Relocating a business can be a big expense and take a lot of time. That is why it is very important to have a well planned out relocation strategy.
There is a lot that goes into relocating an office both before you move and after you have moved. But it doesn’t have to be stressful if you follow these simple steps.
The key to a successful relocation comes down to keeping every party involved well informed along each step of the way.
Set a Date and Notify all Involved
You want to make the move as quick and painless as possible for all involved. So set a date and stick to it.
If you are leasing the premise, you will need to give notice to your landlord for your intent to leave.
It takes time for the utilities companies to switch of the service and/or relocate it. Give yourself at least least three weeks before the move to notify the providers. Some will require more time than that and others will not. You can always request a future date but many will not be able to process the move with little notice.
The utilities providers need to know the relocation date and the new location you will be moving to. This includes relocating for power, internet and phone connections.
Make an Action List
When you know where you are moving to, you be able to determine the new size constraints and capabilities of the new office.
This means if you have a lot of equipment, stock and furniture to move, it could take considerable time to move it. Make a list of everything currently in the office so you can identify:
- What to keep. This means a removalist or someone needs to move it from your current premise to your new premise.
- What to dispose of. Whether you have a long established office or a business that carries a lot of equipment or stock, chances are there will be things that you know of or discover that will need to be disposed of. If they are large items, then a skip bin or removalist may be required.
- What needs to be bought. If you are moving into a bigger, better office then you may want to upgrade equipment or furniture. This will be determined based on the constraints of your new office.
Prepare for the Move
Generally moving an office to a new premise takes a team of people. Your team will need to set aside time in their day to start clearing their workspaces and cleaning their own areas.
This is a disruptive task so it should be done at the last possible moment but you still need to give enough time for the work to be done.
If you have any office insurances (you should), then you need to notify the insurer that you are relocating. If there may be any risk involved in the move, such as damage, then you may also want to look into move coverage options.
When you have dozens of computer cords, stock and equipment owned by multiple people, things will get confused when they are relocated unless they are organised and labelled before hand.
Labelling everything ensures little time is spent putting everything into the right place at the new premise. Label all technology, cables, power boards and adaptors before they are packed. You will realise it is a lot easier to tear off a label than to create conflict for missing items or spend hours searching for it.
If necessary, you may need to buy boxes to put your items in. When there are multiple boxes, it can be easy to forget what is inside each box so write on each box to know what is inside once they are all packaged up. If you have breakable items, clearly label that they are fragile and handle with care.
When the boxes have been moved to the new premise, the labels will make it easy to put them in the right place before they get unpacked.
Book the Move
It may seem more affordable to do it yourself but nine times out of ten you should book a removalist to do the move for you. You and your team have better things to do than to move everything yourself and you may find that it is more affordable.
When you get a quote from the removalist, you can compare it to a D.I.Y. option by multiplying the hours it would take for your team to do the move with everyone who is involved hourly rates. When you do that, you will see the costs will quickly add up.
Some speciality items may require specialist movers. Things like wired phone systems, photocopiers, big equipment and racking are things that may need a speciality mover.
Even if you are paying a removal contractor to move your entire office for you, there still will be things that your team will need to do. These things include, packing down their own personal belongings and coordinating it around their work.
It is a good idea to allocate tasks to members to avoid any single person having to much stress.
Because packing, moving and then unpacking can take a lot of time, it is nice idea to plan for refreshments during this time. It is a way to show that you care for your team members.
You will need to re-confirm that all your services and utilities have been redirected to the new office. If they are not yet connected, follow it up with the provider to try and see if you can speed up the process.
There is nothing worse than moving in and having to wait several weeks for a utility to be set up. If this is the case, you or your team members may not be able to work during the down time.
Complete the Move
Once all your equipment and furniture has been transported to your new premise, you will need to spend the time with your team to set everything up and putting it all in place. You will want to effectively set up your new office. Make sure you have a good idea where everything should go before it is unpacked and put in its place.
Of course you can just move it at a later date but it saves time by doing it right in the first place.
Once everything is completed and the move is done, you will need to finalise your old tenancy with your former landlord. This means handing back any keys and ensuring all your possessions have been cleared out and the place has been cleaned from your rubbish.
If there was a bond paid at the old premise, you will need to claim the bond return too.
Congratulations! You have just completed your office relocation.
Simple Steps to a Successful Office Relocation
- Have a plan. Know your requirements every step of the way.
- Give notice to your current landlord and utilities providers that you are moving.
- Make a list of your equipment. See if there is anything you need to discard or buy.
- Prepare your team for the move. They should be cleaning and clearing their areas.
- Buy any necessary moving equipment such as boxes and marking tape to write labels on.
- Book a removalist and any speciality removalists if required.
- Notify insurance company of the move and request cover options.
- Re-confirm with providers that they have been set-up in new premise.
- Move. Prepare any refreshments if required for team members.
- Set up new office.
- Finalise old tenancy with former landlord.
- Request Bond return for old premise.
And that is about it. Simple when you follow the steps but can be stressful if you don’t.
Did your office relocation go according to plan? What tips do you have for others who are relocating?
Please comment below.
Written by Joseph Chesterton
Joseph is the founder of Lemodus. He's obsessed with building businesses that help businesses grow. He founded Lemodus to introduce better processes and automation to the community. Lemodus is the number one tool to get your business under control.