Most people do not like the hassle of relocating a business, even if it means the new location will provide better facilities. But with proper planning, moving offices can be done efficiently, on a budget, and with minimal disruptions to employees, clients, and everyday business operations. Take these steps to ensure your office relocation is successful.
1. Get Organized and Assess Your Needs
An organized office move will pay off in terms of cost and time savings and will minimize productivity losses. To help you stay organized, develop a checklist of everything you need for a smooth relocation.
Consider some of the following questions you need to answer: Who do you need to communicate to and by when? What assets and infrastructure will you move to the new office? Who will be in charge of different phases of the moving process?
Given that moving offices has a significant impact on your business, it is important to measure the success of your move. Establish criteria for measuring business performance, employee productivity and satisfaction, and costs during the move. A professional mover can work with your team to develop an office relocation strategy that can save your company money.
2. Develop an Office Relocation Timeline Early
Ideally, you should start planning your move 12 to 18 months before your lease expires, especially if you have a medium to large business. Once you start planning, set up an office moving timeline indicating key dates and milestones that will guide your move.
Your timeline should plan for meetings with employees, communication with key stakeholders, packing content, disconnecting IT infrastructure, storage plans, and and moving dates. Such a timeline not only directs your office relocation, but it also makes it easier for the moving company to understand and meet your needs.
3. Get Your New Office Space Ready
Before moving all of your office supplies into your new office, you should plan out the new space to fit your needs. Failing to organize the new office layout can slow down business operations and impact employee morale. Space planners and designers can save you time and money in configuring your new office in advance.
4. Take Care of the Employees
A major reason why some office relocations face costly disruptions and delays is failing to keep employees in the loop. Determine the role your employees will play in the relocation process and provide them with the information they will need to reduce the stress of moving.
Consider the needs of employees, such as those who have children or elderly parents to care for. Depending on the nature of your move, you may need to negotiate employee relocation packages. Get your office movers to answer any questions employees may have about relocating.
5. Prepare a Relocation Budget and Stick To It
Identifying, controlling, and managing your budget is critical to a successful office move. To prepare a budget, get accurate quotes from all vendors involved in the moving process. A professional moving company can save you time in setting up a budget to avoid costly, unforeseen expenses.
Factors such as storage, packaging and unpacking, the nature of office items, installation, and distance will affect your moving budget. Instead of negotiating over the phone, have your moving company come on site to estimate the costs to ensure your budget is as accurate as possible.
Make the most of tax deduction on moving expenses. Utility fees, travel costs, shipping, and the cost of moving business supplies are tax-deductible expenses that can save you tax dollars. Keep records of all costs associated with your office move.
Office moves can be marred by miscommunication and delays. An effective relocation strategy can help to avoid common pitfalls associated with office relocations. At Los Flores Movers, we take the hassle out of moving office by providing friendly, professional, and affordable service that will help you meet your business goals.