Fortunately, with proper preparation and the right moving team, your employees and equipment will arrive at your new location safely and smoothly. To make your company’s transition from one building or one city to another easier, we’ve compiled seven key tips.
How to Optimize Your Company Move
1. Establish a Clear Timeline and Relocation Budget
Start by developing a comprehensive timeline and budget to stay organized and on track. Establishing your moving date, key milestones and financial boundaries will help you manage tasks efficiently and avoid unexpected costs.
- Set Milestones: Break down the move into phases, with each phase having a specific deadline.
- Distribute Employee Moving Packages: If you’re relocating to a new city or new state, determine the budget for your employees’ relocation costs and provide comprehensive relocation packages.
- Allocate a Contingency Fund: This is a budget for unforeseen expenses, like additional storage or last-minute purchases.
Tip: Start planning your office relocation at least 6-12 months in advance to give ample time for preparation.
2. Communicate Effectively with All Stakeholders
Open office communication with employees, clients and vendors to minimize confusion and disruptions.
- Internal Communication: Send regular employee relocation updates detailing expected timelines and each person’s role in the process.
- I.T. Support: Migrating servers and transporting electronic equipment may require more time and coordination. Keep in contact with your I.T. team to prioritize equipment and minimize disruption.
- Moving Company: Contact your moving company as early as possible. Communicate with the movers regularly to ensure that no details slip through the cracks.
- External Communication: Inform clients, customers and suppliers about the move to ensure they know where and how to reach you post-move.
Tip: Consider setting up a dedicated communication channel or point person to address questions and updates related to the move.
3. Take a Thorough Inventory of Office Equipment and Supplies
It’s easy to misplace office equipment and supplies during a move. Perform an equipment audit and use a spreadsheet to track item quantities and specific details, like which items correspond to which employee.
- Create a Detailed Checklist: List each item, its location and any special handling instructions.
- Decide on Disposal or Donation: Identify items you no longer need and either recycle, donate or dispose of them responsibly.
4. Color Code and Label Equipment for Easy Identification
Color coding is a simple yet effective way to streamline the relocation process. Assign a color to each department or area so movers know exactly where to place each item at the new office.
- Label Everything: Use color-coded labels on boxes, furniture and equipment to indicate their destination in the new office.
- Create a Map: Provide movers with a floor plan of the new office space, showing where each department’s items should go.
Tip: Use durable, easily removable labels to prevent damage to equipment and furniture.
5. Notify Surrounding Businesses and Prepare for Logistics
Ensure nearby businesses and building management know your moving date, especially if shared access to parking, freight elevators or loading docks is involved.
- Coordinate with Building Management: Reserve elevators, loading docks and parking spaces ahead of time.
- Notify Neighboring Businesses: Give nearby businesses a heads-up about any potential disruptions, like limited access or noise.
- Coordinate with Movers: Ensure your moving company has the necessary building access during the move.
Tip: Consider scheduling the move for off-hours to reduce interference with daily business operations in the area.
6. Prepare for Mishaps and Create a Contingency Plan
Even the most precise planning cannot cover every possible detail. Have a contingency plan to prepare for common issues like delays, damaged equipment or misplaced items.
- Back-Up Contacts: Keep contact information for employees, vendors and security staff.
- Emergency Kit: Pack an essentials kit with basic supplies, including tools, first aid, power strips and chargers, for immediate setup at the new office.
- Hire Security: Some office relocations require professional security to watch over expensive items. Arrange this well ahead of time.
Tip: Create digital backups of important documents and files in case of any disruptions during transit.
7. Notify Clients and Customers About the Move
Keeping clients and customers informed about your relocation is crucial for maintaining strong business relationships. Notify them early and include any details they need to continue working with you smoothly.
- Update Your Contact Information: Change your address on the website, social media, business cards and email signatures.
- Send Formal Announcements: Use emails, newsletters and social media to share the new address, moving date and any temporary contact information during the transition.
Tip: Leverage the excitement surrounding your move. Offer virtual tours or photos of the new space to showcase the improvements and commitment to service excellence.
Bekins Van Lines: Your Office Relocation Movers
A smooth office transition can save your business valuable working hours and reduce stress for you and your employees. Don’t underestimate the value of partnering with a professional office relocation company that understands your needs. Contact your local Bekins agent and hand off the heavy lifting and logistics to an office relocation specialist who will work with you at every step.
