When a business expands its operations and hires more people, it’s critical to expand its physical space as well.
After all, having your employees cramped inside tiny office spaces can impede your employees’ work satisfaction, which can do a number on the business’s overall efficiency and productivity.
Nevertheless, the relocation process is a unique experience for each business. While having a spacious interior is a priority for most, moving to a different office can be more of a financial decision for others to ease up rental costs.
Regardless of your reasoning, relocation isn’t an affair that can be done in a few hours. It usually takes days or even weeks to plan for and execute.
With that in mind, here are some tips to make the relocation process a touch more bearable.
1) Give Your Company Enough Time to Relocate
Just like moving homes, you’ll want to be thorough and follow a timeline to ensure that your move is within a reasonable timeframe.
The difference between moving homes and moving offices, however, is that any delays in the progress of your office relocation can be costly.
For instance, moving too quickly can mean that company equipment won’t have enough time to be transported and booted up, which can leave employees scrambling for alternative ways to meet quotas or deliver results.
Conversely, moving at a snail’s pace can leave you vulnerable to the reasons you wanted to move out of the office in the first place. Employee satisfaction could take a hit, you’ll pay a higher rental fee than your company would like, and so on.
By sitting down and identifying the best timeline for your relocation, you’ll be able to find the sweet spot of your move-in date.
2) Talk With Your Employees
As soon as you have confirmed your moving arrangements, make sure to give everyone working for the company a heads-up in advance so that no miscues arise.
Inform your employees about when and where the move is taking place, as this will give them time to prepare for the transition. You should also give them pertinent information about the new address, such as fax numbers, building location, and rules of the new facility.
Also, while you’re most likely juggling a lot of things during the move, don’t hesitate to listen to any points of feedback from your employees. You may have overlooked some during the process, so having a second pair of eyes could definitely help.
Even if your staff are not directly involved in physically relocating their items, it’s important to keep everyone in the loop. This way, their individual tasks can be adjusted accordingly and kept in sync with the company’s overall relocation plan.
3) Prepare a Dedicated Moving Budget
Don’t fall under the trap of choosing a new office simply because it’s a tad bit cheaper than your current setup. The logistical costs of relocation can easily stack up, and many hidden moving fees could arise during the transition. A moving cost calculator would be of great help.
To prepare for these eventualities, it’s vital to safeguard your funds by preparing a dedicated relocation budget. Factor in the costs of moving companies, rental trucks, packing materials, and any other related expenses to avoid financial pitfalls during the moving process.
Besides the physical cost of pertinent materials, also take into account the opportunity cost of moving to a new place. Will it take some additional time for your business to recommence operations? If so, make sure to quantify that resource cost in your assessment as well.
4) Get Professional Help
Moving bulky office chairs, tables, servers, and office equipment can be a harrowing ordeal, especially if your company doesn’t have the internal manpower to get it all done in one trip.
By getting external help, not only will you get a huge load off your shoulders, but you’ll also have peace of mind knowing that your items are managed by expert movers. In other words, you won’t have to worry about some junior staff encountering any expensive accidents of uninsured furniture, or worse.
5) Keep Track of The Company’s Inventory
During the transitional period of relocating offices, it’s likely that valuable company assets may be misplaced or stolen.
To minimize this, be sure to keep a good record of your office inventory before and after the move. You can track them in an online spreadsheet and print a list of items to paste into each moving box. This will help ensure that all items are accounted for during the process.
Moreover, be sure to check your inventory status at the new place as soon as possible. That way, you can quickly determine the status of your items and take proper action before it gets lost for good.
6) Make an Office Plan
While it’s tempting to bring the entire office to your new space, it’s not always the most feasible option.
There are some furniture pieces or equipment that may be better off left behind, while other items may need to be replaced.
That said, the only way to truly be certain about what to bring with you is by thinking up your new office plan. This not only helps you cut out the excess but it also gives you an idea of how your company will eventually interact with one another in their new space.