Moving is a normal part of life, but that fact doesn’t make it any less stressful. It’s never an easy decision to make, but many businesses have to move to a new space at least once as their needs change. Whether you’re moving because of rapid growth, a better location or market reach, it’s too easy to get lost in the sea of paperwork and cardboard boxes that pile up during this process, all while you still have a business to run. To make your move a little simpler, use our office relocation project plan (and download it as a spreadsheet) to guide you through the entire process of moving an office, from planning to unpacking.
Long before you begin packing up, you should start assembling your relocation plan. In the early stages it doesn’t need to be completely concrete, but the details of your strategy should become clearer as the move draws nearer. Begin with the big picture stuff, including the general area in which you plan to settle, lease stipulations and employee needs.
Many businesses end up moving for ease of accessibility, so both your clients and employees need to be able to access your new location. Their satisfaction should be one of your top priorities. Understand your brand’s public perception as well as the feel of the neighborhoods you’re considering, assuring that it makes sense for you to relocate there. Draft your business development and expansion strategy with expansion in mind, noting new hires and space requirements that you might need over the next several years. Each company’s needs will be slightly different, so consider the ways in which your business will have to adapt to a new area and space.
After you have taken all of these factors into consideration, you should start looking for a reliable broker or business real estate agent to help you along in the process. On some occasions, you’ll be able to find a suitable office location on your own, but it can be quite a challenging and time consuming process. Moreover, some landlords work only with real estate brokers, limiting your options. Some businesses can rarely have a detailed look at a space for lease without a broker unless you are part of a large company or corporation.
You should also discuss the move with your stakeholders, including investors and employees, so you need a broker who is able to present multiple locations for consideration. Not all locations are created equal and not all of the available options will fit into your sometimes limited budget, so you will want to gather and pore over a varied list of possible office locations. Take your time and compare the advantages and disadvantages of each location. In the real world, there is no place that offers only advantages, no matter how perfect it might seem.
Planning an office move is a critical business decision, so of course it shouldn’t be taken lightly. You’ll more than likely call your new office home for the next few years or decades, meaning that you should carefully consider your motivations and needs behind the relocation. More importantly, you need to know in great detail how the new office will address your pressing business needs. Assess all your current expenditures and compare them against the new office location. Take into consideration all the services you need to run your business smoothly and put them on the list to check how the new place compares to your current infrastructure. Nowadays, there are plenty of different ways to rent office space.
The traditional route is the classic leased building. Under this model, you will likely pay a monthly fee for your space, which will also often require a multi-year lease as well. You’re locked into this space for a while, so it’s crucial that it meets a majority of your needs. This option is stable and allows you to come to work each day in a space all your own, which is ideal for companies that want to stay in their new space for a long time.
A fresh option that’s especially viable for newer companies and startups is coworking, which allows you to rent a space inside of a larger facility that is shared between other companies, teams and freelancers. You likely won’t have to sign a lease, making it easy to cancel and relocate if you find a better space for your brand to grow. Coworking is especially popular among the younger crowd, allowing them to work side-by-side with other young professionals with different backgrounds and experience. However, you have to compromise on privacy at least a little bit. Only you can decide the right space for your relocation, so make sure you’re considering each option available to you, even the less obvious ones. You might be surprised at the location that ends up being the perfect fit.
Now that you’re considering a variety of spaces, it’s time to get picky. Focus on tiny details that could become huge problems down the line. First and foremost, make sure that you can afford the rent, taking into consideration the fact that you’ll likely be signing a lease. Other obvious considerations should be if the landlord offers insurance, if the office can fit everyone comfortably and if it’s easily scalable for future growth. But there are plenty of other factors to include in your deliberations.
Look for a good number of conference rooms. Ensure that there is heating and cooling built into the space. Include amenities like a kitchen, communal spaces, multiple bathrooms, and even showers. Scour the immediate area for restaurants, shops, and cafés. Consider public transportation and parking. Make sure that clients and employees will feel safe and can find you easily. Count the number of power sockets. These details will make or break your new space.
You should start getting a budget in place comprising of current figures and costs associated with your new location. Costs could be either lower or higher depending on the reason for the move, so it’s up to you to decide whether these expenditures are defendable from a financial standpoint. You’ll also need to plan also for relocation expenses and any bumps in the road that may come along. Moving costs include professional movers, shipping office furniture and losses due to downtime during the move. These are one-time expenditures, but they still impact your bottom line, so plan carefully.
