So, you’re planning on relocating your office. Whether you have experience with relocation or not, it can still be a hassle. From expensive equipment that needs to be moved to dealing with your lease agreement, there’s a lot that goes on with a move that needs to be overseen. Fortunately, we’re here to help. Here are ten tips to help you plan your move. (And when it comes to physically moving your equipment and office furniture, leave it to us!)
1. PLAN EARLY.
If you’ve ever relocated your home, you already know that there’s quite a bit to orchestrate with a move. With a commercial move, you can double (or even triple!) the stress. This is why we recommend planning your move well ahead of time, at least six months to a year. You’ll need to decide on a moving date, a timeframe for the entire relocation process, and a budget.
Around six months before your move, a good idea is to review your lease. This will help you determine if there will be any fees for breaking your contract or if you’ll be charged for any damages in the office, such as chipped paint or broken lights. You should also decide whether or not you want to deal with all the hassles that come with moving yourself or to delegate some of the responsibilities to other team members.
2. MAKE SURE COMMUNICATION IS CLEAR WITH YOUR EMPLOYEES.
Confusion about the move will only cause headaches for everyone involved. Communicate clearly about the upcoming relocation, such as when it will happen, the new address or any revised phone or fax numbers, and even packing arrangements. Keeping staff up to date can help boost morale and even quell any concerns about the move.
3. SET A BUDGET.
Like previously mentioned, you may want to consider setting a budget for your move. While it’s possible you’ll have to adjust it a bit here and there as you go along, this will give you a good idea regarding pricing for moving companies. Be sure to determine what you’re not willing to negotiate on and where you may have to scale back.
4. DO YOUR RESEARCH ON MOVING COMPANIES.
Be sure to get at least three quotes. This will give you an idea of the average price of the move, and it will weed out those who may be charging far too much (or even those who are undercharging, which can be a red flag for poor business).
When researching companies, be thorough in your search. Read reviews, check the Better Business Bureau for any complaints, and make sure the company you’re looking to hire is legit. A legitimate company will be licensed and insured, and if you find that they’re doing business under several “doing business as” names, run far, far away. A good moving company will have no problem showing you their credentials.
5. ASSIGN A PROJECT MANAGER.
By appointing somebody to handle everything about the company’s move, you can focus on actually running your company and making sure everything goes smoothly. Your team leader should have excellent organizational skills, communication skills, and multitasking abilities.
6. TAKE INVENTORY EARLY.
No matter if you’re downsizing your office or upgrading to a grand suite, you’ll want to take an inventory of everything in your office. Decide what needs to go to the new location (such as important documents), what will or won’t fit, or even what needs to be thrown away or donated.
7. SUBMIT ANY ADDRESS OR PHONE NUMBER CHANGES AHEAD OF TIME.
Be sure to notify any suppliers, customers, vendors, or anyone else you conduct business with that you’ll be changing addresses. If you have a Google business account, don’t forget to contact them to update your information. Also, be sure to update any business cards, letterheads, social media, and even your website!
8. DESIGN A FLOOR PLAN FOR YOUR NEW OFFICE.
By doing so, you’ll help keep everything organized, and you’ll know exactly where all your office furniture needs to go when the movers arrive. You don’t want to be stuck with a big pile of desks without a home in the new office!
9. PROTECT YOUR COMPANY’S DATA.
Whether it’s employee data or client information, you don’t want that private information getting out. If any of your servers or hard drives get damaged, all that precious data could be gone for good. Be sure to back up all data and protect it from any loss or breach.
10. ORDER ANY KEYS OR EMPLOYEE ACCESS CARDS BEFORE THE MOVE.
You don’t want your employees being stuck outside when the move is done! A good idea is to order any keys or access cards before you vacate the old office.
Sure, it seems there’s a lot that goes into commercial relocation. But once you break down everything that needs to be done, you’re already on your way to a successful office move! When you’re ready to hire a moving company, be sure to contact Swamp Rabbit Moving. Our rabbits hop to it, and they’ll be sure to handle all of your office items with the utmost care. You can find us in both Greenville and Charleston, South Carolina, but we handle both local and long-distance moves. Ready to get your move on the road?