Moving offices can be stressful for the whole company.
If a business relocation goes wrong, there could be production delays, documentation errors or a tense atmosphere in the office. The impact of a business relocation gone awry can be detrimental, so planning and preparation are crucial. But while it can be challenging to move offices, there are a few things you can do to make the process more efficient.
Here, you’ll find our comprehensive business relocation guide designed to make your move go smoothly. This guide will prevent disruptions to your business and make it a positive, exciting experience for everyone involved.
Business Relocation Checklist
6 Months Prior
Check your current lease
Is there a deposit or fee for breaking your lease early? Can you be liable for property damage, including moving-related damage? What clauses in the lease should you take notice of? Ensure you read the lease carefully so you don’t miss anything.
Plan your budget
Budgeting for your move can help you avoid overspending. Calculate your relocation costs, and determine which services you need and those you can skip when you think you will exceed the budget.
Organise a planning team
Determine who should and shouldn’t take part in the planning and assign responsibilities accordingly.
Search for office removal companies
Find out which movers can handle your needs and are within your budget. It is advisable to start looking as soon as possible. Often, these movers have long waiting lists, so you should get several quotes. Obtain quotes from three or more companies and compare them.
3-4 Months
Establish a moving date
Your moving date should be set by now, so everyone knows what to expect.
Maintain communication with your planning team
List all that needs to be done and when it needs to be completed. This can include packing, transferring utilities and preparing all employees for the move. Give specific tasks to certain employees and inform everyone.
Communicate externally
Your employees aren’t the only ones affected by the move. It is also essential to inform suppliers, contractors and vendors about the move. Please give them your updated contact details and address, and mention how the move will impact deadlines.
Consult an interior designer
If your new office needs landscaping or decorating, now is the time to hire a designer.
Examine special office equipment and furniture
Identify any furniture pieces that require special handling. For instance, would you like assistance disassembling complex equipment?
Hire an office removals company
A reputable office furniture removal company needs to handle an office move that can best meet your needs.
2 Months
Utility transfers & installations
Take care of utility transfers and arrange for their installation. Contact the members of your team who are in charge of completing this task. Find out their plan for installing utilities, such as internet, telephones and electricity.
Plan how you will set up computers and IT systems
Verify if your IT department can handle the task themselves or if additional help is needed.
Plan the interior of the new office
Make an effective floor plan for the new office. Place desks and computers according to your needs, and determine if the new infrastructure will be required. Also, consider the following: Do you have ergonomic desks and chairs? Are there enough printers and fax machines? Do you need a certain number of phone lines?
Invest in new furniture or equipment
Your staff shouldn’t walk into the new office on the first day and see the same old worn-out couch. Don’t miss this chance to revamp your furniture and decor.
Identify your business’s insurance needs
If your current policy can’t be transferred, investigate your options immediately.
1 Month
Take inventory of and label office supplies and furniture
Ensure your office items are appropriately marked and tagged as a precaution against losing them during transit. When cataloguing inventory, take pictures just in case you need to file a claim.
Get moving supplies together
If staff members will pack their desks, provide them with boxes, tape and labelling materials. Establish a moving supplies area in your office, and give employees time every week to begin packing.
Update your address
Email or snail mail to inform clients and customers how to reach you.
Provide your updated company address
Update your address on your corporate accounts, website, online profiles, credit cards, bank accounts, magazine subscriptions and review sites like Google and Yelp.
Boost morale
Moving offices can be stressful for your employees. Some will likely be leaving friends and moving away from their families. Maintain their morale by providing them with support and assistance.
2 Weeks Left
Verify everything
All of the details need to be confirmed with everyone now. Ensure the moving company is available on the designated date, and prepare any speciality moving. Confirm the installation date for the internet and phone. Meet with your planning team and begin backing up your computer data.
Get rid of the non-essentials
Consider letting go of some things around the office. Take what you only need to your new workspace.
Check out the installations in the new office
Take a walkthrough of your new office to see how installation and setup are going.
Get keys and access cards ordered
Make sure you order keys in advance for move-in day.
1 Week
Take a look at the moving schedule
Contact your office removal company to make sure everything is going smoothly. Check progress to see if anything needs to be done immediately.
Celebrate
Changing workspaces marks a significant milestone for your company. After months of hard work and dedication, organise a small celebration.
The Big Moving Day
Walk through your vacated office
Walking your vacated office will enable you to identify items that must be relocated and check for property damage.
Get your new office set up
Plan out your new office using the blueprint or outline you created.
Connect your IT, phone and internet systems
Your local provider should be able to provide you with full connectivity for your office.
Reduce the Stress of Office Relocation with KT ALB
Office moves are never easy. With our checklist, staying organised is much easier.
Your move can be made even less stressful by partnering with our team at KT ALB Transport. Let the pros handle your business relocation and minimise business interruptions.