Home moves can be very stressful, but office moves can be one of the most traumatic experiences of your professional life if you do not plan for your relocation carefully. Transporting your business from one place to another can cost more than money too, it can cost time. In the worst case, it can cost clients.
With the help of this quick guide, you can cut down on the risks with some top tips. The key to a successful office move is preparation, so prepare yourself with this guide on how to find a new office and relocate to it.
Get Help From The Professionals
If you are planning any kind of move, it is a good idea to enlist the help of professionals in the field. Real estate agents can help you find any kind of property and make a deal. Property searches can take up a lot of your time, and you still have a business and an office to run. Delegate some of the workload to an eager and helpful real estate agent, and give them a list of must-haves for your new property.
It may not just be a commercial property you are looking for. Relocating an office often means relocating workers, and you could be looking for a new home nearer to your new office for yourself. Take a look at EZHomeSearch. They can put you in contact with local real estate agents in the area of Greenville, South Carolina. This community is filled with beautiful family homes and large commercial properties within a few miles of the suburban area. This makes Greenville the perfect candidate for relocating your office space and your staff.
Plan, Prepare, And Plan Again
Anyone who has moved house knows how stressful and complicated moving can get. When you are moving an office the stress and complexity magnify. There is far more to move, many more people and things to consider, and the time it takes to move can seriously affect your business. You cannot afford to be offline and between offices for too long or you risk losing clients and getting behind on your targets.
Planning and preparation are key here, not just for the logistics of the move but also for how to absorb the negative effects it will have on workflow. Work with your staff, your moving contractors, and where appropriate, your clients, to get ahead of the bottleneck. Ask staff to work a little overtime ahead of the move so there is a production surplus to ease the blow to your output. Think of appointing an ‘advance team’ too. They can go to the new office ahead of the rest of the team and get things set up so you can keep the ball rolling as soon as you move in, cutting down on your downtime.
Communicate Your Move
Let people know what is happening with as much advance notice as possible. You need to let your clients know as well as your staff so both parties can make their own plans going forward. Changing the address on your letterheads and on your website is not enough. Get in contact with your clients over email, phone, or a letter in the mail to tell them you are moving. Reassure them that even though your location will change the quality of service you offer will not. It is business as usual, just not in the usual place.
You can make an event of it, especially on social media. Tease the news to generate extra views, and utilize the shares and likes of social media feeds to get the word out for you. Instagram and Facebook posts give you the opportunity to show off your business’s new home and facilities. If your new office is an upgrade on the old one it shows you are a company on an upward trajectory. Moving can be marketing if you do it right.
Consider Your Equipment
Most businesses have a lot of material assets that will have to make the move with them. If your office uses a lot of computers they will probably have to move with you, adding to the logistical challenge. It is not just PCs you need to think about either. The photocopier, coffee machine, and water cooler will all need to take the trip, and this will require some planning and preparation. Each of these items has a monetary value to your business, and collectively they can be worth tens of thousands of dollars.
Packing these big-ticket items is the first hurdle you have to climb. The boxes and packing peanuts that the equipment came in are long gone, hopefully to recycling. You may need to buy some packing boxes and cushioning to protect the equipment in transit. This extra cost is minor compared to the price of replacing a broken screen or PC tower. If you are taking office furniture with you, remember to pack it away last, but unpack it first. You will need something to put all your equipment on when you set it up.
Do Due Diligence On Your Documents
When you are moving home, your personal and important documents need to be safely stored and kept close so they are not lost. When you are moving offices, there may be reams of important documentation that you not only need but have a responsibility to keep safe. This can include sensitive client information like account numbers and addresses, or your own vital data like sales figures and employee contracts.
You will need to catalog all of your vital documentation and have the plan to pack it up and unpack it when you reach your new home. Moving office is the perfect opportunity for paperwork chaos. Do not let documents get mixed up, lost, or damaged. Have a plan in place and a packing method that will keep departmental documentation together, and in good order. Buy protective packaging like plastic folders or even lock boxes to help keep the most important paperwork safe.
Research Moving Companies Carefully
Not every mover is the same. Some may have a lot of experience in moving businesses and will know some tips and tricks that can help your relocation run smoothly. Others may have a lot of enthusiasm but little skill and could end up causing more problems than they solve. You will need to research your moving company carefully to make sure they are up to the task. You cannot afford to take chances.
Ask around your local business community for advice. Your local Chamber of Commerce may be able to help or make some recommendations. Moving a business is a lot more complicated and expensive than moving home. Even with the best intentions, a small moving company will struggle to do the job competently. Look for a long-established moving company with experience in moving businesses, preferably with reviews from trusted sources. The cheapest option will not be the best, so do not be afraid to spend money, it will be worth it in the long run.
With this advice, you should be able to make your office move without too much trouble. Like most things in business, and in life, with the right planning and preparation, you can handle anything the day throws at you. Start making plans early, and try to cover every base. Good luck!
