While a prospective move into a new office can be an exciting time for any company, it can be incredibly stressful for those who find themselves in charge of planning the relocation. For this reason, many businesses opt to delay moving. Instead, they choose to remain in unproductive, uncomfortable or high-priced facilities just to bypass the intensity of moving.
However, it doesn’t have to be this way. If you are in charge of an office relocation, it’s essential that disorder is reduced and that the new space meets the current and projected needs of your company. As relocations are so crucial to your business, it’s up to those in charge to coordinate, arrange and secure every phase of the move with exceptional organization, and as seamlessly as possible.
To guarantee that you avoid the most costly and frustrating mistakes of a relocation project, here are the five top things to consider when planning an office relocation.
1. Money
First and foremost, you need to know exactly what your firm’s budget is and how much your relocation project is going to cost.
When relocating, costs very quickly add up and budgets can easily be overshot. These are mainly due to delays, oversights and issues suddenly cropping up. As the leader of this project, you will likely be accountable for managing the budget which may include costs ranging from interior design to new stationery, but will typically exclude legal and property fees.
Setting your budget is only one half of the equation – sticking to it can be equally as tricky. Hidden costs and nasty surprises are seemingly waiting at every corner and may pop up in the form of things you have never thought of.
Sizeable costs can be misjudged – or ignored entirely – because you haven’t undergone a move before. For this reason, you may want to discuss your move with experienced office removalists who will be able to explain to you the entire cost.
2. Office Design
Depending on where you will be moving, your new workspace may require much refurbishment or just a slight touch up. Either way, you should consider employing an office fit-out company who can present you with the interior solutions you require.
Maximizing your office space should be a fundamental goal for you, especially if your firm is expanding rapidly or relocating to a slightly smaller location. This is another area your office fit-out company will prove useful as they will be qualified to help you with the frequent problems that arise with space planning.
3. Communication Needs
Relocating doesn’t just involve your firm’s team; you also need to have a strategy in place to spread the word of your move. Depending on your niche of business, you may need to communicate the move to your landlords, customers, suppliers, and any other contacts.
Don’t forget to do the following as well:
- Place a notification on your website
- Add a P.S. message to your emails
- Blast it on social media posts
- Update the address on your office stationery, Google listing, and website and email footers.
Ensure that your service providers are aware of your move as early as possible in the project. This is because you may have to serve notice periods on some of these. As such, review your contracts and research how to notify them formally when necessary.
Last but not least: don’t neglect to tell your bank and insurance companies!
4. Furniture
Relocating offices is an excellent time to declutter, sort old documents, and get rid of unnecessary or broken furniture and technology. Put it this way, there is entirely no point wasting time and money on moving anything that no one is going to use.
As part of the relocation, you have the option of taking all your furniture with you to your new location, or you can also replace everything with entirely new furniture.
There is a middle ground, however, and you should consider what furniture can be given new life through refurbishing or restoration. In fact, restoring used office furniture can be highly beneficial as it’s less wasteful and considerably cheaper than buying everything new.
That being said, if you do have unwanted furniture, disposing of these items can become costly. You may need to find easy, yet responsible and sustainable methods to clear these things. Look for practical mobile storage solutions or opt to use a sustainable clearance provider.
5. The Plan of Action
No matter whether you are combining the work with an office relocation service provider or just a removal company, it is crucial that you generate a structured moving plan. Only by doing this can you ensure as little disruption to your business flow as possible.
Ideally, you will choose an office removalist company who will support you before, during and after your move and give you any necessary help to minimize disruptions. Their services might involve packing and unpacking assistance to guarantee everything is transported securely to the right location, furniture dismantling and reassembly, and cleaning of the old and new spaces.
Once the move is completed, it is time to throw a move-in party! And celebrate the fact that you did it!
AUTHOR BIO
John Pfeiffer has been the proud owner of Ashtons Removals for over 40 years. His attention to detail, a product of his accountancy background, and his emphasis on training and empowering his team members, has ensured the vast number of Gold Coast families who have been moved by Ashtons Removals, have had their furniture and effects moved undamaged and with minimum fuss.
