There will come a time when your business will eventually move out and find a new home. There are many reasons why a business relocates. Hopefully, your move is due to the business scaling up and the need for more space.
Although office relocations are an exciting milestone, it can also be a stressful and daunting experience for many business owners and employees. It entails a tough decision that requires careful consideration of all options, costs, risks, and benefits. After all, moving entails a hefty cost – anywhere between $725 and $1,954. But once you’ve decided to actually move the office, you need to hit the ground running – and everything starts with a solid plan.
Well-planned office relocation can avoid a disaster. When it comes to planning an office move, it’s more than just packing, loading, and unpacking boxes of documents, equipment, and furniture. It is a major project with complex issues and concerns.
Aside from transferring your stuff, you also need to consider business continuity. For example, you should notify all your clients, suppliers, and other stakeholders about the planned move well ahead. Also, you have to consider how the new place will affect your operations and your employees. You want to make sure that the same set up is replicated, so processes continue to flow efficiently and employees work productively. A successful relocation ensures a smooth transition to the new address.
Here are five pro tips to help move the office quickly and stress-free.
Plan early
The bigger the office or the farther the new business address, the more complex the relocation becomes. Either way, early planning can help make things more organized come move day. After you’ve finalized your decision to relocate, you can start preparing lists of pointers and timeline.
Some important considerations include:
- hiring movers,
- buying supplies, informing stakeholders,
- packing,
- loading, and
- implementing a business continuity plan.
Create a timeline that specifies the tasks at different points before moving day. It should also show deadlines for every task. This ensures that the project is organized and that everyone is on the same page. Remember, it is never too early to start planning, especially when it comes to office moves.
Appoint a team leader
Team effort is vital to the success of office relocation. To ensure that everything goes as planned, you need to assign a project manager to oversee and coordinate all aspects of the move. A specialist at Torex Toronto office moving company noted that having a designated project manager can make the move a lot easier and more seamless.
Choose a team leader with reliable skills in organization, budgeting, and communication, as well as multi-tasking skills. There are various project management tools that your team can use to ensure everything is coordinated and communicated properly.
Use labels and secure packages
Packing and securing your stuff is a crucial part of the move. Purchase labeling supplies, boxes, and crates to make it easier to pack, load, and unload stuff. If moving as a team, let everyone pack their equipment, supplies, and stuff. Label all boxes and packages, including special instructions to warn professional movers. For example, mark boxes with heavy or fragile content, or those that need to be put upright.
It is much easier if you use color-coded labels. Devise a uniform color-coding or number coding scheme to coordinate all your moves. The team leader should compile the list of items for quick reference when the moving day comes.
For larger office equipment and furniture, make sure to secure drawers, vents, doors, and other movable parts that might fall off during the relocation. Use bubble wraps to secure office equipment like computers, printers, copiers, and other gadgets.
Consider hiring professional movers
When moving large stuff or long distances, hiring a moving company is highly recommended. Professional movers are equipped with the necessary tools and transport vehicles for your moving needs. There are moving companies that specialize in corporate relocations. They can assist you from planning down to business continuity, thereby alleviating your stress. Make sure to vet multiple professional movers to find a reliable and cost-effective provider.
Get rid of clutter
Moving to a new address is the best time to throw away unnecessary stuff and clutter. You want to start with a clean slate. Identify supplies and items that your business no longer needs. Not only will this help reduce the cost of your move, but it will also make it easier for you to pack, load, and unload items. Likewise, excessive clutter can only take up space in your office and make it look old very quickly.
Always remember that anything that is thrown out is one less thing to worry about. Just make sure you don’t get rid of important documents.
Final Thoughts
Changing address can bring a rollercoaster of emotions. But while there are a lot of things to consider, moving doesn’t have to be that stressful. With proper planning, implementation, and coordination, you can make it a hassle-free and memorable milestone.
