Moving to a new office space to accommodate business expansion comes with its fair share of operational impacts. Here are the top 5 challenges to office moving you should consider if you are planning a relocation:
1. Productivity losses
According to statistics from the ATA Moving and Storage Conference, 37% of organizations move for business reasons, and 18% of the time, movers relocate computers, copiers, and other office equipment. You will need ample pre-planning and thorough management to coordinate your relocation effectively.
Regardless of size, you’ll need at least two days to pack, move, and unpack everything in your office. You should expect at least some productivity losses before, during, and immediately after the move, so plan and accommodate for them in your schedule. You don’t want to sabotage a good client during the move.
Many companies plan on moving over weekends or long holiday breaks. Keep in mind that this might be a little more costly due to overtime or holiday rates or because demand is high and moving companies are already booked. You can also allow your employees to work remotely while the office is being relocated.
2. Space planning
Another important consideration before making a move is space planning. This includes mapping where all the electrical and telephone connections are, planning where you can hang a monitor, or deciding where you conference rooms will be and how files will be stored.
You need to prepare a detailed floor plan of the what the new office space will look like once the move is complete. From selecting furniture to placing the water dispenser and the microwave oven, plan every little detail and make sure there’s enough infrastructure at the new office to accommodate operations as needed.
Also, if you plan to make a major change to company operations – for instance, your employees are used to working in cubicles and you’re planning for shared workstations – you need to inform them of this as early as possible. It’s always better to hear employee concerns well in advance rather than later.
3. Setting realistic budgets
A successful move takes time and the right resources – it’s not something you can rush or underfund. And if you’re planning for a long-distance move, you need to focus even more on planning and budgeting.
A good place to start is by receiving quotes from multiple moving and logistics companies in your area. As you get quotes, compare each company’s scope of work and value and ask for references before making a decision. Remember, commercial relocation experience matters – working with seasoned professionals helps avoid costly mistakes and ensures a smoother transition.
While you’re creating your budget for the move, don’t forget to factor in the cost of lost productivity. A financially sound way to compute the cost of your move is to consider every possible expense or lost sales and/or service during the transition period.
4. Coordination
Another major challenge concerns the coordination of your office move. Keeping everyone on the same page is demanding. Hiring a project manager for the move or working with a logistics partner that provides project management support is highly recommended.
Keep all your employees in the loop when you’re planning the move. They need to know when and how they should pack up their spaces and timelines for arrival at the new location. Inform them about any major changes that will occur. If possible, provide tours of the new space beforehand.
Communicate the dates of the move and involve your employees as much as possible. Remember, coordination is the key to a smooth, stress-free transition. To help streamline your planning, check out our Office Move Checklist for a step-by-step guide.
5. Furnishing the office: Should it stay or should it go?
You may decide to furnish your office with brand-new items to mark the change. Or you may choose to relocate all of your existing furniture to the new space. Be aware that the first option will be expensive, while the second may create an unnecessary nuisance. Assess your furniture needs for the new office to determine if you can strike a balance between both options.
Liquidate or donate any furniture pieces and/or office equipment you would like to replace before your move. Purchase fresh equipment to replace the old and have it delivered and installed in the new space to update your work environment while reducing the cost of moving unwanted items.
Office relocations are complex, and unexpected issues are part of the process. With thoughtful planning, the right partners, and clear communication, you can stay in control and keep your business moving forward. The result isn’t just a completed move; it’s a stronger, more organized start in your new space.