Tips For a Smooth Office Relocation
Published: July 18, 2022
By Zooey Parker
Moving your office to a new location? Follow our tips for a seamless relocation
Most companies change their location when their business grows and needs more space or when they downsize because of high levels of remote work.
The move can be somewhat stressful since employees and clients must coordinate perfectly, and your workflow needs to be minimally disrupted.
Office relocation can be challenging, but planning, preparation, and communication are key.
With our office relocation guide, you won’t miss a beat and will be up and running in no time.
1. Plan your office move early
When moving a business, you want to start planning at least 3-6 months in advance.
First, review your commercial lease. If you leave early, you may lose your deposit. In most lease agreements, you may be held responsible for any damage or breakages done to your current office space, so ensure you look into these things before moving.
There’s no such thing as ‘winging it’ regarding office space relocation. In addition to running a business, there are many other factors to consider, such as your employees, new space layout, unpacking, and setting up without causing significant disruption.
Don’t forget to plan for your moving budget. It is essential to know your budget before planning your move!
2. Inform your employees of your upcoming move
When moving offices, one of the first things to do is to communicate any upcoming changes to your employees and clients.
Since everyone is experiencing this change, keep your staff up-to-date with moving plans and time schedules.
Notify them of essential procedures and information at the new business premise, such as:
- New address, new or revised business phone and fax number
- New building rules
- Packing/unpacking arrangement at the new location
We encourage you to have your employees create a personal moving checklist to ensure nothing gets forgotten.
Moving and change can be unsettling for employees, but communicating the right way with them can boost their morale.
3. Research for the best moving company
Hiring a moving company is essential to facilitate a smooth office relocation. Moving companies have the knowledge, expertise, and resources to make the moving process seamless.
Many companies provide packing and unpacking services and even put all your desks and chairs together and arrange them in your office to your liking.
Take your time researching and getting recommendations of moving companies with office relocation experience since you want to ensure you only hire a company with a proven track record of success in this area.
4. Protect your data
Information is a business’s most valuable possession.
During an office move, anything can happen. That is why it is crucial to protect all sensitive data. This means backing up all documents and sensitive data in several secure locations.
For the best safety and protection, only have designated staff backing up data. It is wise to pack systems and hardware in separate boxes and vehicles when relocating to your new business space.
5. Update your address
Let your suppliers and clients know when you are relocating, your new business address, and when your business will be up and running at the new location.
Be sure to update your business cards, letterhead, website, and social media sites. Additionally, contact Google to have your address and online listing changed a month before your relocation.
As soon as you know your new address, start making these changes as soon as possible, avoiding any last-minute issues.
6. Order new equipment in advance
First, decide what you are keeping and what you no longer need.
Go through your old files, paperwork, and books you no longer need or use and discard them.
The same goes for desks, chairs, and furniture. Depending on the new layout of your office, you might need smaller or bigger furniture. Once you evaluate the new office space, create a small inventory of new furniture pieces you need.
Make sure to place your order early on; that way, your things will arrive just on time to settle into your new office space, and there are no delays.
Keep calm and enjoy your new office…
Moving offices can be challenging, but chances are you are doing it for a good reason. Wizard Movers can help with your relocation.
Plan ahead as much as possible; that way, you will not miss important details, and your relocation will go smoothly.
An office relocation is a success for everyone, including your employees. A small ‘thank you’ gesture will go a long way. It doesn’t have to be anything significant; even a mid-day celebration luncheon in the first week after moving will show your staff how much you appreciate their help as you work towards a brighter future.
About the author
Zooey Parker
Zooey draws from her life story when writing about moving and creates informative content for our customers.
Share Us
