If you’re planning to move your business, you have to mentally prepare yourself for the cost and hassle.
You can start ensuring the feasibility of this relocation by sitting down and discussing with everyone in the company your moving timeline.
Keep in mind that the key to a successful move is to start as early as possible.
If you have a small office, you’ll be needing a minimum of three months to prepare. On the other hand, for medium to large office, you’ll need a minimum of six to eight months.
An office move can be time-consuming and even expensive.
Once you’ve ascertained your moving schedule, follow the steps below to help you make your office relocation go as smoothly as possible.
Step 1 – Plan it out.
To avoid any mistakes that could turn into expenses, make sure that you have a plan for all the things to do.
This should include tasks to do in advance and an unpacking plan to ensure you can get back to business as quickly as possible after the move.
- Determine your budget.
Setting a specific budget for your move will help you cut down unnecessary costs.
Before you even pack or hire removalists, it’s important that you already know your budget. And once this project begins, make sure to stick to your budget.
- Check in advance.
Be sure that phones and Internet connections are working and that you have the necessary permits and signs for your new office space.
These things are often overlooked in the haste to pack and move.
- Talk with your team.
Appoint someone from each department to organise the move in their particular area.
This can be a supervisor or manager who will ensure that each employee takes responsibility for packing their workspace.
It’s also a good idea to get the viewpoints of your team to achieve agreement especially if some employees are not too excited about the change.
- Assign tasks to your team.
Let your moving team create a list of tasks that they need to complete and make sure they have deadlines to meet.
Ask each department manager about the things they’ll need such as telephone line installers or specialty service providers.
- Send notices.
Everybody you do business with, both clients and suppliers, should know that you’re moving to a new place.
You can assign one person, such as your secretary, to oversee this and send them a notice.
Notify your customers and clients about when you’re moving, where you’re moving to, how your business will run during the move and when you should be back to full operations.
Step 2 – Hire a removal company.
Seasoned removalists can help you save time and money and ensure that you have a seamless move.
Make sure you have proof of insurance and fixed-price quotes from several companies as well to get the best deal.
Once you’ve selected your moving partner, arrange everything at least one or two months in advance so that your team and their firm can prepare well for the office relocation.
Undoubtedly, you have various pieces of expensive equipment that will be moved.
Make sure you find a moving company that is reliable, has the capabilities to move your office and gives quality service at the right cost.
Step 3 – Start packing.
Set regular meetings with your staff and ensure that they all know what to do.
It’s important that during the packing process, everyone is on the same page so that on the day of the move, nothing will be left behind.
It is also important to remember that with no proper communication, an office move can be stressful for everyone involved.
When packing, keep in mind the following:
- Properly mark all boxes.
Mark every side of the boxes with the staff member’s name and room at delivery (if known) so boxes can be placed in the correct areas and easily identified for unpacking.
If you have a lot of boxes, arrange a numbering system to avoid misplacing things.
Also, add a brief description of what’s inside the box to make it easier for each department to claim them.
- Donate office equipment or items you won’t be needing for your new office.
An office move is a great opportunity to upgrade your old copiers, computers, and other office supplies that you no longer need.
Instead of paying for moving items that you don’t need, you can donate them to any charitable institution.
The solution for a cost-effective and prompt move is to plan in advance.
This is the best way to make sure that your new office will function smoothly even if there may be setbacks along the way.
Image Credits: Transport Executive
John Pfeiffer has been the proud owner of Ashtons Removals for over 40 years. His attention to detail, a product of his accountancy background, and his emphasis on training and empowering his team members, has ensured the vast number of Gold Coast families who have been moved by Ashtons Removals, have had their furniture and effects moved undamaged and with minimum fuss.