Moving an office relocation can be a complex and overwhelming task. From large furniture items and hard-to-pack electronics, to multiple rooms full of mementos and the like, it requires much preparation.
As long as you plan ahead, an office relocation should go smoothly. Here are our Top Tips For Relocating Your Office:
1. Plan Ahead
If you’re planning on moving your office, it is crucial that you begin the planning process early. Being proactive about it will allow for minimal downtime during relocation while helping avoid surprises or unexpected costs that might make the transition more costly than anticipated.
As soon as you’ve decided on your office space, make a list of everything that needs to be packed up and transported there. This will give you an idea of the amount of work involved with moving so that your budget can reflect this accurately. Also take this time to assess your furniture and equipment needs in terms of what can be brought with you as well as what might need purchasing or renting separately.
Organization is key, so now is an ideal opportunity to set up a digital file management system and easily locate documents when you need them. Also consider whether it would be advantageous to store certain items – this might come in handy if your company is expanding and you don’t have enough space in its new location.
Communication between employees and management regarding the relocation is essential to its success, whether through companywide surveys or individual meetings. Being open with employees about this important journey will foster team support during this important momentous change.
Prior to moving day, your task force should coordinate with providers in order to arrange any equipment and furniture deliveries needed for your new office space. If any equipment or furnishings will not accompany you on this trip, consider selling, donating or responsibly disposing of them accordingly. Furthermore, now is also an opportune time for installing any necessary new infrastructure like network wiring.
2. Keep Your Team Informed
Your office move must go off smoothly if everyone involved is on the same page, with clear communication being established among all team members involved in its execution. Aim to provide role and responsibilities assignments to every member of your moving crew as a way of keeping all involved informed throughout.
An effective office relocation requires creating a team to oversee the project and monitor progress on time. This team could include department leaders or trusted employees willing to assist in moving. Doing this will reduce rumors and misconceptions that may surface during this transition period.
Your office move communication strategy should begin well ahead of the actual moving date. Employees need to understand what’s expected of them and how the relocation will alter their work environment, and when their new office will be available. Setting an official move date helps ease uncertainty and frustration for both employees and management.
Communication among team members should take place through various means, including emails, meetings and an intranet page with dedicated move pages. Furthermore, creating physical spaces where important information can be posted quickly provides easy access for team members.
As part of your team’s move preparations, it’s also essential that they keep in mind their work habits will likely shift during transition. Be proactive in responding to this by creating a roadmap for their transition that includes equipment requests, workspace preferences and design suggestions.
Before moving locations, it’s also a wise idea to update your business listings to notify clients that your company is changing address. Inform clients to use alternative communication methods (email instead of telephone calls) with you in future (post office, bank). Don’t forget any external service providers you might use as well!
3. Create A Comprehensive Inventory
An office relocation inventory will prove invaluable throughout the entire process of moving offices. Not only will it allow you to assess what items will move with your company and where, but it will also serve as an invaluable tool in contract negotiations for stationery, IT comms and cleaning services (among many others). Take an accurate inventory of what’s currently in your office using a digital tool or spreadsheet before determining whether current suppliers provide optimal value and service standards; or if upgrades may be necessary.
Keep your team informed throughout the entire process, whether through emails or meetings depending on their needs. A communication plan should outline timeline, key dates and employee responsibilities – this provides an ideal opportunity to promote the new office space as a workplace for your staff members and showcase some features which make it great places of work.
Last but not least, you must update your company website and online listings to reflect the change of address. Failing to do this could result in missed opportunities or lost business.
Order new passes and key cards for the new office, as well as updating any security system currently in place. Once your move is completed, present them to your team with a welcome pack that includes maps of their new surroundings and contact details of key people they should reach out to as well as treats to help ease them into their new environments. Reducing disorientation and disruption by building ownership of the new office environment. YAROOMS space planning software makes this task straightforward with its central repository for creating inventory lists and project timelines – plus its effective way of keeping vendors at bay as well as creating checklists for the day of move itself! Sign up with YAROOMS today to discover its power in streamlining office relocation!
4. Schedule A Walk-Through
Relocating an office can be an immense task, requiring months or years for large companies. From moving closer to clients or expanding your team to downsizing post-pandemic remote and hybrid work patterns, the logistics involved with any move of this scale are immense.
As part of your move planning process, it’s crucial that you gain as much information about your new destination as possible – including its size, layout and features. A walk-through can also help identify any potential issues which need addressing before your move – such as installing more power outlets or breaking through walls to run networking cables.
Your walk-through should also involve taking measurements of doorways and hallways in order to make sure all equipment and furniture will fit appropriately within the new space. By taking these measurements, any necessary changes or adjustments can be made easily to your plans.
Once your tour is complete, schedule a meeting to inform all your employees of their new workspace. This can either be done via email or face-to-face depending on the needs and availability of team members. Make sure that this meeting also covers key dates for the office move process so employees can plan appropriately.
At this meeting, it’s essential to address any queries your employees might have and receive feedback on the space and their preferences regarding seating or working close to certain departments.
Once your walk-through and office move have been finalized, it’s time to send out the final notices for the move. Email should be used, followed up with either in-person or virtual meetings to discuss all key information pertaining to the new workspace; such as when to complete packing up and vacate the old office and when work will commence in its new home.