Planning an office move is not an easy task and requires weeks, or even months of planning and preparation. Are you tasked with coordinating the move for your office?
These helpful tips will guide you to organizing a successful office relocation for your company.
1. Establish A 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 the 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. Establish a Budget
Based on the scope of work that needs to be completed, determine how much the overall move and related services will cost, and what your company would like to spend on the entire relocation.
For this part of the move planning, we suggest obtaining an estimate from a professional, commercial moving company. This is the best way to ensure you have an accurate cost to evaluate before moving forward with planning.
It’s important to note that your move costs could change based on changes to the scope of work. Be sure to inform your move consultant as these changes happen, so they stay informed and you don’t exceed your budget.
3. Hold Regular Move Meetings
During an office relocation, it’s common for multiple teams to be involved, and over the course of the planning process things often change.
It’s important to hold regular move meetings with internal teams, so that everyone stays informed on project updates and changes to the scope of work, including timelines.
Designate a team, or individual, to take thorough notes and distribute them after each meeting.
4. Create a Support Line for Employees
Employees who are part of the office relocation may have questions before, during and even after the move takes place. It would be beneficial to give them a resource to use when they need help.
For example, an internal email address or dedicated internal phone number to put them in contact with an individual who will be responsible for intercepting and handling their request.
5. Involve Facility Teams and Information Technology Teams
As previously stated, it’s common for multiple internal teams to be involved in an office relocation. Two of those teams need to involve your facilities/maintenance and IT departments.
Facilities and maintenance will be able to help with building access, such as; checking doorways, corridors, elevators, stairwells and loading docks at both locations for ease of entry.They may also be able to facilitate providing the movers access to areas of the building they need in order to perform the move.
IT will need to involved if the relocation includes disconnecting and reconnecting computers, AV equipment, servers and routers, etc. While the moving company may be responsible for moving these items, IT should be aware of what is moving and what will need to be hooked up once the move is complete.
6. Downsize and Donate
While you’re preparing your office for the move, you may find you have old furniture or equipment that you don’t want to include in the relocation.
Donating or purging these items will not only de-clutter your office, but it could save on moving costs. Consider donating these items if they are still in good shape.
7. Assemble an Internal 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.
8. 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.
9. 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 sharing 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.
10. 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 also offer more specialized services such as crating:
- Asset Management Services
- Space Planning Services
- IT and AV Infrastructure Services
- Warehousing Services
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 TODAY!