The Bekins Blog
7 Steps Toward a Smooth Office Relocation
The promise of an office relocation can energize a company. However, the move can also feel overwhelming, especially when certain details of the move require attention. If you’re a manager preparing for the big day, you might feel especially overwhelmed.
Fortunately, you can take several steps to relieve much of the stress involved in a commercial move. With proper preparation, your employees and equipment will arrive at your brand-new location safely and smoothly. To make your company’s transition from one building to another, here are seven tips compiled by the moving experts at Bekins:
Tips for Having a Smooth Office Relocation
1. Decide on a time frame and budget
Commercial relocations require detailed planning and preparation. Through careful budgeting and precise time management, you minimize the expenses of a poorly-executed move. When you decide on a budget and moving dates, you avoid making ill-informed, last minute decisions.
2. Communicate and coordinate with ALL involved parties
Communication is key to a successful office relocation. In your own residential moves, you have probably realized how difficult it can be to keep track of everything and everyone involved in a move. When a company relocates, you have even more to keep track of.
It is crucial that you keep all employees informed of your moving timeline. It’s better to over communicate than under communicate—so, don’t be afraid to send out multiple reminders as far in advance as possible and more frequently as your moving day gets closer.
It may take more time and coordination to migrate servers and transport electronic equipment. It is especially important that you stay in touch with your IT department. Their input as to the priority of the equipment is essential to the moving process.
THE MOVING COMPANY
Reach out to your moving company as early as possible. Once you reach out to Bekins Van Lines about your move, we’ll provide you with all the information you need to move successfully. To make sure no details slip through the cracks, communicate with the movers regularly.
3. Establish a detailed inventory
It’s really easy to misplace and lose office equipment and supplies during a move. Use a spreadsheet to keep an eye on the bigger picture, such as item quantities and specific details, like which items correspond to which employee, for example.
If you don’t need an old piece of equipment or material in your new building, don’t bring them with you! Moving is a great time to be “out with the old.” Consider donating these materials to charity. Visit the IRS website to find a reputable and tax-deductible charity to donate to.
4. Color-code your office equipment
This might seem like overkill, but color-coding your office equipment saves a lot of time once you start the move into your new office. Assign a color for each floor and section of your new space.
Once you’ve planned out which equipment goes where, apply the appropriate colored label. Print off multiple copies of the floor plans from your new building and hang them up in your new office.
Taking this measure will allow the movers to quickly and smoothly drop off equipment in the correct area. This means the rest of your employees only have to do minimal shifting to get your equipment right where you want it.
5. Warn surrounding businesses
To make sure your movers have clear loading and unloading areas, notify nearby businesses that you may disrupt during the move.
Whether you’ll need to be parked in their parking lot, blocking their entryway, or using the same elevators, it’s important to let them know. Your movers will want to take the most efficient paths so they can finish your move on time.
6. Prepare for mishaps
Even the most precise planning cannot cover every possible contingency. With so many moving parts in a commercial relocation, you need to remain agile and ready to adjust plans throughout the move. Keep a complete list of all office employees implicated in the move along with their cell phone numbers.
HIRE AND COMMUNICATE WITH SECURITY
Some office relocations require professional security to watch over expensive items. If you hire security, make sure they have applicable phone numbers in case questions arise and all the other information they need to monitor and protect your equipment during the move.
7. Notify your clients and customers about your move
It will take you and your fellow employees some time to adjust to the new location. Your clients and customers will need time to adjust as well! Before your office move, use email marketing and social media to notify your customers and business partners about the relocation. For your key employees, call or visit them in person.
Bekins Van Lines Can Help Make Your Office Move Easier
A smooth office transition means your business won’t lose valuable time. It also means you and your employees will experience less stress. Now that you know tips and tricks to make the relocation process easier, the next step is to get in touch with Bekins Van Lines. We can answer any questions you may have and are happy to help get started with your office move!