Office relocation can be a logistical horror if not planned properly. It is all too easy to become lost in the sea of papers and cardboard boxes that pile up throughout the process, especially if you are moving because of rapid expansion, a better location, or increased market reach.
There are a lot of moving components in an office transfer. Besides relocating all the office belongings, you must also be considerate of your staff, transitional workflows, and much more. Confused about how to start planning? Do not fret, as we have drafted a simple guide to assist you in making the big transition from A to Z.
So, let’s begin:
Things to Do When Planning an Office Relocation
The first thing you need to do when planning a move is to devise a strategy. Although it does not need to be fully specified initially, there are some basics you must cater to before the big move. You must consider the following things to ensure everything runs smoothly:
Allocate Relocation Budget
Moving can be heavy on the pocket if not planned properly. Thus, you need to devise a budget beforehand to ensure your company does not break the bank in the relocation process. Here are some things to think about when shaping your financial plan:
The cost of movers.
Repairs in the existing office.
Repairs in the new office location.
Any additional services such as packing, IT system installation, special transportation, and so on.
Review the budget regularly to ensure that the relocation stays on track and have some contingency amount set aside in case of any mishap.
Make the Announcement
Give an official notice to your present landlord and/or property manager. Most importantly, notify all members of your team about the relocation date and new office address. You may also want to clarify why the transfer is being made, the benefits it will provide, and the adjustments it will bring to your team members’ daily routine to make sure that they are mentally prepared.
Make a master list of everyone you need to send a change of address to, and make sure everyone on your team is aware of their duties ahead of time. It is also important to notify local partners, affiliates, and suppliers of your impending relocation, particularly those who will be impacted by your new address and contact information.
Movers are Needed
One of the most significant factors that determine the success of your relocation is choosing the right moving company that will handle everything for you from start to finish. You will need to conduct thorough research to find movers that fit your budget and moving requirements.
Since relocation is a stressful affair, hiring the right movers can take the weight off your shoulders. A full-service moving company like Swiftway Services can provide you with efficient packing and unpacking services besides loading, shipping, and unloading to make things easier for you. Moreover, their experienced consultants can assist you with your overall moving strategy, especially if it is your first time relocating.
Once you have picked the right movers, it is time to strategize the moving plan with everyone else. Work with your present and new building managers to determine the best times and locations for loading and unloading and communicate this with your movers.
Prepare, Prepare, Prepare!
The key to a successful relocation is to be prepared beforehand. Here are a few things you must do to ensure everything runs smoothly.
Assign Tasks for Smoother Workflow:
Indeed, relocation can be hectic, but business cannot be stopped. Therefore, divide office tasks amongst your employees and pick a supervisor to look over them. It is better to move during the weekend to not disturb the workflow as much as possible. Remember, teamwork makes the dream work!
Make a List of Stuff and Label Everything:
Make a detailed list of all the office items, such as furniture, stationery, and appliances like printers, scanners, and computers. This will help you check the items when you have moved to the new location.
Determine a standardized method for labeling computers, screens, hard drives, keyboards, and other items, and ensure you convey it to your employees to make it easier to resume work after relocation. You can also include information like the area the items need to be kept in and who they belong to. It is also essential to discard no longer needed documents.
New Furniture May be Required:
You discard some of the old stuff or not; you will probably need to pick out new furniture. Consult a furniture company to give you the best recommendation on furniture pieces that would suit your office environment the best.
Recheck Important Documentation:
Keep rechecking over and over for all your legal documentation, leases, contracts, and licenses. If possible, put them in the bank locker during the moving days to avoid misplacing them.
Get the Cleaning Done:
Make sure to make necessary arrangements with the cleaning service at your new and current office.
Access Codes and Security:
It is essential to set up the security system and CCTV cameras at your new office to ensure the safety of your staff, so make sure you send someone to check on those.
Start Packing Early:
Once you have announced the relocation plan to your workers, it’s time to start packing all office belongings. The objective is to work with a divide and conquer strategy. Work at one thing at a time and move on to the next area only when the previous one is complete so that everything moves in a flow. Here, you can also take help from your moving company for better and organized results as they are trained to handle items with care.
Swiftway Services for Office Relocation Maryland Washington DC
Once you move, the tiring days are over! It’s time to unpack, plug in all your equipment and settle into your new office. Furthermore, new contact information should be added to the corporate website.
With Swiftway Services as your moving company, your relocation day will certainly be smooth and hassle-free. Swiftwary professionals are trained in office delivery jobs. You can do your office work while our movers handle all packing, loading, shipping, unloading, and everything in between. Swiftway will collaborate with you to put together the best moving and relocating package that caters to all your needs at an affordable price.