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It’s hard to know exactly how to feel about moving your office. Generally, it’s a positive development, indicating growth and paving the way for improvements in your business. Still, the idea of moving…not such a positive thought.
Get set for disruptions, delays and surprises, right? While it’s true that no move is without its challenges, you can also avoid a lot of those through careful planning. We’ve been through it before, so we thought we’d share some of the lessons we learned along the way.
After all, whatever your industry or specialization, there are some essentials to keep in mind as you plan to relocate your office. Use these 3 tips as a guide for a smooth transition.
It’s hard to overemphasize the importance of adequate lead-time to a successful move. The process of assessing needs and finding a new space can begin as much as 18 months ahead of the actual move. Selecting a space that fits your needs – both immediate and anticipated — is a big job in itself.
As soon as the move is approved, start laying the groundwork. Depending on the size of your organization, it’s a good idea to appoint a project manager to oversee the entire process and make sure that the new space is being prepared as the old space is being cleared. Some considerations at this phase are creating a budget for the move, deciding on spending priorities, and setting up channels of communication to ensure that everyone involved is kept in the loop.
At this point it’s smart to clear away unwanted items and old files that you don’t need to move. Consider scanning documents for which you don’t need hard copies. This saves moving costs and lets you get a realistic picture of the scope of the move.
Consider taking this opportunity to upgrade hardware to make the new space as efficient as possible. Re-evaluate supplier contracts and renew or change vendors, as appropriate. Notify your customers and clients of the upcoming move; consider marketing tools like business cards, pens, and stationery with information on the new location. Get as much of the little stuff out of the way now as you possibly can. Once the actual move begins, you won’t want to deal with these small details —trust us.
2. Choose a mover
Find a company that specializes in workplace moves; this is a whole other animal from residential moving. You will want to do some due diligence here. Don’t just take the first offer that comes along. Doing some research and comparison shopping could save your business thousands. If you’re serious about getting the best deal, then do some negotiating. See if you can bargain one company down by letting them know what their competitor is offering to charge.
Then, make sure you’re asking all the right questions. Find out how they will protect your flooring, carpeting, walls and doorways during the move. Depending on what’s being moved, you may want to consider purchasing additional liability insurance.
Remember that the movers will take care of the physical relocation, but it’s up to you to ensure that they move only what you are really going to need at the new office and that the infrastructure is in place to get your company back in business as quickly as possible.
3. Pack smart
For your own packing, choose boxes no larger than 2 cubic feet in volume. Anything larger could cause lifting injuries. Take special care with moving tech components. These should be packed with bubble wrap in crates specifically designed for the job. Ideally, if your moving company is well versed in office moves, they will have a system in place that organizes all of this for you. Still, it never hurts to oversee this yourself.
Label EVERYTHING. Be prepared with extension cords, outlet strips, and CAT 5 cable, if appropriate, so these connections can be set up before outlets are obstructed by furniture.
Getting your team on-board and prepared may be the most challenging part. While, of course, you don’t want to interrupt their work, the team needs to be compliant. Try hosting a pack and sip happy hour to get everyone to pack up their workspace and place their items in pre-labeled boxes. Doing as much as you can to make the move easier for staff will make things go way smoother, guaranteed.
Still trying to figure out WHERE exactly you’re moving? Check out these flexible options in NYC plus more all over the country. And if you’re in desperate need of some place to set up shop in between leases, we’ve got you covered with fantastic temporary office space options as well.
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