Are you on the verge of moving your entire office to a new location? You might be excited for a new start. But moving all the furniture, high-value equipment, and essential documents can feel overwhelming.
Relocation is challenging but can be simplified by following specific steps, including hiring an office relocation company. This blog will explore seven steps to make your move seamless.
1. Plan the Move in Advance
Office relocations need careful planning and preparation, which is a time-consuming process. An office relocation is often planned six months to 2 years in advance because you must consider many things. The first and foremost step is to decide on the new office’s location.
Visit and assess different places to see which fits your desired office space and budget. See if the place has access to public transportation and parking slots. Then, decide on the relocation timeline so that you can inform your employees and start approaching movers who provide office removals. Choose to avoid moving during the peak business season to avoid interruptions.
2. Set the Budget
Moving is an expensive affair, so it’s essential to have an estimate of the relocation cost to avoid out-of-budget expenses. It includes the cost of buying or renting the office space, expected renovations, IT infrastructure upgrades, new equipment, old office repairs, relocation service and any unforeseen expenses.
Ensure you are counting on the revenue loss due to the downtime during the move. It helps to make informed choices and avoid delays due to last-minute crises and underestimating a few costs.
3. Create a Team or Hire a Project Manager
Develop a team of responsible people from within the office who will take charge of the relocation process. Make someone the team lead who has good communication and organisational skills.
You can also hire a project manager to take the load off your shoulders. Look for someone who has multi-tasking skills and could work within the budget. They will be the primary source of contact between you, employees and the moving company. They will keep you informed about the challenges that arise in between, requiring your intervention.
4. Maintain Communication
Make sure you’re keeping everyone in the loop who will be affected by the relocation. The list could include your employees, business partners, utility service providers, clients and the commercial movers you hired for office relocation services.
The moving part is uncomfortable for everyone, but clear and constant communication keeps them from missing out on anything. You can use different communication channels like online meetings, emails, voicemails, SMS, newsletters and bulletin boards.
5. Declutter Unwanted Items
Relocation is the best time to declutter and discard anything you don’t need any longer. Discard the old and irrelevant files. Sell off or donate the furniture and equipment that don’t go well with the new office space.
It may seem like a hassle, but this step will save you money on moving costs. You will have more space for new items in the new office. Moreover, cleaning your old office space when it’s empty and clutter-free will be easier.
6. Hire Office Relocation Specialists
It’s better to hire a moving company specialising in office relocation as they have all the knowledge, expertise and resources needed to handle the move smoothly. Enquire the movers about their office move costs, how they will tackle the IT equipment and sophisticated furniture and if they provide insurance in case something goes wrong.
But make sure that the company you are hiring is well-established, certified, insured and has the necessary permits and licenses to relocate. Check their ratings and reviews online to ensure you hire a reputed company.
7. Update the New Address and Contact Details
To avoid communication breakdowns after you shift to the new location, update your address and contact details everywhere, including your website, social media, business cards, letterheads and business listings.
Make a list of all the people who need to know about the move and update them about your new address. This way, people don’t land at your old office to deliver parcels, utilities, bills, letters, etc. It helps to avoid confusion and keeps the operation running smoothly.
Conclusion
Office relocation needs careful planning and execution. You can make a seamless move if you follow the abovementioned steps. If you’re searching for a reliable moving company, contact Arnold & Self. They are London’s leading office moving company.
With them, you can expect a quick relocation at an affordable cost. They have a dedicated team of removal managers who will work with you to develop a detailed plan for your relocation. They also make relocations after working hours and even on the weekends, so you can expect your work to resume without much downtime.
