If it’s time to move offices, don’t stress. With the right planning and open communication, you can move offices without the headache. Whether a boom in business calls for a larger space or it’s just time for something new, transitioning to a new office requires carefully consideration. So, before you break out the cardboard boxes and packing tape, let’s get a few things in order.
Your checklist for moving offices
There are two important goals when moving into a new office space: reducing your business’ downtime and making the move cost-efficient. In order to achieve both of these goals, you need to plan ahead and communicate with your team.
Set your budget
Before you can move offices, you have to set a budget. Once you’ve found your new office space, there are still more costs to consider. Hiring movers, purchasing new equipment or furniture, and pausing your operations will all impact your total cost of moving. Consider costs after the move as well, such as printing new business cards or envelopes, finding new vendors and updating your website with your new address.
Set a timeline
For small businesses that need just a few offices or less, planning a move can take a couple of months. If you see a need for new office space within three months, it’s best to start planning early. Larger organizations that require a significant amount of office space should start planning at least six months in advance. While the timeline will be different for every business, more time to plan equals less stress.
Create a layout of your new workspace
A blueprint or floor plan of your new office space will help you determine where desks, conference tables, chairs and people should be placed. Take measurements of your new space to ensure your current office equipment will fit exactly where you want it before hauling it to the new location. A floor plan will also give you a good idea of what new furniture or equipment you need and what you can sell or leave behind.
Meet with your team
Be intentional about how you communicate with your team. Leaving everyone to their own devices during a move will only create chaos. Meet with your team and explain the timeline of the move and any assistance that will be available throughout the process. If needed, coordinate with managers about organizing their department’s move so everyone knows exactly where they should be.
Before you move, take inventory of your office equipment, furniture and supplies, and decide which items will make the move. Desks that won’t fit in the new office or that fax machine that no one ever uses probably don’t need to be moved to the new space. If items have enough life left, put them up for sell. Decide which items can be donated and what needs to be discarded. There is no need to waste your time and energy moving useless supplies and furniture.
Explore different moving companies that specialize in commercial office moving. Have a list of services you will need from your moving company and ask about price matching or discounts. Check with your new office space because they may offer moving services or have a preferred vendor. Put someone in charge of overseeing the movers, and don’t forget to budget for a tip.
Market your move
Work with your team to develop a marketing plan to inform your customers and vendors about your move. The complexity of this plan will depend on the type of business you operate and how frequently customers visit your office. A key piece of your marketing plan is to let customers know how to reach you during the transition. Don’t forget to highlight the benefits your move will have for your clients as well.
Once you’ve developed your checklist for moving offices, it’s time to set the plan in motion.
Communication is key
Keeping your team in the loop during your move will help make the transition smoother. Offer guidance to your team on when and how to pack. Realize that they will need time to complete projects, communicate with clients and get back up and running after the move.
What should you communicate?
You should communicate with your team as much as possible before, during and after the move. Offer detailed communication about:
- When all belonging should be cleared from offices and desks
- When internet services to the current office will be stopped
- Storing private information
- How to label equipment that will not be moved
- Packing and labeling items that will be moved
- When moving trucks will arrive and who needs to be on hand
- When they can access the new office space
- How long they have to unpack and get settled
- When you plan to be fully operation in the new office
- Additional details based on your unique business needs
With proper planning, your team will transition into your new office space smoothly. Communication and detailed processes will keep your customers informed and reduce the downtime of your business during the move. Before you know it, you’ll be in your new office space and your business will continue to thrive.
Let Executive Workspace help you move offices
Office solutions from Executive Workspace make moving offices a breeze. We offer all-inclusive office space, so you don’t have to worry about moving furniture or breakroom equipment. We’ll take care of setting up your phone and internet services as well as any additional painting or customizations you request. Enjoy an easy transition by using our moving services to set up your office and handle the heavy lifting. You can always call us with questions about your office move, and a friendly member of our staff will be on hand at your new office location to provide extra assistance.
Article by JoAnna Brown