The idea of moving a business from one state or city to another isn't a new concept, however, it's the one made popular during the past decade when small businesses and large corporations alike tried to solve balance sheet deficiencies by moving to more favourable locations. Here are the top six considerations for making a successful move.
Draw a timeline
A timeline that includes all the critical stages of your move ensures that the schedule is feasible and gives a graphic presentation of time you’ll need for different steps. To make sure the timeline is realistic, discuss the plan with all the employees involved in the move. While a small office may need at least three months to prepare, a large business might need half a year. In both cases, if you start early enough, you’ll be able to identify possible issues and prevent them from evolving into problems.
Design the new space
Collect all the available information on the new space. Even better, try to get blueprints or a floor layout so you can plan around the key points, such as power outlets, storage space, plumbing, etc. Compare it to the floorplan of your current space so you can compare the two. If there are areas in the current office that aren’t working, try not to make the same mistakes twice. Also, make a list of potential issues with the new space. These might include a smaller reception area, insufficient storage, or a large undivided space that needs some structure. If there's a need for hired carpenters, painters, electricians, or even builders, you should hire them early on.
Get your moving team together
If you're running a medium to large office, ask for volunteers from each department or division to coordinate the move in their particular areas. You can assign this to the department manager, who'll make sure that each employee packs their desk, files, and personal items. For smaller offices, you can be the main organizer, to identify a few people who'll help you with the move. The moving team may also give you valuable insight into current issues and even recommend possible solutions for the new space. Achieving a consensus on the move through different viewpoints is a great way to preserve the team cohesion, especially if some employees don't see the benefits of the change.
Organize the transport
Hiring movers would be the most logical way of handling the actual relocation, especially since there are moving companies that specialize in office moves. However, for small offices, it makes more sense to rent a utility truck which you can drive with a standard driving license, and move the boxes yourself. Companies that specialize in ute hire often provide a range of moving accessories for sale and rent, such as moving trolleys, hydraulic lifts, boxes, and other packing supplies. Just like with movers, it’s important to make sure the rental company is reliable and that it delivers the best service for the cost.
Notify your contacts
Make sure that everyone you do business with, from coffee suppliers to clients and partners know you’re moving. This is a task best assigned to one person to avoid contacts falling through the cracks. Notifying customers and clients requires specific communications about your new location, as well as how the business will operate during the move. Such kind of information is essential for ensuring that your customers don’t go looking for services elsewhere.
While moving is one way to obtain space to expand, it’s not the only one. If your office relocation is motivated primarily by the need for more space, you may be able to expand by absorbing adjoining space. It’s the most convenient and cost-effective way of adding room for more employees and equipment. Interruptions are minimal and your old customers won’t be having trouble finding you. Even if you decide to move to a new location, make sure to include the possibility of adjacent expansion as one of your criteria for the new office.
Moving your business to a new location is a complex process that calls for meticulous planning and multiple preparation steps. Like with any overwhelming project, it’s better to divide the workload and assign specific tasks to individual employees. Starting the move early and fostering open and regular communication are essential for successful completion of the move.