Planning an office move is not an easy task and requires weeks, or even months of planning and preparation. Feeling overwhelmed? These helpful tips will guide you to organizing a successful office relocation for your company.
1. Establish Move Schedule
It is important to establish a move schedule to ensure plenty of time is allocated for tasks to be completed. If you are unsure where to begin, determine the date that your company is set to occupy the new office. Work backwards from that date listing tasks that are essential to the success of the move. Intense pre-move planning should start no later than 90 days prior to relocation date, depending on the size and scope of the relocation. When your move plan is complete, refer to it often as it will keep you on track.
2. Assemble a Move Team
If you have available resources, consider assembling a move team. This team does not need to be large, just a few people that can split responsibilities and support the efforts of planning the move. If your company is organized by departments, aim to have a representative from each one on the team. That way, not only will the move team fairly represent each department, but employee communication will be easily accomplished. Hold weekly move meetings to provide updates and solve issues as unforeseen challenges arise.
3. Create a New Office Layout
An organized workplace is essential to business success and employee performance. Consider the spatial layout to strategize how much furniture will be moved, determine if new furniture needs to be ordered and how the pieces will accommodate your employee headcount.
4. Communicate – Internally and Externally
Moving office locations is a big change and many people need to be notified. The first communication step is informing company employees. Consider breaking the news in a town hall meeting and following up with details via email. Send reminders throughout the move timeline and designate a contact person in case anyone has questions pertaining to the move. Additionally, each department representative from your move team should compile a list of vendors, clients and customers that need to be advised of your office relocation. This communication should be sent out at one time, so everyone receives the same information. Include the new office address, phone number and other pertinent information. Do not forget to update banks, online directory listings, the post office and other government agencies with the new office address.
5. Hire Professional Movers
Hiring professional movers can make the move process go smoothly. Commercial movers specialize in furniture de-installation, protective packing, transportation and furniture installation. These expert move teams can offer more specialized services such as crating, space planning, asset management, AV and IT equipment relocation and warehousing. In most commercial relocations, a project manager oversees the entire move process and ensures the crews are working efficiently to fulfill the designated timeline and stay on budget.
Daryl Flood Workplace Services specializes in National and Global Workplace Management. Since 1982, we have successfully developed and managed programs for businesses of all sizes resulting in thousands of workplace services projects each year.
For more information on how our team can service your office relocation, CONTACT US!