by Lina Martinez
Whatever your reason for wanting to move office premises, the initial thought of moving can be exciting. However, once you start to get into the logistics of the move, that initial excitement could start to wear off quickly.
With the change in how people do business and the economic climate in 2021, many businesses are looking to downsize their offices as more workers continue to work remotely, making a physical location of an office almost redundant.
Your main aim for moving offices is to complete the transition with as minimal disruption as possible. This means you need to ensure you have a good process and organization to help make everything run smoothly.
How Early Should You Prepare For An Office Move?
3-6 Months Before The Move
Upon acquiring a new lease, your first step is to check your current lease, make sure you have fulfilled your tenant requirements, and give enough notice that you will be relocating. If possible, you should be putting the first steps into practice around 3-6 months before your move. Are you liable for a deposit or other fee if you terminate your lease early? Are you liable for property damage (e.g., chipped paint, broken light fixtures, etc.) that occurs during the move?
Next, get in your quotes for commercial moving companies who can assist you with the actual move itself. Again, shop around for quotes to make sure you are getting the right type of service for your needs. Finally, consider if you need moving coverage for any damages.
You will need to set a moving budget and look at ways you can utilize the workforce you already have, and, if possible, compile a moving team to assist you with the organization of the move. If you don't have staff to assist you with this, then professional moving services can be of use.
3-4 Months Ahead of the Move
Confirm your moving date and make sure you are booked in with your moving company to ensure you are ready to go. You will also need to give notice to your current landlord and book any services you may need to assist with any modifications you may need as per your tenancy agreement.
Ensure you have run-through communication with your team, too, so everyone knows exactly what is happening and what to expect.
Notify your current landlord and/or property manager and provide official notice.
Notify your entire team of the move date and new office address.
Create a master list of everyone to whom you need to send a change of address.
Make sure your employee list is up to date.
Check that your client and service provider lists are up to date.
Make sure that all team members are aware of their responsibilities ahead of time.
Make a reservation with your preferred moving company.
Inform your IT department of the move and discuss what technology is required for the day.
Notify local partners, affiliates, and suppliers of the impending move, particularly those who will be affected by your change of address and contact information.
External communications need to be relayed to organizations such as services you have in the office, such as cleaners, banking institutions, suppliers, utility companies, internet providers, and so on.
2 Months Before The Move
This is where you can start getting your new office ready for your arrival.
Create a floor plan - Map out both your old and new offices to determine where to put equipment, desks, and furniture. Consider things like the number and location of ethernet connections, power sockets, and common areas if you have the information; that way, large items can be immediately placed where they belong, so you don't have to shuffle things around later.
Phone and Internet - Arrange for a new provider for your phone and internet services or make the necessary arrangements for your current provider to set up in your new location.
Computers and IT Setup - At this point, you need to make sure you have the right people to set up your new office with your existing computers and IT equipment.
Disconnect - Make sure you have arranged for your current services to be disconnected to avoid paying for anything you won't be used due to your move. Write a list of all your providers and make sure you have communicated with them the correct moving state and termination of any contract if required.
1 Month to Go
Update all of your contacts with your new details. This can be via email, announcement on social media, or calling those you need to so they know where to find your form from now on.
Inventory and tag office furniture, equipment, and supplies. Label and tag items in your office to avoid losing your company's award plaques in transit (or worse, the trophy collection). Also, take pictures of your inventory while cataloging it in case you need to file a claim.
Gather moving supplies. Ensure your employees have cardboard boxes, packing tape, and labeling materials on hand if they pack their own desks.
Transfer utility services. Set a cancellation date for your current office's utilities and investigate utility options for your new location.
Update your address with;
Accounts for business
Website of the company
Social media profiles
Financial institutions and banks
Accounts payable and receivable
Subscriptions to magazines and newspapers
Google, Yelp, and other review sites that have listings.
In conclusion
An office move can seem like a monumental feat when you first start the process. However, breaking it down into more manageable processes in the run-up to the move will help you remain more organized and methodical in your approach to the preparation for the move. The last thing you want is to be rushed, and it affects your business due to downtime associated with the move. If you feel like this is something you cannot do alone, then hiring a stream specifically to help you with the move could be your best option.
