It may seem difficult to move an office.Like any process, it can be broken down into a series of simple tasks and checks.Ensuring your office move is on time and budget is possible with the right process.
Step 1: The reasons for moving the office should be determined.
To find a good location for the office, you need to think about why you are moving.You might be looking for a location that will help you grow your talent pool or give you easier access to your consumer market.Big changes can be risky in business.Make sure you know why you need a move for your business.Some of the more common reasons for moving an office are lower property costs and rising real estate costs.You might be looking for a cheaper location or a location that has better amenities.You may be struggling to find qualified, skilled employees for your business because your location is too remote or requires a long commute.It is possible to improve your employee pool by moving to a central location.If your current location doesn't place you close enough to your target market, you may be hurting your business.You might be looking for a new location that will help you reach your target demographic.An improved lifestyle and culture of the business may be what you are looking for in a new location.The culture of your business can be improved by moving the business closer to other amenities, like outdoor areas, food spots, and corporate buildings.It is not the best place to grow a business if you settled on your current location when your business was just getting off the ground.Maybe you feel that your current location is limiting your growth.
Step 2: The requirements for the new office should be considered.
You need to sit down with your management team to figure out what you need in the new space.It could be more office space for new staff, bigger conference rooms, a larger warehouse, or more retail floor space.The needs of the business and how the new office can help them should be considered.
Step 3: A broker is a good choice.
A broker is an individual who helps you find property and works as a go between to a real estate agent.A good broker can help you find a property that will fit your budget.There are certain types of buildings and areas that brokers specialize in.Look for a broker who is knowledgeable and specialized when you determine what you need in your new location.The broker has time to present several new location options to you if you hire a broker early in the process.If you want a broker recommendation, you can ask your real estate agent.Discuss broker recommendations with other contacts in the business community.
Step 4: Discuss possible locations with your staff.
It will have a big impact on your employees, so you should involve them in the decision.You should hold a town hall meeting with your employees to discuss the possible locations for the move.You should show the employees photographs of the spaces and discuss the pros and cons of each location.Encourage employees to talk about the locations.If you have stakeholders in your company, you should prepare a presentation about the relocation.They can advise you on which location is best for the business if you show them pros and cons.Depending on the situation, you may be required to consult with your staff and stakeholders.It is possible that you need to talk to unions, regulators, your parent company, and your department heads.
Step 5: The budget for the move.
It is tempting to go to the cheap route for your move to save money, but this can lead to costly mistakes or issues during the move that could end up being expensive and time consuming.To make sure you can afford the move, work with your office managers to create a budget.The moving costs should be covered by the budget.The cost of moving.Professionals are hired to lift heavy office items to avoid mistakes.The company has to pay for down time during the move.You should think about how the business is going to operate during the move and make sure you can afford a few days of non-operation while the office gets set up in the new location.Allow time for any renovations to be completed as you will need to let the real estate process go through.If the processes are planned while the company is still in the old office, this will not add to the down time.
Step 6: The staff should be assigned moving roles.
If you are moving an office with a lot of employees, try to do this at least six months before the move.You can suggest a few people in management positions to run the move team, or you can choose one key person to lead the team.The relocation will go well if roles are assigned to the staff.The move champion needs to be able to make decisions and multi task.You should make sure that this person can motivate and communicate well with the other employees, as they will need to talk to the staff, the broker, and stakeholders about the move.The move team will be aware of how much can be spent on the move if you share your budget with them.If you aren't on the team, make sure to check in with the move team periodically.Roles within the company can be used to build the move team.You can assign the manager to be the move champion as they are the most senior employees.
Step 7: Determine your inventory.
You need to know how much stock your company has.You can identify items that are no longer used by going through your inventory and office supplies.The unused items will not be moved to the new location if you mark them with post-its.This will give you an idea of how much inventory will need to be moved and what will be done with it.You should keep accurate records of your inventory.Go through the entire office and identify the items that are going to be moved and the ones that aren't.If you are moving client files and documents, you don't want to misplace important files during the move.You might want to assign the move team with copies of important documents so they don't get lost.
Step 8: You can create a timelines for the move.
In consultation with the move team, outline a detailed timeline.If you are going to use professional moving services, you should contact them as soon as possible.You can propose a time and date for the move and see if the moving company is available.At least six months before the move date is necessary to book a professional moving company.You will have enough time to prepare.If staff are going to need to pitch in to pack up boxes and stock, you should also determine if the moving company will be packing up everything in the office.You can choose an option that will allow you to stay within your budget.
Step 9: Based on the new location, make an office floor plan.
To create a floor plan for the new location, you should sit down with the move team and leaders in the staff.The most efficient way to do this is to note where each department is located.If you put the IT department next to the server room, they will need more access to this room than any other department.The organization of the staff in the new space may be changed.If you want to foster more discussion and communication among your staff, you can switch to an open floor plan.
Step 10: During a down period, do the relocation.
You will not be operational for a few days even if you move an office.You should plan the move during a down period or slow period for your business.It could be in January or the summer when fewer people are in the office.
Step 11: Discuss moving with the company.
Every moving company has a procedure for moving an office.To make the move as smooth as possible, you should discuss any preparations that need to be done.Employees may be asked to pack up their cubicles and unplugged their electronics by the moving company.You should teach your employees how to pack for a move.If you need to dispose of items that are not being moved to the new location on your own, you should discuss this with the moving company.
Step 12: The IT department needs to be prioritized.
The IT department is important for most companies.If you arrange for the IT department to gradually move into the new space, it will be set up first.The company can get up and running quickly after the move.You may want to work with your IT department to upgrade equipment prior to the move.The IT department needs to be up to date and efficient in the new space.
Step 13: Key departments should be set up first.
If you move your key departments into the new office first, they can be up and running quickly.This could be key employees in a department, like customer service representatives, or major departments that make up a huge part of your business.If you want to move ahead of other departments that can work remotely or on a looser timetable, focus on the key departments first.
Step 14: You should get moving insurance.
Talk to your company's insurance company about moving insurance, as companies are required to get insured for any major moves.You will need to provide an accurate list of your inventory and estimate the total number of items being moved.
Step 15: The old location needs a clean up crew.
The old space needs to be left as it was when you moved in.Once the space has been cleared out, you may need to organize a clean up crew made of volunteers from the company or hire cleaners.