There are several reasons why businesses might move office. Perhaps the current location is no longer suitable, or the company is expanding and needs more space. Whatever the reason, it’s crucial to plan the move carefully. This will ensure that everyone involved is prepared for what’s to come and that the transition goes as smoothly as possible.
Here are a few tips to keep in mind.
1. Notify your employees well in advance
Your employees need to know about the move as soon as possible to make any necessary arrangements.
Some of the most critical preparations they will make for this move will involve business disruptions. This is because many things need to happen for an office move to succeed. You want to avoid potential issues, so you must give your team plenty of notice.
Your employees will also have to make arrangements outside of work to accommodate the move. This might include finding childcare for the day of the move or making arrangements to work from home if necessary. Some will even have to find a new home if the new office is located in a different city or state.
Always respect your employees’ time and personal commitments when planning a move.
2. Hire a professional moving company
A professional moving company can make your life a lot easier on the day of the move. They will have the necessary experience and equipment to transport your belongings to your new office safely.
Most moving companies offer local relocation services, but if you’re moving to a new city or state, you’ll need to find a company that provides long-distance services. Make sure to get quotes from a few companies before deciding.
Additionally, you want to ask the company if they offer any storage options. This can be helpful if you need to declutter your office before the move or if you cannot move into your new space right away. You can usually find storage units near the moving company’s warehouse.
3. Make a plan
Once you’ve notified your employees and hired a moving company, it’s time to start making a plan. This should include a timeline of when things need to happen and who is responsible for each task.
Some of the things you’ll need to take care of include packing up your office, disconnecting and reconnecting your utilities, and transferring your internet and phone service. You’ll also need to update your address with the post office and notify your customers of the change.
When breaking the news to your customers, include your new contact information, business hours, and other relevant details. You don’t want any service disruptions, so ensure they have everything they need. If possible, include a map of your new location on your website or in your email signature.
4. Schedule some downtime
On the day of the move, it’s important to schedule some downtime. This will allow your employees to catch their breath and settle into their new surroundings. If possible, try to plan the move for a Friday afternoon. This will give everyone the weekend to unpack and settle before starting work on Monday morning.
You should also make sure that there are adequate food and drink options available for your employees. They will likely be sweating throughout the process, so keeping them hydrated and fed is essential. If they are helping you with the move, consider ordering lunch for them as a thank-you.
5. Perform a test run
If possible, do a test run of the move a few days before it happens. This will help you identify potential problems and ensure everything is going according to plan.
If you can’t do a test run, walk through the office and take note of any potential hazards. This includes things like loose cords, narrow spaces, and stairways. Check to see if any items need to be disassembled before moving day. You’ll need to ensure that your employees know these hazards and how to avoid them.
6. Have a contingency plan
Something will go wrong no matter how prepared you are. You want to ensure that you have a contingency plan in place in case the move doesn’t go as planned.
This could include having a backup power supply in case the electricity goes out, renting a shipping container in case the movers can’t access your new office, or having a list of local hotels in case your employees need a place to stay.
You should also make sure you have a plan for dealing with customer inquiries during the move, including setting up an automated email response or redirecting your phone line to a mobile device.
Moving to a new office can be a stressful time for your business. Always remember to communicate with your employees and customers, plan ahead, and have a contingency plan. By following these tips, you can help ensure that the move goes smoothly and that your business can continue operating without disruptions.