Relocating an office can significantly interfere with your business operations if you fail to plan and organize every detail of the relocation. Lost sales, damaged equipment, and misplaced files are some of the problems associated with an office move, especially an unplanned one. To ensure flawless office relocation, appoint one of the employees to be in charge of the move and delegate other relevant duties to the rest of your employees. Consider this a morale boosting opportunity, and not a dreaded task.
Review Your Lease
Make sure you go through your previous and current contract for both the old office and the new one. It is important to know that you might be restricted from physically moving furniture and other office items during certain hours of the day. In addition, you may face penalties for terminating your contract before the agreed date, which may prevent you from subleasing your space. Make sure the new office has the equipment you need including high-speed Internet.
Get in contact with vendors including cable, phone, Internet, postage, and food and beverage suppliers. Tell them about your move and confirm if they will supply their goods and services to the new office. Communicate with suppliers of your current and new office space. Find out the procedures for terminating, switching, or contracting a new service. Finally, ask for a new contract or adjust the existing one.
Create a Budget
Come up with a budget for the relocation. Include penalties, lost sales, deposits, fees, employee overtime, mover costs, and possible insurance deductible in your budget. Look for an expert real estate broker who deals with office space and meet with them to discuss your needs and their requirements. Find out if they have an early termination clause in the new office lease contract.
Set Your Timeline
One of the first steps to take when moving an office is to set a timetable for the relocation. The timetable should include the day you plan to move to the new office. Understand that you might have to organize the office you are moving into. Therefore, relocate office equipment and have new items delivered before moving in. Move your employees in stages and begin packing away your office in phases. Organize your move dates beginning with the first trip to the moment you change your office address altogether.
Address the Logistics
Come up with a plan for relocating everything in phases. Begin with items that you can do without for days or even weeks. Pack, store or ship them first. Contact a trusted moving Company to help with the relocation. Be sure to discuss the costs involved and the relocation plans before the actual move. Communicate with your insurance company to find out whether your office items will be covered during the move and in the new office.
Moving an office can be a complicated process. However, you can simplify your office relocation by creating a plan for the move and delegating relevant duties to various employees.