Start planning early
The sooner you start planning for your upcoming move, the better. Ideally, you’ll want to start knocking out the following action items at least 6 months in advance of your moving date.
- Review the details of your commercial lease. If you’re planning to break your lease early, it could cost you your deposit, and you could still be on the hook for the remaining rent, which will need to be factored into your overall moving budget.
- Put together a relocation planning team. Consider adding team members from each department who can delegate tasks accordingly.
- Take inventory of all furniture, equipment, technology, and supplies.
- Think about replacing the old with the new. Relocating is an opportunity to switch things up. Plus, the more you move, the more your moving expenses will be. Compare your projected moving costs with the costs of purchasing new items.
- Collect quotes from commercial moving companies. Be sure to thoroughly vet each option as moving scams are not uncommon. Remember: don’t always go with the cheapest option available. It’s important to find reliable, reputable movers that offer comprehensive insurance options.
- A pending move is a great time to purge old, broken, and unused items and supplies. Reference your corporate retention policy for guidance of what files and documents to keep and what can be scanned or purged.
- Create a moving budget to minimize costs and prevent overspending.
Communicate with the appropriate parties
Once you’ve created an initial plan, it’s time to start communicating with both internal and external parties about your move. This should be done at least 3 months in advance.
- Notify your current property manager and/or landlord with an official notice.
- Notify all internal employees about the upcoming move. The more information you can provide for your workers, the better. Be sure to touch on the moving date, new office address, the reason for the move, and other key details
- Inform all team members of any moving-related responsibilities ahead of time
- Brief the IT team on your tech needs
- Notify clients, suppliers, service companies, vendors, internet service providers, and local partners of your anticipated address change
Nail down the logistics
As you get closer to your move date, it’s time to start nailing down the logistics of your move to ensure a smooth transition from the old office space to the new one. Be sure to:
- Hire an office fit-out team to assist with layout, design, furniture management, and move management
- Sign all necessary licenses, permits, and paperwork
- Book elevators and parking spaces for moving day
- Schedule cleaning services at your current office on the final move-out day
- Finalize security and access codes at your new office space
Get help with your office relocation action plan
If you’re feeling at all overwhelmed or stressed about your upcoming move, reach out to us today at Lavoro Consulting. We’re here to help you find the right space, assist with the move, and make your real estate work for you.
Contact us today for expert assistance with your office relocation action plan.