Moving your business to new offices? There’s a lot that could go wrong, so be sure to avoid any issues with this detailed office relocation checklist.
Moving your office to a new location can reinvigorate your company and create a multitude of advantages. It can also cause some serious pitfalls if you fail to plan appropriately. Following an office relocation checklist can help ensure that your business move goes as smoothly as possible.
A well-developed plan is critical to ensuring a successful office move. The following ten steps will help you get started.
1. Choose Your Space Wisely
Before committing to a new office space, explore your options thoroughly. Asking yourself probing questions now will help ensure the space you choose will be appropriate for the long-term. Consider important factors like:
- Ideal location
- Square footage
- Building structure
Your options will vary depending on your budget and whether you prefer to buy or lease. Depending on your business structure, you may prefer a location in a center of commerce, on the outskirts of town, or located close to a transportation hub. You’ll also need sufficient space for your current staff and operations, as well as room to grow.
2. Negotiate Your Lease
If you’re leasing your office space, proper negotiation can mean the difference between a smooth move and a virtual disaster. Make sure the price is fair and you can afford it without too much of a stretch.
Avoid leases that lock you into too long of a term. If your business expands or you go through other major changes, you want the flexibility to make adjustments as necessary.
Check for hidden costs, and carefully review your termination clause. In many cases, it’s well worth it to have a lawyer review your contract before signing. This will help avoid future unpleasant surprises.
3. Develop a Realistic Schedule and Timeline
Start by deciding on the final date you’ll completely move out of your current space. Then work backward to develop a timeline for the tasks laid out on your office relocation checklist. Plan on taking a few days to complete the actual move and incorporate a day or two for unexpected delays.
Check your timeline regularly so you can ensure everything is on track. If not, you can proactively make adjustments as needed instead of being blindsided at the last minute.
4. Share Your Office Relocation Checklist with Staff
If you have a large enough staff, consider designating a move committee. This group can assign roles and delegate tasks as they come up. Make sure all your staff members understand the timeline and what you expect of them.
You can also put your moving committee in charge of working with your moving professionals and other third parties. This allows you to avoid unnecessary distractions and continue focusing on business operations.
5. Create a Communication Plan
Communicate clearly with all staff members as the move progresses.
If there’s going to be a disruption in workflows or a change to office hours or job duties, inform your employees as soon as possible. Make sure everyone is aware of how office space will be allocated, parking restrictions, and anything else that will affect day-to-day operations.
Your communication plan may include in-person meetings, regular update emails, or shared intranet files. Keep a copy of your office relocation checklist on a centrally-located bulletin board. This helps ensure everybody understands the plan and smooths the transition for both you and your staff.
Make sure your customers, suppliers, and other third parties are also aware of any changes that will affect them. This includes temporary business closures and changes to delivery dates and locations.
6. Hire Packing and Moving Professionals
In almost every case, it’s worth it to hire a third party to handle the actual move. Ideally, the company you choose will specialize in office relocations. Try to find a one-stop-shop that provides packing, moving, furniture assembly and disassembly, and storage solutions.
When choosing your moving company, take the time to do your due diligence. Ask for references, review testimonials, and see what people are saying online and on social media.
7. Determine Your New Office Layout
Measure your new space and plan your office layout before you move. You may need the help of a decorator or designer for this step. Once you’ve determined the general layout, your moving committee can help implement the details.
Thinking through exactly where each person and each item will go ahead of time will help you make the most out of your new space. The more detailed you are, the better off you’ll be.
8. Contact Your Vendors
When changing locations, have your space evaluated to see what it needs to accommodate your IT requirements. Review your contracts with critical vendors like phone and internet providers. Decide whether you can simply move your services over to the new building or if you’ll need to contract with new providers.
Addressing all of these things ahead of time will help you avoid an interruption in service after your move.
9. Order Your Supplies
A change of address usually means you’ll need to order new business cards, letterhead, brochures, and other items. Give yourself plenty of leeway for design changes, printing, and delivery time.
Don’t forget to update your digital presence including your website, social media, and online business listings.
10. Settle in and Announce Your Change
Make the most of your move by announcing it with a splash. Consider hosting an open house so your customers can check out your new space. Contact your local newspaper or Chamber of Commerce to arrange for a ribbon cutting and press release.
Are You Ready to Make Your Move?
Once you have your office relocation checklist in place, it’s time to start seeking out professionals that can help make it happen. Jake’s Moving and Storage has been providing quality service to residents in and around Washington, D.C., Virginia, and Maryland for over a decade.
Our efficient and friendly professional movers are licensed, bonded, and insured. We pride ourselves on providing superior customer service and reasonable pricing. Request a free quote online or give us a call to learn more.