Did you know 95% of companies that move from one office space to another say the move was a distraction to the business? And, of those companies, over 50% of them claim that during the move, their level of productivity noticeably fell short of general expectations.
Based on these statistics, you might think that all office moves are always going to be stressful. However, that’ doesn’t need to be the case.
Below, we provide some ideas for how to organize a smooth office relocation with proper strategy and preparation.
Planning Is Key
Planning is a crucial step in preparing for a successful move. Ideally, you should start planning for your office relocation 6-12 months before the move or 3-6 months for smaller companies.
Begin by creating to-do lists. These lists should include developing a timeline for the move, getting estimates from commercial office movers, contacting internet and electric companies to ensure there are no service interruptions and a host of other crucial tasks.
If you plan early, you and your employees won’t have to run around at the last minute trying to accomplish things you’ve forgotten.
Take Time Organizing Files
It’s common for many businesses to focus on furniture, electronics, and office supplies when moving. However, company documents are perhaps the most essential items to keep track of during an office’s relocation.
Take the time to organize your insurance forms, employee contract agreements, and other vital documents into binders and boxes. The move is a good time to transfer appropriate documents to long-term or digital storage and free up file space at the new office.
Keep Employees and Clients in the Loop
As a company leader, make sure employees have appropriate details about the move. Communicate why and where the company is relocating, when they’ll need to pack up their workspace for movers, and what kinds of documents to purge and retain. Also, alert employees to any workday interruptions before the move.
Share visuals of what the new office space will look like and detail any upgraded features that the new space has that the current office doesn’t. Highlighting office space upgrades is excellent for morale during a move.
Also, notify clients and vendors about your office move in advance. Let your clients know you’re moving and assure them that the move won’t impact the quality of your work. Include your future location’s address in all communications.
When preparing for your move and selecting a moving company, determine if you will need any of the following:
- Employee relocation services
- Systems installation
- Business continuity services
- Personal moving consultant
Make sure the moving company you select meets all of your moving needs.
Moving Is a Process, but It Doesn’t Have to be Stressful
As you prepare to relocate your office, remember that your move doesn’t have to be a source of aggravation, as long as you plan and prepare.
If you have more questions about relocating your office, be sure to contact us.