Once you have selected your new place, you need to finalize your office relocation project plan to make the process as easy as possible. Before the moving trucks come, make sure you’ve finalized the lease for the new location and notified your current landlord of your move-out date. Advise your staff far in advance of the date and location of the move. Create a master list of everything, like mail services and bank accounts, that might be affected by moving, then send them moving notices. Bid and draft a contract with a moving company. You can also consider hiring an interior designer for the new office. Hold a meeting with everyone involved with the move at your new location at least three weeks in advance to ensure all details are covered and all responsibilities are clear.
It’s now time to get into the fine details. You should reserve elevators and loading docks for moving day and inventory everything you plan to bring along. A good rule of thumb is to plan to move any non-essential items first, then tackle bigger pieces. Another best practice is to label all boxes before the move. Audit your building keys and store them safely. Arrange for the storage or disposal of old files. Look into updated or new contracts for internet, utilities, office supplies, and other equipment like printers. Order updated stationery, business cards, and checks, plus any new office furniture or decor you might need. Make sure you’re listed in the new building directory.
On the employee side, there are plenty of other ways to prepare. Organize a staff moving committee if there is enough interest or need, then delegate responsibilities. Schedule and prepare an agenda for an employee moving meeting. Finalize a new seating plan or layout. Assign moving supervisors from each department who can look over more specific needs. Schedule post-move training for safety procedures. Distribute access cards and keys to your employees for easy access. Develop a master relocation project schedule, including packing, unpacking, stocking, and cleanup. You want to be operational as soon as possible after the move. Verify your moving insurance, set security procedures, and make sure you can access the new location. Arrange for your staff to tour new premises a few weeks prior to the move to get acquainted with the new space.
Thanks to all the planning before the big day, it might seem anticlimactic when it actually comes. Arrange with your building manager to have the air conditioning on during the move. Begin installing big equipment like servers as soon as possible. Keep an eye on your emergency contact list of experts for elevator maintenance, utilities, internet, and moving. Safety is your first and biggest priority. While the process is happening, make sure that you’re focusing both on big-picture stuff and smaller details, making sure that everyone knows their role and is contributing equally. Your employees should have the day off, and you’ll likely make the move over a weekend.
Everything is inside and the movers have driven away. Now the harder work begins. Install and test your routers, computers, telephones and printers, making sure each works and troubleshooting as you go along. Devise and internally distribute a new phone list and office map, outlining the locations of departments, administrators and managers. Complete a detailed walkthrough of the premises, noting any issues or damages to report to the moving company or building owner. Audit the final invoice from the moving company against your contract.
You’re not entirely done with your old space yet. Confirm the termination of your old lease or agreement. Collect parking passes, security cards and keys for your old facility and ensure their return to the landlord. Transfer your insurance to your new location if you have not already done so, getting insurance certificates in the process. Complete and file all warranty information for all new furniture and equipment and update your fixed asset accounting system for all of those pieces as well. Confirm that your address has been correctly updated everywhere it needs to be. Schedule a press release and client announcement for the next business day.
Moving can be one of the hardest yet most rewarding changes your business will face. After the move, make sure you take a moment to breathe and try to move beyond the stress of relocation. Give your teammates and employees the same treatment, especially if they have called the old location home for quite a while. Just like when you move houses, changing up your office space can be both exciting and hard to process at first.
In the first few days of operation, make an effort to be positive and to improve office culture. Your entire team has been through a lot, so make sure everyone feels appreciated. The relocation will be much easier if you lead by example and treat the new space as a beneficial and necessary step forward. Ask your employees what they want to see in the office and try to make it happen within your means. Make sure to create excitement, give regular updates, and involve your people throughout the whole process!
A business relocation plan is no easy job. It may involve dozens upon dozens of tasks and cover thousands of items, even in the case of a small business. However, the more thorough you are, the easier the move is likely to be. Laying the right groundwork is essential to success. When you’re considering a move or getting ready to relocate, make sure you do the following:
1. Draft a relocation plan including your desired area, your needs and wants, and how long you plan to stay. 2. Consider many different types of spaces for your new office, including ones you may never have decided to tour. 3. Create a tight budget and finalize your office relocation project plan weeks before your moving date. 4. Set yourself up for success by reserving elevators, setting up the internet and completing other small tasks before you start moving. 5. Install equipment and clean the new space as soon as possible to be able to reopen as soon as possible. 6. Treat the space like home and make sure to take a little time to relax.
Don’t forget about moving insurance, which is actually a must-have for many businesses. Cleaning up your last office location is another task you should have on your list. Really, any office move is a stressful experience, but if you equip your team with a comprehensive office move plan and have a thorough checklist in place, you can make the entire process more pleasant and efficient for everyone involved.