When preparing your office for a big move, you can reduce a lot of unnecessary stress if you take the right steps. Executing an office relocation while still performing your daily tasks is overwhelming. But with a solid plan, you can get your business settled into its new location with ease.
Early Planning Is Key
There’s nothing easy about moving an entire office. To make the transition successful, you have to start by planning early and dividing up the work. Using an “all hands on deck” approach, you can decide who handles specific tasks and create checkpoints along the way. Make sure you assign a project manager to oversee the move. This person should have exceptional leadership and organizational skills since they will carry out the logistics. During this planning stage, you can decide how to set up the new office, plan a moving budget, and review the terms of your current lease. If you have to pay any fees, make sure you include the cost in your budget.
Find The Best Moving Company
The project manager should assign this task to a trustworthy employee. Finding the right company can feel overwhelming, but it’s crucial for things to run smoothly. Start by asking for community referrals and reading customer reviews. Once you have a shortlist of 3-5 companies, get quotes for their services. For moving companies in Edmonton, you can hire a full service moving company that will pack your office, carefully load your furniture and equipment, then deliver and unload it to your new location. Make sure you hire a moving company with an excellent reputation and plenty of experience.
Communicate With Internal Departments
As you plan each phase of the moving process, it’s important to stay in constant communication with every department in your company. Set up a plan for IT to transfer all tech from one location to another. Creating a smooth IT transition is not only one of the most important parts of the move, but one of the most complicated. This is also a good time to make a plan for company data. Even if your company stores files digitally, it’s possible for them to get lost in transition. Discuss a plan with IT to make sure data is backed up. If you opt for a cloud service, make sure it is secure. If any employees will need ID badges or access cards, make a plan for creating those as well.
Communicate Externally, Too
Moving an office affects not only your employees, but any clients, suppliers, partners, and affiliates you do business with as well. Reach out to any external companies you do business with to inform them of your move so you can maintain a positive, professional relationship. If you haven’t already, notify your landlord so you can set expectations for moving out of your current office space. You will also need to cancel or transfer any other services you receive at your current office, such as utilities, office cleaning, and landscaping.
Deep Clean And Purge
Moving is the perfect time to clean and purge. If you have hired an interior designer who is replacing old office furniture, you may not need to take much of what you have with you. You can sell any office furniture in good condition that isn’t being moved or donate it to charitable organizations, such as Habitat For Humanity. Your tax advisor can also give you information on any potential tax benefits of donating anything you no longer need. As you are cleaning and purging, shred documents that are out of their retention timeline, and prepare the space for a landlord inspection. Depending on the lease agreement, leaving your office in good condition may help you avoid additional fees.
Change Your Address On Everything
Before your move is official, don’t forget to change your address. This doesn’t end with signing up for a post office mail forwarding. Your website and social media, financial accounts, business cards, stationary, company letterheads, and online search results must all reflect your new address. This process can take time to complete, so it’s best to do it in steps as soon as you know your new address. Make sure you give your updated address to any external clients and companies you do business with, along with the date it goes into effect. This way, you can ensure a smooth transition of business.
Whatever your reason for relocating is, surviving the move is a victory that your office should celebrate, not endure. So, once you’ve settled into your new office, don’t forget to take a moment to enjoy your new space.