How to Plan and Execute a Smooth Office Move
Moving your business from point A to point B is no walk in the park. There is a whole matrix of elements to keep a close eye on and they have to fall together seamlessly. Also, throughout the process, you want to minimize the disruptive influence on your operations and get up and running as soon as possible. To make it happen, you cannot rush things. In fact, you need to develop a customized and detailed plan and see it through. Here are some vital areas that call for your undivided attention.
Set a timeframe
Planning ahead of time is paramount. Most importantly, identify all the necessary stages of the move and set a timeline for them. Relocating a small office takes three months on average, while larger offices can require up to eight months of various activities. So, it is preferable to start as early as you can. Note that your suppliers and clients should know you are moving and how long it will take. Likewise, explain to them how you will operate during this transitional period. You cannot afford to lose business.
Furthermore, gather all information on new space. Ideally, you are able to obtain a floor layout and/or blueprint that contain vital components such as storage space, electrical outlets, etc. Compare the layout of the old and new office to figure out how much you are going to have to change cosmetically and structurally. Anticipate issues that could arise once you move. This can be anything from adding more cubicles for increased privacy to getting rid of curtains that obstruct the daylight.
Rally the troops
Hold a meeting to ensure all team members are in the know and alleviate worries and concerns floating in the air. Also, ask people to voluntarily take part in the whole process and coordinate one aspect of move or its entirety. Department supervisors and managers are a natural fit for these roles. While at it, do an inventory and take this chance to purge outdated equipment and furnishings. Each and every employee should assume responsibility for packing their personal items, files, and supplies.
Apart from your own workforce, you may have to rely on professionals. Most often, full-service pros handle activities such as pacing and transportation. What is more, some businesses work with specialty service providers like telephone line installers. To decide what’s best for you, do your research and ask for referrals. Calculate the costs beforehand and make sure not to blow the moving budget.
The future horizon
One of the most common mistakes is focusing on short-term and not taking into account long-term business needs. This oversight could have dire consequences. So, factor in the future growth and how well your space will accommodate and support it. Here, it is also a good idea to ponder the most optimal type and length of the lease. You don’t want to lock yourself in a space you are going to outgrow in a year or two.
Proper planning and organization allow you to navigate the labyrinth of decision-making and logistics. It is crucial to have a clear game plan and schedule before jumping into it. Don’t leave anyone in the dark. Commercial relocation is a team effort that should benefit and bring the whole organization closer together. Outline all the tasks you have to perform. Feel free to outsource some of them to professional service providers. You should be able to minimize downtime and loss of productivity and complete everything on time and budget.