An office relocation can be an exciting time for many businesses. But it can be extremely stressful ensuring that it goes smoothly and without a hitch. It is no wonder studies show that 78% of businesses would prefer to delay a relocation than to go through the stress of it all. As a business owner or manager, you will most likely play a crucial role in your business’s relocation. It involves making important decisions, communicating with anxious employees, and overall keeping a calm head when delays occur. To help you manage your office’s relocation even better, here are some of the most important things to consider throughout the process.
- Budget
If your business is just about to start its relocation process, the first thing you might think about is your budget. How much is your relocation going to cost your business? The cost of your relocation would depend on several factors. For example, moving from one state to another is more expensive than moving across time. Additionally, you would find yourself constantly adjusting your budget to accommodate any delays and unexpected issues. You would also have to factor in the cost of setting your new space up. That includes budgeting for property fees, legal fees, and other things like interior design and providing new stationery. It’s not easy to stick to a budget when relocating. There are too many surprises that would force you to refinance and make some changes.
So, if you’re preparing your budget, ensure that you have the resources to support unexpected charges or fees that might crop up. Even if you might not have an exact value, having an idea will help you know what you are dealing with before the relocation is in full force. Better yet, you can work with a moving company to help you find the best estimates and stick to a more set budget.
- Location and office design
You probably have several reasons why you’re moving your business. It could be for more business opportunities, personal reasons, or the expiration of your current lease. Whatever your reasons are, you must ensure that they are clear enough and support your need for relocation. Also, your reasoning should align with your location and be cost-effective in the long run.
Another thing you must consider concerning your location is your new office design. Firstly, you will need to find a place that can accommodate your team or is perfect for any expansions or downsizing. If space has always been an issue for you, working with a professional interior designer will help you make the best use of your new location. Think of the practical items first, like lighting, meeting rooms, and other facilities, while slowly working your way up.
- Communication
If you want to have a successful relocation project, you need to communicate effectively. After all, you must ensure that important groups know about your relocation. Create a list of people who would benefit from this information and create a strategy for how you plan on sharing that information. It could be your customers, employees, suppliers, landlord, and other important business contacts. Next, the right channels to disseminate this information. You can distribute flyers or send them an email. You can also share the news on your business’s social media pages or a website. Your messages should be simple enough to satisfy customers. If there are any benefits, it would be good to share them with them. You must also update your address on all important platforms and documents.
Ensure that you are as transparent as possible when communicating your relocation plans. Your employees might have important questions concerning their job security. Take the time to answer all their concerns and eliminate any anxieties they might feel concerning the move. It would be best to give your service providers ample time before officially relocating so they can review your contracts and make any amendments before you leave. When communicating with your internal and external stakeholders, you must ensure that your communication remains upbeat. Allow them to share their thoughts and feedback on the move.
- Create a shipping plan for all business equipment and assets
It would help if you planned to get all your important business equipment and assets to your new office location. Luckily, professional shipping services can help you ship a car across country, move your existing furniture, and handle all other equipment. You can start by listing items you need and what you are comfortable leaving behind. For items like office furniture, you might need to carry a few pieces to your new location while considering the size and space of your new office.
It would help if you created a separate moving plan for IT equipment like servers and computers because they are more fragile and critical to your business. Ensure that you audit all your equipment so you know exactly what you are taking along with you. If you are working with a moving company, ensure they can provide these services to make it easier for you.
- Create a moving committee
Creating a moving committee in the workplace is a great way to involve everyone and delegate tasks to smaller teams. That way, you can get insights from other important staff members that will help you make more effective decisions concerning your move. Depending on how urgent or big your relocation is, you can set weekly or bi-weekly meetings with the committee to evaluate activities and identify any areas that need support. You can create a list of areas where you might need support to discuss with committee members who might have fresh and better ideas. Your first few meetings will mostly cover any plans or preparations. As your relocation date nears, you can start assigning tasks to ensure that you have touched all bases.
- Do a recon of your current office
Even if you are the most detail-oriented person, you’re likely to miss a few important details in the busy haze of getting everything together for the relocation. Once all that frantic energy goes down, you can take slow walks around your old office and make important notes. You might be surprised to find that you’ve left something important.
It would also help you fix any damages that you might have incurred during your lease time. If you have any signboards, you must also arrange to have them removed.
- Work with a moving crew
You can’t do everything. Otherwise, you will burn out, and the thought of relocating your business might not be so enjoyable anymore. To take that stress away, why don’t you work with a moving crew, especially one that handles office relocations?
Ideally, working with a moving crew that offers all-in-one service would be best. That means they will handle everything from pricing to securing your business’s moving trucks. All you have to do is give them your instructions.
Ensure that you choose a company that offers flexibility with a solid fee structure and positive and credible reviews. You must also find out what services they offer and if it matches your needs.
It takes a lot of planning to make your office relocation successful. If you were unsure before, now you know what it takes to make your office relocation project less stressful. So, from identifying the best location to finding a way to move your assets and communicating to key stakeholders in your business, you will be well on your way to exploring new opportunities in a new location. Remember to seek professional help if the move seems too big and stressful for you.
