Planning an office move is a multi-step process that requires careful planning and a number of items to consider. It’s best to divide the workload and assign specific tasks to different employees. Starting the moving process early and maintaining frequent open communications are key. Here are 8 steps to a successful, stress-free office relocation.
1. Create a timeline
Create a timeline and moving checklist that includes all the necessary stages of your move. Discuss the plan with all team members involved in the move as early as possible. Be realistic about how much time you will need. A small office may need at least three months to prepare, while a medium to large office may need six to eight months to plan an office move.
Tip: As you build your timeline, it’s equally important to avoid common mistakes during your office relocation, which can lead to costly delays, employee dissatisfaction, or damage to equipment.
2. Design your new space
Next, collect all available information on the new space. Obtain blueprints or a floor layout to identify key components (electrical outlets and storage space) and begin designing the new office layout. Have a general layout plan for your current space as you’re working so you can compare the two. If there are areas in the current office that are not working, identify them now so you can make adjustments in your new space.
3. Build your relocation team
For medium to large offices, appoint someone (or ask for volunteers) from each department or division to serve as coordinator for their area. This person can ensure that each employee takes responsibility for packing their desk, files, and personal items. For smaller offices, you may be on your own. If so, identify a few key people who can help you coordinate the move.
Your project manager for the office move can assist in identifying current issues with the old space and find possible solutions for them in the new office. This is a great way to incorporate their viewpoints and achieve buy-in on the move, especially if some employees are averse to the move.
In addition, make a list of potential problems with the new space, such as a smaller reception area, less storage capacity, or perhaps a larger open space that requires more cubicles or temporary walls. It may be necessary to hire building managers, carpenters, painters, electricians, systems installers, or other professionals to build walls, add wiring, or make cosmetic changes before you move in.
4. Conduct regular meetings
Set regular meetings to discuss the move and its progress with all employees. Keep everyone informed and address employee concerns and comments. An office relocation is stressful for everyone involved and can be more stressful if decisions are not adequately communicated.
5. Determine your budget
If you have a specific budget amount assigned for your move, it is important to identify costs before you hire commercial movers, or even before you pack the first box.
6. Assign tasks
Have your relocation team create a task list and ensure critical tasks are added to the schedule. Ask each department manager what is required from their area, which may include specialty service providers like telephone line installers or computer network specialists. Also make sure that common areas are covered, such as the reception area, lobby, and storage spaces.
7. Hire the movers
Hiring a professional moving company is one of the most critical tasks, especially finding a moving partner that specializes in office relocations. Consider how commercial relocation experience matters when evaluating potential partners. It can make the difference between a seamless move and a stressful one. This task can be assigned to one person or a committee, but be sure to start early to make sure you get the best value that fits for your needs.
8. Make a contact list
Finally, create a contact list of everyone you do business with and let them know that you’re moving. Assign this task to one person, which will prevent contacts from falling through the cracks. When you notify customers and clients about your new location, let them know how the business will operate during the move. Update your address promptly to avoid any disruptions.
Relocating an entire office can be intimidating. However, by using these eight tips as your roadmap, you can stay on task, manage your budget, and support your team throughout the relocation. And don’t forget to celebrate the small wins with your team along the way.