Wednesday, 30 June 2021 08:58

Make Your Move More Manageable With an Office Relocation Action Plan

Whether your business is moving a few blocks away or all the way across town, relocating your office is stressful. Operations are disrupted, things don’t always go as planned, and it can be difficult to stay under budget. And without proper preparation, your office move can quickly become a huge headache for both you and your team. However, when implemented correctly, office relocations have been shown to positively impact nearly 70% of employees. The best way to make your move more manageable and stress-free for you and your team is by creating an office relocation action plan.

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.