Are you a manager or facilities coordinator preparing for a big move? The promise of an office relocation often energizes a company, but it also seems overwhelming when the details of the move need attention.
Fortunately, you can take several steps to relieve much of the stress involved in a commercial move. With proper preparation, your office’s employees and equipment will arrive at your brand new location safely and smoothly. Here are seven tips to ease your company’s transition from one building to another.
1. Decide on a Time Frame and a Budget
If you begin office move recklessly, you’ll likely regret it. Commercial relocations require detailed planning and preparation. Through careful budgeting and precise time management, you minimize the expenses of a poorly executed move. And when you decide on budget limits and moving dates beforehand, you avoid having to make ill-informed, split-second decisions.
2. Communicate and Coordinate with All Involved Parties
As is the case with many things in life, communication is key to a successful office relocation. In your own residential moves, you 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.
Keep all employees informed of your moving timeline. Don’t be afraid to send out multiple reminders as the moving day draws closer. Make sure that you especially stay in touch with your IT department, as it might take more coordination to migrate servers and transport electronic equipment.
Reach out to your moving company early on in the process. They will provide you with extra information you need to move successfully and with ease. Contact the movers often to touch base and make sure no details slip through the cracks.
3. Establish a Detailed Inventory
If it’s easy to misplace dishes and towels in a residential move, it’s just as easy to lose track of a monitor or filing cabinet in an office move. Use a spreadsheet to efficiently keep an eye on the bigger picture, such as item quantities and specific details-like which item corresponds to which employee.
If you don’t need an old piece of equipment or material in your new building, don’t bring the item with you. Consider donating any unnecessary materials to a charity. If you visit the IRS website, you can find a reputable and tax deductible charity to donate to.
4. Color-Code Your Office Equipment
It might seem like overkill, but color coding your equipment saves a great deal of time once you start moving into your new office. Assign a color for each floor and section of your new office. Once you’ve planned out which equipment goes where, apply the appropriate colored label. Print off multiple copies of the floor plans of your new building and hang them up all over your new office.
As you take this measure, the movers can quickly and smoothly drop off equipment in the correct general area, so you and the rest of your employees only have to do minimal shifting to get your equipment right where you want it.
5. Set Up Each Building on Moving Day
You’ll need to make sure that the moving trucks have clear loading and unloading areas. Notify nearby businesses if you’ll be disrupting their parking situation at all. Ensure that elevators, loading docks, and doors are readily available for the movers during the scheduled moving times. Your movers will want to take the most efficient paths so that they can finish your move on time.
6. Prepare for Contingencies
Even the most precise planning cannot cover every possible mishap. 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. That way, you can quickly touch base with an employee if needed.
Some office relocations require professional security to watch over sensitive or expensive items. If you do hire security, make sure that they have all the information they need to monitor and protect your equipment during the move.
7. Notify Clients and Customers About Your Move
It will take you and your fellow employees some time to adjust to the new location, and your clients and customers will need some time as well. Before your move, use social media to notify your customers and business partners about the move.
Call or visit key clients personally so they know where to find you when they visit in the future.
A smooth office transition means that your business won’t lose valuable time, and it also means much less stress for your employees. Do you feel better about your upcoming office relocation? Contact your moving company if you have any other questions so you can feel at ease.