Proper preparation, they say, prevents poor performance and yields the best of results. This saying has proved to be true in many human endeavors.
Often, the need arises for entrepreneurs, workers in government employ, and many others who conduct their businesses in the confines of an office to relocate.
It is very common for a business to move, perhaps a bigger, better-suited office or one that is closer to the raw materials essential for production.
Whatever your reasons for relocating may be, this article is designed to help you have a smooth transition from your old office to the new one without a hitch.
The following tips will help you achieve the seemingly Herculean task of moving your office to a new location easy.
Make a timeline.
To have a successful relocation of your office, you must create a timeline that covers all the essential stages of your move to your new office.
To be sure that the timeline works have a meeting with all members involved with the move, discussing all factors concerned with the move. Determine the realistic amount of time needed to cover all the stages of the move, and ensure to stick to the set timeline for a smooth move.
Design the space for your new office.
Next, you need to gather all available information about your new office and pay particular attention to trivial details such as blueprints, layouts, storage space, etc.
These details allow you to tailor your design of the new office to the already existing features of the space.
Take a mental note of certain areas in the current office that are not working. Identifying them before moving can make you avoid the same problems in the new office after the move.
If possible, build a list of potential problems with the new space as you may need to hire movers, painters, electricians, or carpenters to make the changes before moving to the new office.
Build a moving team.
How large your moving team is will largely depend on the size of your new office. If you are moving from a medium to a large office, you may need a handful of personnel, perhaps from a moving company to help with the move.
Members of the moving team can also assist in identifying problems with the current office and giving possible suggestions. This will help to avoid the same problems in the new office.
Meet with your moving team regularly.
Communication is key to a successful move. Keep your team abreast of new information, developments, and progress concerning the move at regular intervals.
If information is not adequately communicated, it may make moving stressful for all the members involved, including you. Be sure to express concerns at these meetings and give commendations for a job well done.
Review your current lease contract.
It is important that you review the lease for your current office to determine if you are on the hook for a deposit or a refund.
If you break your lease before expiration or if you are responsible for repairs in the office or property damage before you move out.
Be sure to notify your current landlord, property manager, or property owner in advance of your intention to move. Give property owner some reminder months before the date of the move stating your plan to terminate your lease.
You will be able to give the owner the time to consider getting new residents to the property.
Determine your budget.
Money is an essential factor for a successful move. Make a budget for your move and determine the approximate total cost for the move. Stick to your budget.
Decide if you will use full-service movers.
After considering your budget, you may decide to use a full-service office relocation. This service may be expensive, but it’s worth every penny as the moving company handles the majority of the moving.
You will save yourself and your team a lot of time and headache by using commercial moving services.
Your chosen moving company may be required to provide you with a detailed plan of how the move will be implemented.
Relevant article: Tips for hiring a reliable moving company
If that is the case, you can merge your already made plan with theirs to arrive at a rock-solid plan for moving to your new office.
However, before signing a contract with a moving company or paying, be sure to determine if the company has insurance. You may require that they send you a copy as this protects you against certain unforeseen events that may disrupt your move.
Relevant article: Protect yourself from moving scams
Work with an office planner.
The new office may probably be more spacious than the current one; hence will need an office planner to work on the design and layout of the office.
With the information from the blueprints of the new office, your office planner can map out all features of the new office and design them accordingly.
Work with your IT department.
Your IT department is of great importance in your move to your new office as they help you plan certain infrastructure. If you have not been nice to them, you need to make amends before your move.
While you may have to find a company to arrange for a phone and internet installation, the IT department will also assist in this regard.
If you have decided to use a full-service relocation company to move, they can directly work with your IT members to arrange the installation.
Moving to a new office also presents you with the opportunity to replace old and outdated equipment and machines. Create an inventory and decide items to be moved or replaced.
Make a contact list.
Notify vendors, customers, clients, suppliers, and others whom it may concern in advance of the relocation. Reach out to former, current, and prospective customers of the upcoming move. Inform them of where the new office will be relocated and when the move will take place.
You may announce the relocation on radio, television, or using other forms of adverts that reaches your vendors and customers. This way, you don’t lose your esteemed customers, and a continuous relationship is fostered.
Relevant article: Business relocation announcement
Before moving, create an office move checklist.
An office move checklist is a simple list comprising a summary of all activities to be conducted before the move. A checklist ensures that nothing gets left behind in the current office or overlooked.
After checking all the items on the list and all appears satisfactory, you can commence with the move to the new office.
Relevant article: Office moving checklist
Moving your business to a new office is rigorous and requires careful planning and preparation. The priority is to ensure that every detail is covered within a set time frame and budget.
It is, however, achievable if you start the whole process early and maintain an open line of frequent communication with your moving team.