving checklist and timeline. Experts suggest that for a small office you will need at least three months to prepare your move and six to eight months for a large office. Remember, starting early is key! The checklist should consist of each task you need to do to prepare. Whether this includes donating old office supplies, notifying your team, or changing your business address, you’ll be thankful that you have a helpful guide to follow and keep you on track. For the timeline, you’ll want to allow the appropriate amount of time for each stage in the process. Be sure to discuss this timeline with your team to ensure that everyone is on the same page.
2. Check In With Your Employees
Gathering your team and including them in the process is key to a successful move. For medium to large offices, appoint someone from each department to coordinate their particular area. You’ll want to have regular meetings to ensure that employees are informed of all the moving details and that they know what they individually need to do to pack up their space.
3. Donate Office Equipment and Items You Do Not Need
As with any move, you don’t want to spend the time and money packing up and moving items that you no longer have use for. This is why it’s a great idea to spend some time at the beginning of your moving process making a pile of unused office supplies like printers, copiers, phones and even office furniture that you won’t have use for in your new space. If you donate these items to a registered charity, you can get a tax break on them as well, so you’ll be saving money in the long run.
4. Notify Clients and Service Providers Well in Advance
Moving takes a lot of planning and one of the primary steps you’ll want to take is notifying your clients, creditors, banks and post office of your new address. As a tip, we would suggest making a list of everyone you do business with and everywhere you advertise, so you can go one-by-one down the list and notify them of your move. You will also need to update your address on stationary, business cards and on your website. In addition, you will want to change your NAP (Name, Address, Phone) information on your Google My Business page.
5. Hire an Experienced Moving Company
In a busy office environment, time equals money and hiring a moving company is the best way to ensure a quick, safe and cost-effective office relocation. At American Movers, we’re experts in handling office equipment, furniture and adornments using our professional moving equipment and machines. Our comprehensive office moving services include storage, furniture installation, junk removal, cleanup and much more. We also offer domestic and international office relocation services. Be sure to call well in advance of your move so you and your moving team can discuss and plan the details of your move efficiently.
6. Reorganize Your Office Layout and Workflow
Have you ever thought about reorganizing your office but haven’t had the time or resources to implement it? Office relocation is an ideal time to do so. Whether it’s something as simple as grouping all employees and mangers together, or reorganizing where different departments sit, this is a great time to make certain that your workflow is set up for success.
7. Set Up Wiring and Cables Before Moving Day
No one wants to arrive to a new office that isn’t set up properly. This is why it’s important to make sure that basic office necessities are set up well in advance of your move. You’ll want to call your internet, phone and electrical suppliers to let them know you will be moving offices and will need everything set up by a specific date. This will guarantee that your office is properly set up for productivity immediately upon you employees’ arrival.
8. Have Employees Pack Personal Belongings in a Labeled Box
Give each employee a labeled box so that they can pack up their personal items. For the most part, the majority of offices have employees move their own personal items so that each individual can keep track of their own belongings.