It doesn’t matter how long you have been in business, the chances are that you’re going to outgrow your office space at some point. When this happens, you have to plan, an office relocation checklist, and a budget. You will need to streamline your office relocation.
You need to make sure that you have enough time to do it and you have to make this plan a long-term one. The longer you plan, the less stressful the relocation will be even if it’s your home office.
When this happens, it can be a major headache. Moving is always stressful, but when you have to combine moving with rearranging your business schedule and managing a bunch of employees, well it can get even more difficult to say the least.
That being the case, below, we are going to take a look at some things you should NEVER do during an office relocation, so you can avoid some of the biggest causes of relocation headaches and have the smoothest move possible.
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Relocation Made Easier
An office relocation is often a good thing, but if you don’t put enough time and money into it it could end up being out of control.
\Moving a business is not the same as moving a house, and you will have staff, suppliers, and customers to consider along the way in a way that you don’t have to worry about when you are moving to a new home.
You have to give people notice, you have to give enough advance notice to companies like the Portable Storage Box Company so that you can move efficiently.
Streamline Your Office Relocation
However, you even have to consider ensuring that you have the budget for someone to come and install all of your technology into the new place.
The idea is that you are going to have this big move, but how can you streamline it? How can you make sure that the move is the smoothest possible?
Below, we’ve got some tips to get you started before you relocate and make that office move.
1. Neglecting to Inform Your Stakeholders Early
Oh, boy! Where do we start? Picture this: clients showing up at your old office, only to be greeted by a ‘For Lease’ sign. Not the best impression, right? You need to streamline your office relocation fast so you don’t lose customers.
The good news is you can very easily avoid this particular drama by simply informing your stakeholders, including clients, suppliers, and partners, well in advance about your moving plans.
2. Get Some Help To Streamline Your Office Relocation
The worst thing you could do when you are upgrading your office and moving is to try and do it all yourself. Either get a moving consultant or speak to a team to help you to plan the entire move.
Trying to do it all yourself is going to lead to stress and potentially forgetting what you need to organize. Not only that but you will lose time running your business.
3. Make An Inventory Office Moving CheckList
Before you pack anything, make an inventory list of all the things in your office that you are planning to move. You are going to be inundated with supplies.
Certainly, a checklist will help you to be able to have an idea of exactly what you’re moving to.
You can then give a list of everything to your moving company and they can ensure that nothing goes missing.
If you try to streamline your office relocation without a checklist, your move is going to be needlessly stressful and much more complicated than it really needs to be.
A checklist helps you keep track of tasks, ensuring nothing falls through the cracks so you can be confident that you will have everything packed up when the movers come in, and ensure that all of your equipment makes it safely to the new place without a hitch.
It’s also a good way to ensure you have all the help from the team you need – give them all a checklist too.
4. Not Hiring the Experts You Need To Streamline Your Office Relocation
Another huge mistake you can make is to not hire a moving company that actually has experience with office relocations, Companies like Allied Moving Services, who specialize in corporate moves, are going to be your best friends during a relocation.
Furthermore, they will have done it a million times before and have lots of tips and tricks to help your own move go off without a hitch.
5. Get the New Office Ready
Before you move in all of your business equipment, survey the new space and make a floor plan of everywhere you would like things to be. Once you do this, you can make a point of having everything dropped off in the right places.
Preparing your new office gets you halfway there before the move. Make sure your office is big enough for you to be productive as you streamline your office relocation.
6. Don’t Forget to Label Everything For Relocation
Office supplies, business equipment, and even furniture must be properly labeled so that you can get everything in the correct places. This will help you achieve your new office design without a hitch.
Therefore, every box you pack should have a big label for you so when you arrive at your new location you see it clearly. That makes the move stress-free!
If you are using a packing company to help you to declutter and pack all of your stuff, they should do this for you at your request.
7. Make Sure That Your Staff Is In The Know
Plan how to streamline your office relocation, but if you are going to be out of the way of your staff so that they cannot commute, let them know as early as possible. Then, they can make plans to change jobs or plan their new commute.
Lastly, send out an office relocation announcement email to all who work for you and to your clients as well.
Lisa, Small Biz Tipster
8. Turning A Deaf Ear To Your IT Department
In the digital age, your IT setup is the heart of your operations. So, it is fair to say that if you do not take the time to coordinate with your IT team about what you will need to do to avoid any monumental glitches.
Especially when moving things like computers and servers, you will undoubtedly regret it when you want to streamline your office relocation fast.
Your Turn: How to Make Your Office Relocation Go Smoother
Have you ever had to streamline your office relocation quickly? What hurdles did you face and overcome? I’d love to hear about them in the comment section below.
I relocated my home office a few years ago and it went smoother with every box clearly labeled and I tossed out unnecessary paperwork and outdated tools. Of course, the comfortable office chair was a must-have on the big moving day. However, my husband had to move his man cave office and that took much longer with heavy equipment and such to be moved.
Lisa, Small Biz Tipster
Frequently Asked Questions About How To Streamline Your Office Relocation Stress-Free and Fast
How can I ensure minimal downtime during the move?
Plan in advance. Create a timeline and stick to it. Inform employees and clients about the move early. Backup all data and set up IT systems first in the new location.
What’s the best way to pack office equipment to streamline your office relocation?
Use sturdy boxes. Label them clearly. Pack heavier items at the bottom. Wrap fragile equipment in bubble wrap. Consider hiring professional movers for delicate or expensive equipment.
How do I choose the right moving company?
Get quotes from at least three companies. Check reviews and references. Verify their experience with office relocations. Ensure they have insurance. Ask about their process and timeline.
Should I involve my employees in the move?
Yes, involve them. Assign specific tasks. Keep communication open. Make sure everyone knows their role. It helps in smoother and faster transitions.
How can I keep my clients informed about the move?
Send out an email announcement. Update your website and social media. Put up notices in your current office. Ensure all communications include your new address and contact info.
What should I do with old office furniture?
Donate, sell, or recycle. Many charities accept office furniture. You can also list items on resale websites. Some companies offer trade-in deals.
How do I update my address with vendors and partners?
Make a list of all vendors and partners. Send out a formal notice of address change. Update your address on invoices and official documents. Follow up to ensure they received the notice.
What’s the best way to manage IT and telecom during the move?
Hire professionals to handle it. Schedule the transfer of internet and phone services in advance. Test everything before the move. Ensure data security during the transfer.
How can I make the new office ready quickly?
Have a floor plan ready. Set up workstations first. Ensure utilities are connected. Get the internet and phone lines working. Move in critical equipment and files initially.
How do I handle employee morale during the move?
Communicate openly. Address concerns promptly. Involve them in the process. Plan a welcome event in the new office. Show appreciation for their cooperation.
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