Finding a new office, the moving process, and trying to maintain daily operations are just a handful of the tasks you may be juggling with an office move. Even if you are a seasoned mover that has jumped from home to home, it is important to note a commercial move is usually a much larger undertaking that presents different challenges. For this reason, it can be very easy to forget or simply not think of tasks that should be done during your office move.
Here are 5 things you may have never thought of:
- The Timeline
Start searching for a new office lease 6 months before your move date. We realize that some circumstances may not allow this time cushion, but half a year is the ideal amount of time for you to find a great space, as well as make any necessary changes or upgrades before move-in day.
Office setup may include installing fixtures, running internet or phone wires through walls, and general furniture setup. All of which should be done before the move. Doing so will cultivate a more relaxed environment from the get-go, allowing employees to adjust quickly to their new environment. After all, who can work comfortably if they are constantly shuffled around for installs!
- The Commute
Hopefully, you have considered if your new office area can accommodate employee parking, but what about those who rely on public transport? If a lot of your employees take the bus, train, or subway to work, we highly recommend that you look at how the move will impact their commute. If your new office is in a location that isn’t easily accessible, you may find employee happiness declines. Or, worse, potentially lose key team members.
If you are unsure of how your employees commute to work, be sure to ask. It is better to find out now than later.
- The Communication
Like in many areas of business, communication is key to a successful office move. You need to set up an internal and external communications plan to keep clients and employees in the loop.
Internal: The news of an office move can leave employees with fear of the unknown. They want to know what this move means and how it will impact them and their job. It is best to schedule a meeting as soon as possible to let them know what is happening and field any questions. From there, be sure to keep them in the know with emails or subsequent meetings.
External: Letting your clients know you have moved should be a top priority. After all, your business probably relies on their patronage. Beyond sending out an email or a letter to inform them about the move, you may also want to update your address on:
- Social media pages
- Your website
- Online directories
- Marketing materials
- Email signatures
- The Clutter
It may be tempting to try to move your stuff to the new office as quickly as possible, but if you go with that method, you will be missing out on a huge opportunity. Moving your office is the perfect time to declutter. By decluttering your old office before the move, you can help make your new office more organized and efficient.
Here are 2 great places to start:
File Cabinets: While it is true that in some cases that technology can hurt your productivity, scanning your paper files to create digital copies can eliminate the need for filing cabinets. This can help ensure information is easily accessible to everyone in the office, which in turn can boost productivity. Not ready to go digital? At least shred files that are no longer needed.
Technology: Whether you have a technology graveyard stashed away in a supply closet or just have outdated and unused technology sprinkled throughout the office, now is the time to get rid of it. A good rule of thumb: if you have replaced it or haven’t used it in the past 2 years, donate it or toss it. This rule can also apply to any other odds and ends floating around the office.
- The Professionals
There is no doubt that professional movers can provide you with the experience, resources, and manpower to move your office quickly and efficiently, but have you also considered using a move manager?
Hiring a move manager or office relocation expert can greatly reduce your moving to-do list. They are solely responsible for the move, and a good one will take on this responsibility while disturbing daily operations and other employees as little as possible. A few things a move manager can do is find quotes for moving companies, schedule installs, ensure access to the new building on move-in day, and keep employees informed. An absolute game changer—and stress saver—for those that already have fully scheduled days.
While an office move may certainly hold promise for your businesses’ future, there is no doubt that it can be quite a trying journey. Make sure to create a checklist and plan that details everything that needs to be done before, during, and after your move. With our list and a little careful planning, you should be able to get settled into your new office in no time.
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