Office Relocation Checklist: 6 Things to Do to Ensure a Smooth Transition
Office relocation always starts out exciting. Picture yourself envisioning the finished product, while everyone in your company works and thrives in this shiny new and perfectly organized office.
But nothing kills the excitement more than a skyrocketing number of literal and figurative moving parts. Evidently, you need to move a lot of things. But aside from that, you need to think of transitional workflows, office reorganization, adjustment periods, and most of all, your employees’ happiness, and so much more.
The 6-Point Office Relocation Checklist
E.ON conducted a survey that revealed office relocation as the second most stressful task for lots of small business owners after hiring new staff and moving to a different office. As a result, lots of companies delay the moving process, opting to stay in their cramped and expensive facilities.
An office relocation will need a lot of planning and organizing, but you shouldn’t let that scare you. But before you proceed, it’s important to speak to your staff members and notify them about the changes. Your employees will appreciate being kept in the loop.
And of course, last but not least, you’re going to need a great relocation company to assist you. Because the right movers can help you improve and expand your business as soon as you’ve settled.
So here’s a 6-point office relocation checklist to help you quicken and increase the chances of an efficient office move.
#1 Plan the office relocation early on
Commercial office relocations require detailed planning and preparation. Whenever you’re planning the move, pinpoint an exact moving date and determine a time-frame for the relocation process. Afterwards, you need to come up with a schedule.
In addition, you also need a specific budget meant for the entire relocation process. This will be very handy when identifying costs for hiring the right office moving team, and avoid making uninformed decisions.
#2 Talk to your employees
Speaking to your employees is one of the most important office relocation tips, and you need to consider that. Make sure that you keep your staff up-to-date with your moving plans and time schedules.
Keep them informed of important changes and procedures at this new business premise of all of your’s. That includes telling people about:
- Brand new office building rules.
- The new office address.
- Any revised phone or fax numbers.
- Packing arrangements at the new location among others.
Encourage every employee to create an office relocation checklist to make sure that all important areas are covered, and you miss nothing. Change is something unsettling for all employees, and communicating with them will successfully boost morale.
#3 Manage and protect important documents and data
You’ll never know what could happen to your files and your other office hardware during the office relocation process. You need to consider the possibility of losing important documents to damaged servers or hard drives.
For this reason, it’s critical to keep your data backed up and protect it from loss and breach whenever you’re moving from one office to another.
#4 Delegate a project manager for the office relocation
Every office move is a team effort. And when everything is coordinated and well-thought out, you increase the chance of success of your office relocation. For this reason, it’s also wise to appoint a project manager to be in-charge and facilitate all the aspects of the office relocation process.
Ideal team leaders must have multi-tasking abilities, effective communication skills, exceptional organizational skills, and have experience working with and handling budgets.
#5 Do some office deep cleaning
When you’re moving from one place to the next, you will always find things that you find out you don’t need. The point is to not move with items you don’t need. Shred the unnecessary papers, remove old files, dispose of old furniture, and sell or donate equipment that you clearly won’t need anymore.
However, make sure you’re consulting with your accountants; because donated items can be used as a write-off.
#6 Make sure to update your address
Your suppliers and customers or clients need to know that you’re relocating. They need to know about your new company location and when normal business will resume. Update your business cards, your GMB and online listings (if you have them), your website, letterheads, and all of your social media platforms.
Office Relocation Doesn’t Deserve Panic
As hectic as moving is, it doesn’t have to cause a huge ruckus or give you a giant amount of stress. Go by these 6 office relocation tips — from the planning process, client communication, employees, vendors, finding the right service providers, right to backing up your data, you can successfully and smoothly transition to a new workplace.