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How to Plan Your Office Relocation

A simple process to make your move more manageable.

April 8, 2019

An office relocation is an in-depth process that requires organization, strategy, and man-power. It includes keeping track of multiple tasks and who’s going to complete them, all while operating business as usual — which is a lot for a company to handle.

Fortunately, a proper office relocation plan can help manage your move and make the process more efficient and productive for your company.

By following some simple tips, you can establish a plan that lays out every step of your move to ensure that nothing gets left behind or skipped — which means a smoother transition for your business and team.

Build your office relocation team.

To pull off your office relocation plan, you need a dedicated group in house to oversee the moving process. It should consist of two parts:

  1. An In-Office Coordinator —This person is the leader, designated to work with your vendors and team to create, execute, and track each step of your office relocation plan. They should be organized, possess strong decision-making skills, and be comfortable acting as an authority for your company.
  2. The Supporting Team — These are employees who will report directly to the in-office coordinator and will be your go-to group for moving questions, research, and assistance. They should be able to handle their normal responsibilities while also performing their respective duties for the office relocation.

Figure out the basics.

Time and money are two important aspects of your office relocation. To keep them both in check, set up a realistic timeline and budget for your move.

  1. Timeline — Build your timeline around key dates of your office relocation, including:
  • Old lease end date
  • Preferred move date
  • New office build
  • New lease start date
  1. Budget — Office relocations can get expensive if you’re not careful. Determine the amount you’re willing to spend, then break it down by different vendors or steps. Include how much your company is covering for employee relocation or moving expenses in cases where your new office is several hours away. It’s a gesture of good will and a common way for businesses to show they value their employees — according to AMSA, corporations covered 38% of household good shipments in 2017.

An office relocation is also a great opportunity to evaluate whether you should upgrade your equipment. If you decide to make any upgrades, include the costs in your office relocation budget.

Find assistance for IT and equipment relocation.

Trusting employees who aren’t trained in tech is one of the common technology mistakes that businesses make. And with your investment on the line, it’s important to ensure that your desktops, data center, servers, and leased equipment are handled safely and properly during your office relocation.

Outsourcing your equipment and IT relocation is one of many ways that a professional IT project management service can help your business.

When researching potential companies to partner with, be sure to focus on the following details:

  • Pricing that fits your budget
  • Previous experience with companies your size
  • Reviews and testimonials from previous customers

Notify your key players.

Build a communication strategy for the three most important groups impacted by your office relocation: your employees, service providers, and clients.

  1. Employees — Communicate details about the relocation timeline and expectations with your team as early as possible so the whole office remains on the same page throughout the moving process.
  2. Service Providers and Vendors — Your service providers and vendors need to be aware of your office relocation to prevent disruptions in business operations. Notify all relevant parties, from ongoing subscriptions and deliveries to the appropriate government departments to your utility companies.
  3. Clients and Customers — Let your clients know when and where you’re moving so they can adjust their plans accordingly. This is a chance to communicate with your customers and show off how well your company is doing — especially if your move is due to business growth.

When reaching out to your current service providers about your office relocation, consider it an opportunity to assess your spending and save on costs. As business.com advises: “Review your current suppliers and ask for quotes from alternative companies. One simple evaluation and review could result in large yearly savings.”

Making the decision to move is not an easy one, and a recent article from Area Development covered several other critical factors to consider regarding how an office relocation could impact business. But once the decision is made, it helps to have a plan in place to make your moving process go smoothly.

With the right strategy, your office relocation plan will keep your move organized, on time, and on budget. And with office relocation assistance, you’ll experience little to no interruptions in your normal business operations during the transition.

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