An office relocation is a huge milestone for every business. It implies positive change and that your company is growing. However, just like any move, an office removal should be well-thought out and organized in advance.
Below are important things you should consider when moving your office to ensure a smooth and stress-free relocation.
1. Plan ahead
Planning is an effective way to ensure that you get to complete all your moving tasks. Make intelligent use of spreadsheets, documents, and checklists. This way, you can compile moving tasks into manageable units that your team can handle.
- Timing – Plan the timing of your office move carefully. You may not have a flexible move date but, as much as you can, avoid moving your business during the busiest seasons of the year. Keep in mind that your company still needs to function during the moving process to avoid losing profits.
- Deadline – By having a deadline in place, you can get moving tasks done more efficiently. Moreover, you won’t be tempted to procrastinate or put things off the next day. A deadline is a motivating factor for everyone in your company to work towards.
- Measurements – At least 4 to 6 weeks ahead of your move, visit your new office space and measure the area. Find out if you’ll need to order new furniture to fit into your new space, and if your planned office equipment purchases can be suitably accommodated.
- Inventory – Don’t forget to make an inventory of everything you’ll be moving to the new office. Also, make a list of items you need to purchase.
- Budget – Besides office removal-related expenses, factor in any renovation or repair costs you may incur. This is important as you prepare your new location to suit your business needs.
2. Hire a removal or moving company
Make sure you work with a reputable office removalist for your move. Check online reviews, get removal quotes and ask for recommendations from family or friends.
By hiring an experienced and reputable removalist, you can ensure that your move will go as smoothly and efficiently as possible.
3. Manage employee expectations
It’s crucial that your employees receive constant communication that is helpful, inclusive, and informative. Employees may have different expectations for the move, so make sure to arrange a guided tour for your employees in the new office location as soon as possible so that you can address any concerns they may have.
As an office move can be quite stressful, you need to put in place support services for your employees. Acknowledge the feelings of your employees and help them embrace the new office by clearly explaining the purpose of the relocation and the changes that will occur in the company. Focus on the benefits of moving and make sure you update all your employees on move-related developments.
With a definite communication strategy, you can manage the expectations of your workers and avoid the following:
- Spread of misinformation
- Confusion and upset feelings
- Employee turnover
- Resistance to change
Get everyone involved
Employees who feel engaged and involved will look forward to an office move.
To get people in your company together, have each department nominate a representative. This team will conduct regular meetings and keep you posted on any concerns that are brewing within the different departments. Space allocations for staff can also be handled by the team in coordination with the property office and human resources.
4. Transfer or avail of new facilities
Take a look at what services are covered by your new office contract. If it’s a co-working space, many if not all, of your essential amenities may be included in your rental.
You need to sort phones, phone lines, IT, business rates, cables, and electronics so make sure to talk to your current suppliers. Don’t forget to also inform your commercial cleaning service of the move so that your employees can start working in a tidy, new place once everything is arranged after the move.
5. Send notifications
Be ready to send out change of address notifications to all of your business contacts and suppliers. Also, set up forwarding numbers and mail redirection if you won’t be able to keep the number you currently have.
The key to a successful office move is to anticipate any issues that may become problems during the relocation process.
Encourage open communication with all your employees so that they’ll understand the situation despite the exhausting processes that come with office relocation.
You may not be able to answer all the concerns of your staff; however, your continuous involvement will make them feel more at ease and better settled in the new office.
AUTHOR BIO
Kim Hill works on Marketing at Adams & Rofe Removals and Storage and has been a dynamic figure in the removal industry for over 30 years. For relocating families, individuals or offices around Sydney or all over Australia, Kim will develop the perfect removal plan to take the stress out of your next move.
